Prepare a request for public records in San Francisco

This is part of the Sunshine Ordinance Task Force's step-by-step to getting public records.

Follow this step once you know which agency you need to contact, and what type of records you need.

1. Focus on specific records

Avoid being too general. Records can include documents, photos, emails, texts, videos, and data over time.

For best results, include:

• A clear description of the information you want
  • Type of record
  • Title 
  • Author or subject
  • Scope
  • Date or date ranges (if known)
• Keywords or phrases that can help with searching
• Any documents that would be helpful for reference

You can also ask the agency for a list of its forms and databases.

2. Use a template

It can help to model your request off of an existing letter or template.

Find templates for asking for public records in California at:

• SF Neighborhoods: How to make public records request
  Template and examples include a model for when you need records fast ("immediate disclosure")
• Student Press Law Center: Letter generator 
  Creates a letter for you based on prompts
• National Freedom of Information Coalition
  Includes a sample request letter

3. Ask for a specific format (optional)

You can:

• Ask for an electronic copy
• View records onsite
• Pick up copies in person
• Get copies by fax or mail 

You might not be able to get records in the format you prefer. It may depend on where the records are stored and how old they are.

4. Give your contact details

Let the agency know the best way to get in touch with you.