Sample Request Letter
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Requesting Access or Copy of Public Record

Date
Public Official or Agency
Title
Address of Agency
Indianapolis, IN   Zip Code

   
Dear Public Official or Agency:

Pursuant to the Indiana Access to Public Records Act (IC 5-14-3), I would like to [inspect or obtain a copy of] the following public records:

[Describe the records sought with enough detail for the public agency to be able to respond]

I understand that if I seek a copy of this record, there may be a copying fee. Please inform me of that cost prior to making the copy. I can be reached at [phone number].

According to the statute, you have ________ days to respond to this request. [If this letter was delivered personally to the public official’s office, the agency has 24 hours to respond to the request. If the letter is delivered by U.S. Mail or facsimile, the agency has seven days to respond to the request. Please note "respond" does not mean provide the records but only acknowledge receipt of the request. The agency has a reasonable period of time to provide access to the records or deny the request]. If you choose to deny the request, then you are required to respond in writing and state the statutory exception authorizing the withholding of all or part of the public record and the name and title or position of the person responsible for the denial.

Thank you for your assistance on this matter.

Respectfully,

 

Your Name