Open Records Request Sample Letter

Your Name
Return Address
Telephone Number
Date

Name of government agency
Address of government agency

Dear Officer of Public Records: 

This request is made under the Texas Open Records Act, Article 6252-17a, which guarantees the public's access to information in the custody of governmental agencies. In accordance with Sec. 4 of the law, which requires that the Officer of Public Records shall promptly produce such information for inspection or duplication, or both, in the offices of the governmental body, I respectfully request __ copies of, access to __ the following information.

List here as specifically as possible the information you are seeking: documents, letters, memoranda, reports, ect.

(Optional when time is a factor)

In the interest of expediency, and to minimize the research and/or duplication burden on your staff, I would be pleased to personally examine the relevant records if you would grant me immediate access to the requested material. Additionally, and since time is a factor, please communicate with me by telephone rather than by mail. My telephone number is listed above.

(If applicable, add)

I am journalist and disclosure of this information would benefit the general public. I therefore request a waiver of all fees and charges pursuant to Section 9(g) of the act.

I shall look forward to hearing from you within the 10 days specified in the law. Thank you for your time and attention to this matter.  

Sincerely,

Your Signature

Print Name

Source: The Freedom of Information Handbook, Third Edition