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PROCESS GUIDE / 02

Request records.
Not answers.

A focused federal FOIA request describes existing agency records precisely enough to find them. It does not ask an agency to create research, analysis, or an explanation.

Reviewed by PublicReports · Updated

BEFORE YOU FILE

Look for an existing release first.

FOIA.gov recommends checking whether the information is already publicly available on the agency website. Previously released records, reading rooms, reports, datasets, and frequently requested material may answer the task faster.

FOIA.gov · How to make a request ↗

REQUEST WORKFLOW / VISUAL NOTES

Editorial illustrations clarify the workflow. They do not depict a specific office, person, or record.

Illustrative public-record request workspace with blank forms, folders, and an envelope
ILLUSTRATIVEA focused request names existing records, a likely custodian, and a defensible date range.
Illustrative government archive reading room with document boxes and an open folder
ILLUSTRATIVEThe custodian and its archive define what the search can cover.
Illustrative verification desk with four blank cards, a magnifying glass, and an archive box
ILLUSTRATIVECheck source, scope, date, and identity before relying on a result.

REQUEST BUILDER

Six fields that sharpen the search.

This is a planning aid, not an agency form. Copy the details into the official agency channel after reviewing its instructions.

  1. 01

    Agency and component

    Name the federal agency and, when possible, the office or program likely to maintain the records.

  2. 02

    Record type

    Identify the existing records sought—for example correspondence, contracts, logs, reports, or a named dataset.

  3. 03

    Subject and identifiers

    Add a project, case, contract, location, office, or other known identifier that can narrow the search.

  4. 04

    Date range

    Use the narrowest defensible start and end dates instead of an open-ended “all records” request.

  5. 05

    Preferred format

    Ask for electronic or another available format, while recognizing the agency’s systems and record forms.

  6. 06

    Fee limit

    State the amount you are willing to pay without advance notice and follow the agency’s current fee instructions.

PLAIN-LANGUAGE STRUCTURE

Turn details into a concise request.

Under the Freedom of Information Act, I request access to [record type] maintained by [agency or component] concerning [subject and identifiers] for [date range].

I prefer the records in [available format]. Please notify me before fees exceed [fee limit]. If part of a record is exempt, please release any reasonably segregable non-exempt portion.

Please contact me at [contact method] if clarification could narrow the search.

FEDERAL FOIA SCOPE

Know what the law asks the agency to do.

Existing agency records

A request can seek agency records in an available format.

No universal form

FOIA.gov says no single form is required, though an agency may publish its preferred channel and instructions.

Not research or questions

FOIA does not require an agency to create new records, conduct research, analyze data, or answer questions.

Exemptions and redaction

Federal agencies review responsive records and may withhold protected information under the law’s exemptions.

AFTER SUBMISSION

Save the trail.

  1. 01

    Keep the request text, submission date, agency, and delivery confirmation.

  2. 02

    Save the acknowledgment and assigned tracking number.

  3. 03

    Respond promptly if the agency asks for clarification or a narrower scope.

  4. 04

    Review the released record, redactions, search description, and appeal information.