Freedom of Information Act (FOIA) Request Letter Sample

The Freedom of Information Act (FOIA) gives the public the right to access records held by federal agencies. To obtain documents, you must send a written request that clearly identifies the information you seek. Below you will find an overview of the essential elements of a FOIA request letter and a readytouse sample.

Key Elements of a FOIA Request

1. Header Include your name, address, phone number, and email.
2. Agency Address Direct the request to the agencys FOIA office.
3. FOIA Citation Mention the Freedom of Information Act (5U.S.C.552) and any relevant agency regulations.
4. Clear Description of Requested Records Be as specific as possible (dates, subject, subjectmatter, etc.).
5. Request for Fee Waiver or Estimate Indicate whether you are willing to pay fees or request a waiver.
6. Preferred Format State how you would like to receive the documents (paper, electronic, etc.).
7. Signature Sign the request; electronic signatures are accepted by most agencies.

Sample FOIA Request Letter

[Your Name][Street Address][City, State ZIP Code][Phone Number][Email Address][Date]FOIA Officer[Agency Name][Agency FOIA Office Address][City, State ZIP Code]Re: Freedom of Information Act Request  5U.S.C.552Dear FOIA Officer,Pursuant to the Freedom of Information Act, I request access to the following records:1. All internal memoranda, emails, and briefing documents relating to the agencys decision to award the Clean Water Initiative grant to GreenTech Corp. for the period 1January2022 through 31December2023.2. Contracts, subcontracts, and performance reports associated with the above grant.3. Any correspondence between the agency and GreenTech Corp. concerning the grants eligibility criteria, award criteria, and compliance monitoring.If possible, please provide the documents in electronic format (PDF or searchable text files) and transmit them to the email address listed above.I am a citizen of the United States and am making this request for personal, noncommercial use. Accordingly, I request a waiver of any fees associated with this request under 5U.S.C.552(a)(4)(A). If you determine that a fee waiver is inappropriate, please provide a written estimate of any costs before processing the request.If any portion of the request is denied, please cite the specific exemptions you believe apply and provide a brief justification for each. I also request that any segregable, nonexempt portions of the records be released.Please confirm receipt of this request and advise me of the anticipated timeframe for processing. I understand that the statutory deadline for a response is twenty (20) business days.Thank you for your attention to this matter.Sincerely,[Signature][Your Printed Name]    

Tips for a Successful Request

• Be Specific: Vague requests often result in delays or refusals. Include dates, titles, and keywords wherever possible.
• Use AgencySpecific Forms When Available: Some agencies provide an online portal or PDF form that speeds up processing.
• Keep a Copy: Retain a dated copy of your request and any correspondence for reference.
• Follow Up: If you do not hear back within the statutory period, send a polite reminder citing the FOIA deadline.
• Know Your Rights: If a request is improperly denied, you may file an administrative appeal and eventually a lawsuit in federal court.

Useful Resources

National FOIA website (FOIA.gov) Central portal for filing requests and tracking agency FOIA policies.
National Archives FOIA Resources Guidance, templates, and FAQs.
Department of Justice Office of Information Policy Detailed explanations of FOIA exemptions.

Conclusion

Submitting a wellcrafted FOIA request increases the likelihood that youll receive the documents you need promptly and without unnecessary fees. Use the sample letter above as a starting point, adapt it to your specific situation, and follow the agencys filing guidelines. With persistence and a clear understanding of your rights, the Freedom of Information Act can be a powerful tool for transparency.