Freedom of Information Act Request Letter

What is a freedom of information request?

A FOIA Request Letter, also known as a Freedom of Information Act request letter, is a written request submitted to a U.S. federal government agency under the Freedom of Information Act (5 U.S.C. § 552), seeking access to existing government records and information. The right to access public records and information is a U.S. citizen’s right that is guaranteed by applicable federal and state laws.

The present sample letter for information request includes all important components to make it fully compliant with federal and state laws. This document is drafted in a professional language and includes contact information, a request description, references to legal acts, and much more.

When do you need this FOIA request letter?

The present letter template requesting information under the Freedom of Information Act could be helpful in the following circumstances:

• accessing agency communication and internal policies;
• investigating past and current agency records and reports;
• verifying government and agency decisions and acts;
• ensuring compliance of internal agency procedures with applicable laws and acts, etc.

What’s Included in this Freedom of Information Sample Letter?

In order to create a solid letter template requesting information from a state or federal agency, inclusion of certain elements is essential. Below we made the list of most important components this letter template must have:

Proper FOIA legal references

When creating a request, it is important to include a direct reference to the legal act that grants you such a right. In case you are filing a request to a federal agency, you shall mention that your request is made pursuant to the Freedom of Information Act, 5 U.S.C., 552. However, if the request is being addressed to a particular state agency, then applicable state legislation shall be mentioned instead. For example, if you are addressing your request to the Alabama Commission on Higher Education, which is a state agency of Alabama, then you have to include a reference to Alabama Open Records Law § 36-12-40 et seq. instead.

Sender Details

A freedom of information sample letter cannot be sent anonymously. Therefore, inclusion of a full sender’s details is a must. The text of a letter shall outline the sender’s full name, mailing address, contact email, and phone number. Besides that, a sender shall state in which capacity he or she is sending such a request. For instance, a letter to request information under FOIA is granted to journalists, academics or scientific researchers, businesses, and individuals.

Recipient Details

Whether you are planning to send a freedom of information request email or letter, inclusion of a recipient’s details is important. It ensures that this letter is directed to the right person. Therefore, do not forget to include the full name, mailing address, and contact person within the agency to whom this letter is being addressed. It is always better to check first an agency’s official website to get correct details.

Record Description

This is the legal heart of every Freedom of Information request letter sample. In this part, a sender must describe in detail the copies of which exact records shall be provided. If needed, a sender may also limit a search of records for a specific period of time—for instance, from the year 2002 to 2005.

Fee Waiver Request

A sender can request to provide information free of charge. At the same time, it is highly recommended to include a maximum fee a sender is ready to pay for the process of their request. Usually this fee shall cover printing costs borne by a state or federal agency for the provision of copies of information.

Signature and Date

Once a request for information letter template is ready, a sender must sign and date it. Please note that pursuant to the Freedom of Information Act, a federal or state agency shall have 20 days to review such a request from the day of its delivery or receipt. The initial duration could be extended if certain circumstances arise (e.g., the documents’ list is too large and exceeds 5000 pages).

Who is this letter to request for information?

This request for information letter template is the ideal document to access public information from state or federal agencies for:

• journalists and reporters who need information for newsmaking or private journalist investigations;
• citizens who request access to public records for personal use only;
• for academic and scientific researchers who require additional information for their projects;
• for nongovernmental organizations;
• for scientific institutions;
• for various types of businesses operating within the U.S.

Please note that the access to federal or state agency records is only possible for non-commercial usage and purpose.

How to use this template?

To get a fully customized letter template, use our Freedom of Information Request online form and follow the steps below:

1. Click the “Create Document” button.
2. Answer simple questions in the form.
3. Select a template’s format—Freedom of Information Request letter PDF or Word.
4. Make a payment.
5. E-sign, download, and print. You can use your Freedom of Information Act request letter instantly.