Template Request

[INSERT AGENCY ADDRESS]

Re: Records request

Dear Records Custodian:

The following is a request for records under Colorado’s open records laws. If you are not the proper custodian of records for this request, please forward this request on to the appropriate designee. For the purpose of these requests, the term “records” is used as defined in Colorado open records laws, and refers to any recorded information, whether kept in written, electronic, or any other form.

This records request is related to [PROVIDE CONTEXT FOR YOUR REQUEST, AS NECESSARY].

I request to inspect and/or copy the following records [LIST EACH REQUEST]:

I am seeking these records for a non-commercial public purpose, including [NON-PROFIT ACTIVITIES/JOURNALISM/ACADEMIC RESEARCH]. I request a reduced or waived fee for these records.

If the records are in electronic form or can be scanned and sent by email, I request to receive those records solely by electronic means sent to [INSERT EMAIL ADDRESS]. If the copies cannot be transmitted electronically, and any anticipated charges will total less than $X.00, please mail the copies of the records to me with an itemized invoice.

If the anticipated charges will be in excess of $X.00, or if your office requires prepayment for copies, please contact me first before processing my request. If the estimated charges will be in excess of $X.00, I may elect to first inspect the records, and then designate certain records for copying.

If you deny this request for records in whole or in part, I ask that you provide a written statement of the reasons for the denial that cites the law or regulation that you rely on for each record withheld. If any of the requested records are in active use, in storage or otherwise unavailable at this time, I request that you set a date and hour when the records will be available for inspection.

I realize that the records requested may be quite voluminous. If this is the case, please give me a call and I would be happy to discuss with you what records are in your custody and how I can narrow the scope of the request to minimize any burden on your staff while still providing the information sought in the request.

If you have any questions about this request, please do not hesitate to give me a call or send me an email. I look forward to your response at your earliest convenience, and no later than three business days, as required by Colorado law. Thank you in advance for your time.

Sincerely,

[INSERT NAME, MAKE SURE CONTACT INFORMATION IS INCLUDED]