Sample letters for federal and state applications for public record.
(Date)
(Agency head or FOI Officer)
(Agency)
(Address)
(Fax number)
FOI Request
Dear (Agency head/FOI Officer),
Pursuant to the Federal Freedom of Information Act, 5 U.S.C. Section 522, I request access to and copies
of (clearly describe what you want. Include identifying material, such as names, places and the period
of time about which you are inquiring. If you think they will help to explain what you are looking for,
attach news clips, reports and other documents describing the subject of your research. Be as specific as
possible — including your description of paper or electronic copies.)
I agree to pay reasonable duplication fees for the processing of this request in an amount not to exceed
$ . However, please notify me prior to your incurring any expenses in excess of that amount.
(A fee waiver should always be requested.) Please waive any applicable fees. Release of the information
is in the public interest because it will significantly contribute to public understanding of government
operations and activities.
If my request is denied in whole or part, I ask that you justify all deletions by reference to the specific
exemptions of the Act. I will also expect you to release all segregable portions of the otherwise exempt
material. I, of course, reserve the right to appeal your decision to withhold any information or to deny a
waiver of fees.
I would appreciate you communicating with me by telephone, rather than by mail, if you have questions
regarding this request. I look forward to your reply within 20 business days (excluding Saturdays,
Sundays and legal holidays), as the statute requires.
Thank you for your assistance.
(Your name)
(Address)
(City, State, ZIP)
(Telephone number)
(Your email address)
(Fax number)
SHINING THE LIGHT ON YOUR GOVERNMENT | 4
February 22, 2013
Joe Smith
Seattle Police Department
500 Northwest Way
Seattle, WA 98222
Dear Mr. Smith,
Pursuant to the state Public Records Act, RCW Chapter 42.56, I am
writing to request access to and a copy of the line-item budget for the
Seattle Police Department for the past five years, including an electronic
copy in Excel or other similar format. If your agency does not maintain
these public records, please let me know who does and include the
proper custodian’s name and address.
I agree to pay any reasonable copying and postage fees of not more
than $25. If the cost would be greater than this amount, please notify me.
Please provide a receipt indicating the charges for each document.
As provided by the open records law, I will expect your response within
five (5) business days.
If you choose to deny this request, please provide a written explanation
for the denial including a reference to the specific statutory exemptions(s)
upon which you rely. Also, please provide all segregable portions of
otherwise exempt material.
Please be advised that I am prepared to pursue whatever legal remedy
necessary to obtain access to the requested records. I would note that
violation of the open records law can result in a fine of up to $100 each
day that I am denied access. Litigation costs, including reasonable
attorney fees, may also be awarded.
Thank you for your assistance.
Sincerely,
William O. Douglas
923 Access Drive
Seattle WA 98222
206-555-1111
