Build a source map around jurisdiction and community

Find and request public records

A specific record is a better starting point than a broad question. Use this desk workflow to identify the record holder, check what is already online and keep a usable request log.

1. Identify the jurisdiction and record holder. Write down the agency, office and type of record. Use the agency’s official site to find its records contact or request portal.
2. Look for an existing release. Search the agency’s records library, meeting packets, budgets and datasets before submitting a request. For federal records, FOIA.gov explains the request process.
3. Describe records, not questions. For a federal FOIA request, describe the existing records you seek in writing; an agency does not have to create a record or answer research questions. Include a focused subject and date range.
4. Check the applicable rules. Federal FOIA and state or local access procedures are different. The Reporters Committee’s Open Government Guide provides state-by-state records and meetings guidance. Check the relevant agency’s instructions before sending.
5. Log and follow up. Keep the submitted wording, receipt, reference number, correspondence and fee estimate together. Set a follow-up reminder using the applicable guidance; do not assume one deadline applies everywhere.

A request-planning example

Fictional example: A reporter is checking purchases for a town’s road-resurfacing project. “How much money did you waste?” is a question. A clearer starting description is “Purchase orders and invoices for the Main Street resurfacing project dated April 1 through June 30, 2026.” Confirm the actual record names and office before submitting.

Keep a simple log with these fields: record sought; jurisdiction and agency; public source checked; request route; date submitted; reference number; response or fee estimate; next action; records received; remaining gaps.

A released record still needs reporting. Check its date, definitions and completeness, and give affected people an opportunity to explain the evidence. Use the verification toolbox to track corroboration and the expert-vetting guide when interpretation needs specialist help.

For deadlines, fee categories, appeals and state law notes, use the FOIA and Public Records Requests for Reporters guide.