How to Write an Effective FOIA Request

The most important rule: be as specific as possible about what records you want. Vague requests ("all records about immigration") will be placed in a complex processing track and may take years. Specific requests ("inspection reports for XYZ facility from January 2024 to March 2024") are much faster. Include names, dates, locations, document types, or reference numbers whenever possible.

Narrowing your request to a specific date range dramatically reduces processing time. Instead of asking for all records on a topic, ask for records from a particular year or quarter. You can always submit follow-up requests for additional time periods.

Make sure you're sending your request to the agency that actually holds the records you want. If you're unsure, check the agency's website or call their FOIA office. Sending a request to the wrong agency means delays while they redirect it. Some records may be held by multiple agencies. In those cases, you may want to file with the agency most likely to have the primary records.

You can request a fee waiver if disclosure of the records is in the public interest. Agencies are more likely to grant fee waivers when: • The request contributes to public understanding of government operations • The requester has the ability to disseminate the information • The request is not primarily for commercial purposes Journalists and non-profit organizations have the strongest case for fee waivers, but any requester can apply.

Always request records in electronic format (PDF or native format) delivered via email. This is faster, cheaper, and easier to search than paper copies. Most agencies are required to provide records in the format you request if they can reasonably do so.

• Requesting records from the wrong agency or branch of government • Making overly broad requests that trigger complex processing • Not including your contact information for follow-up questions • Forgetting to specify the format you want (electronic vs. paper) • Not requesting a fee waiver when you qualify • Giving up after the first denial without filing an appeal