Public records guide
Plan a focused records request.
A useful request starts with the records you want and the public body likely to hold them. This guide helps you organize that work.
Decide what to ask for.
Describe identifiable material rather than relying on a broad question about an issue.
Identify the material
Write down the documents, messages, reports, recordings or data you are trying to find. Include a useful date range, subject, project or department when you can.
Find the likely record holder
Check which public body may maintain the material. Use its official website to confirm current contact and submission instructions.
Review your draft
Check names, dates and scope. State a preferred format when relevant, and remove personal information that is not needed for the request.
Check what is already available
Search the public records library and the agency website. Existing records may help you narrow a new request.
Submit through the agency. Keep your history here.
The account workspace records the steps you take; it does not replace the agency submission process.
- Follow the public body’s official email, portal, mail or other submission instructions.
- Keep a copy of the exact request and any confirmation number.
- Record the submission date and method in My Public Records Requests.
- Add non-sensitive notes about acknowledgments, responses, extensions or follow-up.
- Check the official law and the agency’s response when evaluating next steps.