Sample Open Records Request Template

I just published a link to the fifth edition of the Georgia Sunshine Laws and hidden near the bottom was a sample request form. Many people have asked me for this template in the past so I wanted to release that here to make it easier to find. This template should make it much easier for you to make your request.

 

SAMPLE OPEN RECORDS REQUEST

Note: Delivery should be by hand delivery or by certified mail–return receipt requested. If there is an urgency to the request, hand delivery — or, if hand delivery is not feasible, delivery via fax or e-mail followed by a confirmatory phone call — is the most effective form of delivery. If the matter is not time-sensitive, and you opt to mail the request — particularly if the relevant agency is a state one or one that serves a large metropolitan municipality such as the City of Atlanta or Gwinnett County, for example — you should clearly write “Attention: Open Records Act office” or “Attention: Public records custodian” on the front of the envelope to ensure prompt delivery to the appropriate agency employee.

[WRITER’S LETTERHEAD] [DATE]

[CUSTODIAN’S NAME]
[AGENCY’S NAME]
[STREET ADDRESS]
[CITY, STATE, ZIP]
[CUSTODIAN’S FAX NUMBER, IF USED FOR DELIVERY] [CUSTODIAN’S E-MAIL ADDRESS, IF USED FOR DELIVERY]

Dear ____________:

Pursuant to the Georgia Open Records Law (O.C.G.A § 50-18-70 et seq.) (the “Law”), you are hereby requested to make available for review and copying all files, records and other documents in your possessions that refer, reflect or relate to ________________. This request includes, but is not limited to, all documents, notes, correspondence and memoranda evidencing __________________, and all communication and correspondence in whatever tangible medium between and among __________________ and __________________.

If this request is denied in whole or in part, we ask that you cite in writing the specific statutory exemption upon which you have relied, as required by law. We also ask that you release all separate portions of otherwise exempt material. Please waive any costs associated with this request, or first inform us about such costs as required by Georgia law.

As you know, the Law requires a response by you within three business days of your receipt of this letter and provides sanctions for non-compliance. I look forward to hearing from you.

Sincerely,

[YOUR NAME]
[YOUR TITLE]
[YOUR WORK NUMBER]
[YOUR CELL NUMBER, IF YOU FEEL COMFORTABLE PROVIDING IT] [YOUR E-MAIL ADDRESS]
[YOUR FAX NUMBER]

 

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