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CITY OF HOLYOKE, OFFICE OF PLANNING & ECONOMIC DEVELOPMENT 20 KOREAN VETERANS PLAZA, ROOM 406 HOLYOKE, MA 01040 TELEPHONE (413× 3225575 EMAIL: Planning Holyoke.org Public Records Request Form Instructions

How to fill out public records request and

How to fill out a public records request:

1. Begin by researching the specific laws and regulations governing public records requests in your jurisdiction. Familiarize yourself with the process, requirements, and any applicable fees.
2. Identify the public agency or organization from which you are requesting records. Ensure that you have the correct contact information, including the name and title of the designated records custodian.
3. Use a formal and professional tone when drafting your request. Clearly state that you are submitting a public records request and provide a concise description of the records you are seeking. Be specific about the timeframe, subject matter, and any other relevant details that may assist the records custodian in locating the records.
4. If possible, provide suggested keywords or search terms that the agency can use to conduct a thorough search. This can help streamline the process and increase the chances of finding the desired records.
5. Determine the preferred method of delivery for the records. Most agencies offer options such as email, mail, or in-person pickup. Specify your preference and provide the necessary contact information for delivery.
6. Include your contact information in the request, including your name, address, phone number, and email address. This allows the agency to reach out to you if there are any questions or clarifications needed regarding your request.
7. Consider requesting a waiver or reduction of any applicable fees, especially if you believe the information is in the public interest or if you qualify for any fee exemptions. Provide a clear justification for the fee waiver request, if applicable.
8. Sign and date the request. Some jurisdictions may require a notarized signature or specific forms to be used, so ensure you comply with any additional requirements.
9. Keep a copy of your request for your records. It is essential to maintain a record of your correspondence, including any follow-up communications or documentation related to your request.

Who needs public records requests:

1. Journalists and media organizations often seek public records to investigate and report on matters of public interest, government actions, or potential misconduct.
2. Researchers and academics may require public records to support their studies, analyze trends, or gain insights into specific issues.
3. Non-profit organizations and advocacy groups may benefit from public records to support their missions, gather data, or influence policy decisions.
4. Legal professionals, including attorneys and paralegals, may utilize public records to build cases or defend clients.
5. Individuals may also require public records for personal purposes, such as background checks, property research, or genealogy.

It is worth noting that the need for public records requests extends beyond these examples, as anyone with a legitimate interest in obtaining information that is deemed public has the right to make a request.

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