How to Write a California Public Records Request
Reviewed October 2026
Anyone can ask a California state or local agency for its records. A good request is short and specific, and it describes the records you want instead of the problem you’re trying to solve.
Find the right agency
Ask the agency that keeps the records. City clerks and county clerks often handle requests for their whole organization, and larger agencies may use an online portal. Look for “public records request” on the agency’s website.
Describe records, not events
This is the most common mistake. If you describe something that happened, the agency has to guess what you want. Name the documents instead, such as an arrest report, a contract, inspection reports or emails between two people.
What to include
- A clear description of the records
- Dates or a date range
- Names of people, departments, projects or locations
- The format you’d like, such as PDF or a spreadsheet
- How the agency can reach you
What you don’t need to include
- Your reason for asking (Gov. Code § 7921.300)
- Legal arguments
- Long background about the situation
Keep it focused
Narrow requests usually move faster. Three months of emails between two people is much easier to search than every email about a topic. If your request is too broad, the agency should help you focus it (Gov. Code § 7922.600).
What happens next
The agency has 10 days to tell you whether it has records it can release (Gov. Code § 7922.535). It can take up to 14 more days for certain reasons. You can only be charged the direct cost of copies, or a fee set by statute, in most cases (Gov. Code § 7922.530).
Related guides
General information, not legal advice.