Anyone can write a public record request — it doesn’t require a law degree to figure out what elements should go into the request letter. There’s no right way to draft a record request letter; however, there are particular elements that you should include in your record request letter.
Addressing the agency
Before writing your request, first, identify the proper agency or agencies and review their public records protocol. This should be posted on the agency’s website. You may also need to identify related agencies that may also possess relevant records. For example, you may want to submit your records request to both the FBI and the U.S. Marshals, or both the CIA and the NSA.
Introduction
A brief introduction is sufficient, as well as including the relevant public records law. It helps convey to the agency that you know your rights.
Citing statutes and regulations
Another way to show you know your rights is to include relevant statutes in your request letter.
The ask
Be concise and summarize the records you are seeking. If your request is too broad or vague, you may get nothing back, or way more than is relevant to you. For example, in requesting emails, provide keywords that should be searched.
Time frame
Include a time frame to help narrow your ask, or be specific if you know when a record was created. As with the ask, if your time frame is too long it may be difficult to get relevant records or you may get back way too many to be able to analyze them.