How to Write a Reasonable Description for a Public Records Request
The Freedom of Information Act (FOIA) allows anyone to request access to records possessed by the U.S. Government’s Executive Branch, with a few exemptions. To make a successful public records request, it is essential that you contact the agency that possesses the desired records and provide them with a reasonable description of the records you seek.
A reasonable description is important because it can help a FOIA employee locate the records. Without an appropriate description, your request may be dismissed. According to Thomas Reuters Practical Law, a reasonable description should include:
- Titles of individuals, offices, or agencies that may possess responsive records; or information that may identify any employees, offices, or departments with responsive records.
- A date range to narrow the records search or a list of specific dates detailing incidents relevant to the records search.
- Potential keywords that the FOIA employee can use in an electronic records search.
- If none of the above information can be provided, then including the purpose of the records request may help an FOIA employee locate the records.
Be sure to specify if you wish to receive electronic records in their original format (First Amendment Coalition). If you do not, respondents may provide them in whichever format they prefer.
