What information must I include in a FOIA request letter for it to be considered properly submitted?

A request under the federal Freedom of Information Act (FOIA) does not need to follow a special form or use magic words, but it must give the agency enough information to find and process the records you want. A clear, complete letter speeds up the response and reduces back-and-forth.

Core elements to include

• Identify the agency. Send your request to the specific federal agency that holds the records. FOIA has no central clearinghouse, so each agency processes its own requests.
• Describe the records clearly. Explain what you are seeking in enough detail that a knowledgeable employee could locate the records with a reasonable effort. Include subjects, names, dates, date ranges, locations, file or case numbers, and document types where you can. Avoid asking simply for “all records about” a broad topic.
• State that you are making a FOIA request. A short sentence invoking the Freedom of Information Act removes any ambiguity.
• Provide your contact information. Include your name, mailing address, email, and phone number so the agency can reach you with questions, fee notices, or the records.

Fees and processing

• Address fees. State the maximum amount you are willing to pay, or request a fee waiver and explain why disclosure serves the public interest. Agencies may charge for search, review, and duplication depending on your requester category.
• Note any fee category or expedited request. If you are a journalist, researcher, or commercial requester, say so, since this affects fees. You may also request expedited processing if you can show a compelling need.

Practical tips

• Keep the request focused. Narrow, specific requests are processed faster than sweeping ones.
• Keep a dated copy of what you sent.
• Agencies generally have 20 business days to issue a determination, though complex requests can take longer.

State and local public-records laws differ from federal FOIA in their requirements, timelines, and fees, so check the specific statute that applies to the agency you are contacting.

For more background on access laws and how requests work, see /topics/foia-public-records/.