Because every state is different, it helps to look up your state’s exact rules before you file.

Two strong starting points:

• Your state’s public records law page (often on a government website)
• National resources that compile state-by-state guides

Search for:

• “[your state] public records law”
• “[your state] open records request”

This resource compiles the official public records laws for every state, which can help you understand the rules behind what agencies are allowed to release: https://www.nfoic.org/state-freedom-of-information-laws/

This resource includes sample request templates for each state if you want a starting point for how to write your request: https://www.nfoic.org/state-sample-foia-request-letters/

Be as specific as possible.

Instead of asking for:

• “everything related to the case”

Try asking for:

• the initial incident report
• dispatch or call logs
• 911 audio or transcripts
• any releasable investigative reports
• a final case status or closing report, if available

Clear requests are more likely to be processed faster and with fewer issues. You are not limited to one request. So if you realize you missed something, you can always go back and make another request. 

Before writing your request, collect what you can:

• Victim’s full name
• Date of the incident
• City and state
• Name of the agency
• Case number (if you have it)
• Names of officers or detectives, if known

If you don’t have all of this, you can still submit a request.

Your request does not need to be complicated or sound legal. It just needs to clearly explain what you’re asking for.

Here’s a simple template you can use:

To Whom It May Concern,

I am requesting copies of records related to the case involving [victim’s full name], connected to the incident that occurred on or about [date] in [city/state].

Specifically, I am requesting any available:

1. Incident or offense reports
2. Arrest records, if applicable
3. Dispatch or call logs
4. 911 audio or transcripts
5. Any releasable investigative records
6. Records showing case status or closure, if available

If possible, please provide these records electronically by email.

If any portion of this request is denied, please provide the reason and the legal basis for the denial.

If fees will exceed [$25/Any amount you set], please notify me before processing.

You can contact me at:

[full name]

[email]

[phone number]

Thank you,

[Name]

If it helps to see more examples, this resource includes sample request templates for each state that you can use as a starting point: https://www.nfoic.org/state-sample-foia-request-letters/

Go to the agency’s website and look for:

• “Public Records Request”
• “Open Records”
• “FOIA” (even if it’s a state agency, they may still use this term)

You may be able to submit your request:

• Through an online form
• By email
• By mail
• By fax, for some of the smaller agencies that do not have updated technology

Follow the instructions listed by that specific agency.

After you submit your request, the agency will respond in one of several ways:

• They provide the records (with or without redactions)
• They provide some records 
• They deny the request
• They ask for more time or clarification
• They request payment before releasing records

Response times vary by state and by agency.

Even if you believe your request is valid, it may be denied or partially denied.

Common reasons include:

• The case is still active
• Releasing the records could harm the investigation
• The records contain sensitive or graphic details
• The records involve minors
• The records include protected personal information

This is part of how the law works, not a reflection of your request.

If you are denied access:

• Ask for the reasoning in writing if it is not provided
• Ask if part of the record can still be released
• Consider narrowing your request
• Check whether your state allows an appeal

In some cases, records may become available later if the case status changes. Don’t think of it as a “No, never”; think of it as “No, not right now” and check back as time passes, there are case status changes, or departmental changes. 

Requesting records can be time-consuming and emotional.

You are allowed to:

• Take breaks
• Ask for help
• Decide not to continue

Some families pursue records. Others don’t. Both choices are valid.

Support may be available through:

• Victim advocacy organizations
• Legal aid groups
• Community resources