Sample Public Records Request Letter
Dear [Records Custodian]:
I am writing to request [be as specific about your request as possible], pursuant to the Public Records Act, Chapter 119 of the Florida Statutes.
This request includes copies of every document related to the matter, regardless of the format in which the information is stored. [If the information you are looking for is on a computer somewhere, remind the custodian that information stored on a computer is as much a public record as a written page in a book or stored in a filing cabinet.]
If you refuse to provide this information, Chapter 119 requires you advise me in writing and indicate the applicable exemption to the Public Records Act. Also, please state with particularity the reasons for your decision, as required by Section 119.07(2)(a). If the exemption you are claiming only applies to a portion of the records, please delete that portion and provide photocopies of the remainder of the records, according to Section 119.07(2)(a).
I agree to pay the actual cost of duplication as defined in Section 119.07(1)(a). However, if you anticipate that in order to satisfy this request, “extensive use” of information technology resources or extensive clerical or supervisory assistance as defined in Section 119.07(1)(b) will be required, please provide a written estimate and justification.
I request these records be available by [pick a reasonable date]. If you have any questions or need more information in order to expedite this request, please call me at [phone number where you or your editor can be reached].