Request Letter Generator
How to Use This Tool
- Select your state — the tool automatically inserts the correct law name and statutory citation
- Enter the agency name — be specific: "Hillsborough County Sheriff's Office" not just "police"
- Describe the records — the more specific, the better. Include dates, incident numbers, officer names if known
- Add your name and optional email for the agency to contact you
- Check the fee waiver box if you are a journalist, researcher, or making the request for public interest purposes
- Generate and copy — paste into an email, print as a PDF, or copy into a letter
After You Send the Letter
Keep a copy of exactly what you sent and note the date. Your state's response deadline clock starts from the date the agency receives your request — not the date you sent it. For email, this is typically the same day. For certified mail, it's the date of delivery confirmation.
Use our Deadline Lookup Tool to find your state's specific response deadline and calculate the exact date by which you should hear back.
Need to follow up? If you don't hear back by the deadline, see our guide on what to do when an agency misses the deadline — including a template follow-up letter and the formal complaint process for every state.
Frequently Asked Questions
Most agencies accept requests by email, and it is generally the fastest method. Email also creates an automatic timestamp and paper trail. For large or unresponsive agencies, certified mail provides a delivery confirmation that is useful if you need to prove the deadline was missed. Some agencies have specific online portals — check the agency's website first.
Address it to the agency's "Public Records Custodian" or "Records Officer" if you don't know the specific name. Most agencies have a designated records office or public information officer. You can find the contact on the agency's official website — search for "records request" or "public information" on the site.
Yes — select "Federal (FOIA)" from the state dropdown and the letter will cite 5 U.S.C. § 552, the federal Freedom of Information Act. Note that each federal agency has its own FOIA office — submit to the specific agency that holds your records. Use FOIA.gov to find the right portal.
Disclaimer: This tool generates template language for informational purposes. The letter it produces is a starting point — review it before sending and adjust as needed. Nothing here constitutes legal advice.