Updated 04/27/2012
Over the last several years, I’ve been asked by local taxpayers to act as a conduit for their Freedom of Information Act (FOIA) questions. That’s, primarily the reason I’ve submitted over 1,200 FOIA requests to date.
Reason for this Blog
The reason for this blog, is to train potential FOIA requesters – my neighbors – to craft FOIA requests that work. I can not guarantee success every time. Heck, I’m not batting 1,000% either. That said; this proven template works for me.
I initially wrote about FOIA requests on Butterly on Education. That was back in April-May, 2010.
I used a specific issue; the unusual hiring (as an employee/consultant) of the then, recently retired for East Maine School District #63 Superintendent.
The series was intended to not only answer questions, but illustrate the thought process and technique I had developed over the years. Click on each:
What do my FOIA requests look like?
My emailed FOIA requests are pretty standardized. I created a Microsoft Word Template into which I plug in information. When I’m ready to email the FOIA, its simply a matter of cut, paste and send! If you want a copy of the template, post a comment with your email address.
To illustrate my approach, let’s use a recent example.
Don’t forget to find out the FOIA Officer and get the email address before you start!
| Standardized FOIA Format |
| Freedom of Information Request To: Park Ridge Park District Ms. Maryanne Zucarz |
Next I add a FOIA Date and Number for reference. Reference number is simply YYMMDD-001 through 999. I also include instructions.
| Standardized FOIA Format |
| Freedom of Information Request To: Park Ridge Park District Ms. Maryanne Zucarz FOIA Date: Thursday, April 12, 2012 Number: 120412-001 Instructions: Documents are to be returned in Microsoft Word or PDF format. |
I’ve learned over time, providing background information to the FOIA recipient helps the recipient understand more precisely what you’re looking for. Better data (facts), fewer FOIA requests, less wasted time and taxpayer money!
| Standardized FOIA Format |
| Freedom of Information Request To: Park Ridge Park District Ms. Maryanne Zucarz FOIA Date: Thursday, April 12, 2012 Number: 120412-001 Instructions: Documents are to be returned in Microsoft Word or PDF format. Background On April 12, 2012 I sent the following email to Gayle Mountcastle: "Good morning Gayle…. …Thanks, Ken” |
Next comes the tricky part. Too broad or too precise a request will, sometimes, return unusable or no data. I wish I could tell you how to overcome this issue. That said; If you believe the data (facts) are available and you do not receive them on the first try, rewrite the FOIA, and, using you EXPERIENCE, open or shorten the parameters as needed.
| Standardized FOIA Format |
| Freedom of Information Request To: Park Ridge Park District Ms. Maryanne Zucarz FOIA Date: Thursday, April 12, 2012 Number: 120412-001 Instructions: Documents are to be returned in Microsoft Word or PDF format. Background On April 12, 2012 I sent the following email to Gayle Mountcastle: "Good morning Gayle…. …Thanks, Ken” Request Please provide a copy of Ms. Mountcastle’s full statement. |
Finally, tell the recipient where to send the response and data.
| Standardized FOIA Format |
| Freedom of Information Request To: Park Ridge Park District Ms. Maryanne Zucarz FOIA Date: Thursday, April 12, 2012 Number: 120412-001 Instructions: Documents are to be returned in Microsoft Word or PDF format. Background On April 12, 2012 I sent the following email to Gayle Mountcastle: "Good morning Gayle…. …Thanks, Ken” Request Please provide a copy of Ms. Mountcastle’s full statement. Your answer can be emailed to me at the following: kennethbutterly@sbcglobal.net. If you have any questions regarding this request, call me at (847) 644-8448. Best regards, Kenneth Butterly |
Real Life Example
Hope this post helps you find what you’re looking for!
