FOIA and Privacy Act Request Letter Generator

How to do it

1. 1
   Choose the template

   Pick FOIA for agency records or the Privacy Act letter for your own records.

2. 2
   Enter the agency and your details

   Type the agency's name and FOIA officer address and your own name and contact.

3. 3
   Describe the records

   Say what you want, the period and the format, and your fee preference.

4. 4
   Add an expedite request if needed

   Tick the box and explain the urgent need.

5. 5
   Print or download

   Print or save as PDF, or download Word to edit before you send.

About this tool

Federal agencies must respond to requests for records under the Freedom of Information Act, and individuals can ask for records about themselves under the Privacy Act. A good request is specific, names the agency, says what you want and in what form and addresses fees. This generator builds the letter from a short form with two templates, a FOIA request and a Privacy Act request for your own records, with the statutory citations, an identity declaration for Privacy Act requests, a fee choice and an optional expedited processing request. You can print it, save a PDF or download it for Word.

Who this is for Individuals who want their own file from an agency, journalists and researchers who request public records and anyone who has been told to "file a FOIA" and does not know where to start. The letter is a tool for genuine requests; the contact details must be your own.

FOIA or Privacy Act Under FOIA anyone can request existing records held by a federal agency, and the agency must respond within 20 business days, with possible extensions, releasing everything except what falls under nine exemptions. Under the Privacy Act, a US citizen or permanent resident can ask for records about themselves kept in a system of records, and the agency must verify identity. Many people cite both laws when asking for their own file; use the Privacy Act template for that and add a FOIA citation if you want.

What makes a request work Describe the records, not your problem. Name the program, the office, the dates, the people and the type of document, such as emails, case notes or a contract. A request that is too broad ("everything about the agency") is often rejected or delayed. If you know a file number, include it. Choose electronic delivery to save time and cost.

Fees and expedited processing Most individual requests cost little. You can say you will pay up to a stated amount, ask for a fee waiver if disclosure is in the public interest, or accept fees. You may ask for expedited processing if there is a compelling need, such as a threat to life or safety, or an urgent need to inform the public. You must certify that the statement is true.

Worked example A person asks the Federal Bureau of Example for all records about them between January 2023 and June 2026, including case notes and correspondence. The letter cites 5 U.S.C. 552a, identifies the person, includes a declaration under 28 U.S.C. 1746, asks for PDF copies by email and agrees to pay up to $25. A FOIA request for agency records uses the same layout without the identity declaration.

Limits Each agency has its own submission method and address, often an online portal; check the agency's FOIA page. This tool is a letter template and is not legal advice.

Worked example

A Privacy Act request to a federal agency for your own records between January 2023 and June 2026, with PDF delivery by email and a fee limit of $25, including the legal citation and an identity declaration.