Freedom of Information Act Request Letter - Form

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Date: ________

VIA: ________

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Attn: Custodian of Records / Records Access Officer
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Re: Request for Public Records Pursuant to the Alabama Open Records Law, Ala. Code § 36-12-40 et seq.

Dear Custodian of Records:

§ 1. Statutory Basis. This is a request to inspect and obtain copies of public records made pursuant to the Alabama Open Records Law, Ala. Code § 36-12-40 et seq., and any other applicable statute, regulation, or common-law right of access. As a citizen of the State of Alabama and/or a person entitled to access under the foregoing authority, I hereby request the records identified below.

§ 2. Requesting Party. This request is submitted by ________, who may be contacted at the address, telephone number, and email address set forth above. The records are sought on behalf of ________.

§ 3. Records Requested. I wish to inspect and obtain copies of the following records, which I have endeavored to describe with reasonable specificity so as to permit a professional employee of your office to locate the records with reasonable effort:

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§ 4. Date Range. The search for the foregoing records may be limited to records created, received, or maintained during the following date range: ________ to ________, inclusive.

§ 5. Format and Manner of Production. Where the records exist in electronic form, I request that they be produced in electronic format and delivered by ________. I further request the opportunity to inspect the original records during regular business hours prior to copying, in order to limit reproduction costs.

§ 6. Documents Attached to Aid the Search. I have attached the following documents or items to aid you in identifying and locating the responsive records:

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§ 7. Additional Information. Please also be advised of the following additional information, which may assist in the search:

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§ 8. Request for Fee Waiver. I request that the records be made available to me at no charge, or at a reduced charge, on the ground that I am ________, and disclosure is in the public interest. The records are not being sought for any commercial purpose.

§ 9. Fee Limitation. Should any fees nonetheless apply, please provide an itemized statement of the reasonable charges authorized under Ala. Code § 36-12-40 and any applicable schedule of your agency before incurring such charges. If the total fees will exceed $________ (________), please notify me before producing the records, as I do not authorize charges in excess of that amount without my prior written approval.

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§ 12. Preservation. Pending the disposition of this request and the exhaustion of any appeal or judicial review, I request that you preserve and not destroy, discard, or alter any records that are or may be responsive to this request.

§ 13. Contact. I appreciate your assistance. If you require clarification or additional information to process this request, please contact me at the telephone number or email address listed above before denying the request in whole or in part.

Sincerely,

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