How to Request Government Emails and Communications

Government emails and internal communications are where the real decisions happen. These records often reveal the reasoning behind policy choices, conflicts of interest, and information that never makes it into official reports.

What Counts as a "Record"

Your request should explicitly define records to include:

Emails (including CC and BCC)

Text messages and instant messages (including Signal, WhatsApp)

Slack, Teams, or other collaboration platform messages

Calendar entries and meeting invitations

Handwritten and typed memoranda

Voicemails (if transcribed or recorded)

Sample Request Language

I am requesting all emails, text messages, instant messages, memoranda, and other communications sent or received by [OFFICIAL NAME/TITLE] regarding [TOPIC] for the period of [START DATE] to [END DATE]. This request includes communications on personal devices and accounts used to conduct government business.

The Personal Device Issue

Government officials increasingly use personal phones, Gmail accounts, and encrypted messaging apps for official business. These are still public records in most jurisdictions. Key points:

Federal: Federal Records Act requires preservation of official communications regardless of platform

State laws vary: Most states have ruled that official business conducted on personal devices creates public records

Preservation notice: Include a preservation demand in your request to prevent deletion

Tips

Name specific officials rather than requesting "all emails from the department"

Use specific search terms the agency can apply to their email system

Request metadata (to, from, date, subject) separately if the agency claims the volume is too large

Include personal accounts — agencies must search official's personal accounts if used for government business

File your government communications request →