PUBLIC RECORDS REQUEST
(Massachusetts Public Records Law - M.G.L. c. 66)
1. DOCUMENT HEADER
Public Records Request Letter
Date: [DATE]
To:
[RECORDS ACCESS OFFICER NAME]
[AGENCY NAME]
[AGENCY STREET ADDRESS]
[AGENCY CITY, STATE ZIP]
E-Mail: [AGENCY E-MAIL]
From:
[REQUESTER NAME]
[REQUESTER TITLE & ORGANIZATION (if any)]
[STREET ADDRESS]
[CITY, STATE ZIP]
Telephone: [PHONE]
E-Mail: [REQUESTER E-MAIL]
Re: Request for Records Concerning [BRIEF SUBJECT DESCRIPTION]
2. LEGAL BASIS
This request is made pursuant to the Massachusetts Public Records Law, M.G.L. c. 66, Section 10, and the regulations at 950 CMR 32.00. The Requester seeks access to public records as defined in M.G.L. c. 4, Section 7, clause 26.
3. RECORDS REQUESTED
The Requester hereby requests that the Agency conduct a reasonable search and promptly disclose the following Records:
(a) [DETAILED, ITEM-BY-ITEM DESCRIPTION OF EACH RECORD REQUESTED, WITH DATE RANGES, KEYWORDS, FILE TYPES, ETC.];
(b) Any indices, inventories, guides, or record-keeping systems that would assist in locating responsive Records; and
(c) All segregable portions of otherwise exempt Records.
Scope of Search:
- Timeframe: Search all Records dated or created from [START DATE] through [END DATE].
- Locations: Search all paper and electronic record systems reasonably likely to contain responsive Records.
4. FORMAT OF PRODUCTION
Produce all responsive, non-exempt Records electronically in their native format, where possible. If electronic production is not feasible, paper copies are acceptable.
5. FEE LIMITATION
Requester agrees to pay reasonable fees as permitted by M.G.L. c. 66, Section 10, up to US $[CAP AMOUNT]. If estimated fees exceed this cap, the Agency shall provide an itemized written estimate and obtain written authorization before proceeding.
6. RESPONSE TIME
Under M.G.L. c. 66, Section 10, the Agency must respond within 10 business days of receipt of this request.
7. EXEMPTIONS
If the Agency withholds any portion of a Record based on an exemption, it shall:
a. Identify each applicable exemption provision;
b. Provide a reasonably specific explanation of how the exemption applies;
c. Release all reasonably segregable non-exempt portions.
8. APPEAL RIGHTS
If this request is denied, the Requester reserves the right to appeal to the Supervisor of Records pursuant to 950 CMR 32.08, and to seek judicial review in the Superior Court.
9. EXECUTION BLOCK
IN WITNESS WHEREOF, Requester hereby submits this Public Records Request as of the date first written above.
__________________________________
[REQUESTER NAME]
Title: [REQUESTER TITLE]
Organization: [ORGANIZATION (if any)]
Date: [DATE]