D. Records Requests Templates

To get you started with your request, below are two sample records requests: one under the Missouri Sunshine Law and one under the Freedom of Information Act. Generally, if you are asking for information from a Missouri state or local agency, you should use the Sunshine Law template. If you are asking for information from a federal agency, you should use the Freedom of Information Act template.

As always, do not hesitate to call agency personnel and ask for help in obtaining documents. Often, they will be friendly and helpful. It is best, however, to know your rights and be prepared to write a letter or call a lawyer. Occasionally government personnel may try to withhold information that the law entitles you to see.

You may ask that these records be shared electronically. Accepting electronic records may cut down on your costs. You may be asked to provide a flash drive. In some cases, you may have access to the records but the agency will not provide copies, in which case go prepared with a camera or scanner.

Missouri Sunshine Law Records Request Template

The following template comes from the National Freedom of Information Council. It has been slightly modified:

[Your Name or Organization’s Name]

[Street Address]

[City, ST ZIP Code]

[Date]

[Name of Custodian of Record]

[Agency Name]

[Department Name (if applicable)]

[Street Address]

[City, ST ZIP Code]

Dear [Custodian of Record]:

Under the Missouri Sunshine Law § 610.023 et seq., I am requesting an opportunity to inspect or obtain copies of public records that [Describe the records or information sought with enough detail for the public agency to respond. Be as specific as your knowledge of the available records will allow. But it is more important to describe the information you are seeking.]

If there are any fees for searching or copying these records, please inform me if the cost will exceed $______. However, I would also like to request a waiver of all fees in that the disclosure of the requested information is in the public interest and will contribute significantly to the public’s understanding of ___________. [Here, you can identify yourself as a non-profit organization or public interest group if applicable and state that your request serves public interests].This information is not being sought for commercial purposes.

The Missouri Sunshine Law requires a response within three business days. If access to the records I am requesting will take longer than this time period, please contact me with information about when I might expect copies or the ability to inspect the requested records.

If you deny any or all of this request, please cite each specific exemption you feel justifies the refusal to release the information and notify me of the appeal procedures available to me under the law.

Thank you for considering my request.

Sincerely,

[Your Name or Organization’s Name]

[Your Title]

[Your email address]

[Your phone number]

The above template can be downloaded here. You may also review a complete Sunshine request that was submitted by MCE here.

Freedom of Information Act Records Request Template

The following template comes from the National Freedom of Information Council. It has been slightly modified:

[Agency Head or Freedom of Information Act Officer]

[Name of Agency]

[Address of Agency]

[City, ST Zip Code]

Re: Freedom of Information Act Request

Dear [Name of Agency Head or Freedom of Information Officer]:

This is a request under the Freedom of Information Act.

I request that a copy of the following documents [or documents containing the following information] be provided to me: [identify the documents or information as specifically as possible].

[Optional] I am willing to pay fees for this request up to a maximum of $_____. If you estimate that the fees will exceed this limit, please inform me first.

[Optional] I request a waiver of all fees for this request. Disclosure of the requested information to me is in the public interest because it is likely to contribute significantly to public understanding of the operations or activities of the government. [Here, you can identify yourself as a non-profit organization or public interest group if applicable and state that your request serves public interests]. This information is not being sought for commercial purposes.

Thank you for your consideration of this request.

Sincerely,

[Your Name or Organization’s Name]

[Your Title]

[Your email address]

[Your phone number]

The above template can be downloaded here. You may also review a complete Sunshine request that was submitted by MCE here.