WHY THE PUBLIC RECORDS ACT BEATS A PLAIN EMAIL
You can email a city, county, state, or agency any day of the week, and they can just as easily let it sit unanswered, forever. There's no deadline, no paper trail proving they got it, and nothing to appeal to if they ignore you.
A Public Records Act request (or a FOIA request at the federal level) is different. The moment you cite the law by name, you trigger a legal clock the agency has to meet, a written record proving they received it, and a formal right to appeal if they stall, over-redact, or refuse outright. Sometimes a demand letter has been necessary. Link to demand letter.
An email is a favor you're asking for. A records request is an obligation they legally have to fulfill. The difference: hoping someone gets back to you, versus knowing they have to.
CALIFORNIA: HOW TO FILE
Law: California Public Records Act (CPRA), California Government Code § 7920.000 et seq. This law was renumbered in 2023; it used to be Government Code § 6250. You may still see either citation, but § 7920 is the current one. You do not have to be a California resident to make a request.
- Identify the right agency. Any California state or local government body is covered: cities, counties, school districts, special districts like a golf course or water authority.
- Find the custodian of records. This is the person or office responsible for handling the agency's records requests. Search the agency's website for "Public Records Request," "Public Records Act," "PRA," "Records Custodian," or "Public Records Coordinator." If you can't find it, call the agency and ask: "Who handles California Public Records Act requests for this agency, and where should I submit my request?" Make sure you're requesting from the agency that actually maintains the records.
- Put it in writing. Email is fully valid under the CPRA. No mail or special form is required. State clearly that you're requesting records under the California Public Records Act, and describe what you're looking for as specifically as possible: names, dates, locations, subjects, case numbers, or types of records.
- Be specific and reasonable. Describe records by date range, department, and subject matter. Overly broad requests can draw a "too burdensome" pushback; narrow, well-defined requests move faster. If you need help or are getting the run-around, reach out to us.
- Know the clock. The agency generally has 10 calendar days to determine whether your request seeks disclosable records, not to hand them over, but to tell you whether they have them and when you'll get them. They can invoke a one-time 14-day extension for unusual circumstances, like a large volume of records or the need to consult another agency.
- Watch for exemptions. Agencies can withhold certain records, such as ongoing investigations, personnel files, or some drafts, but they must cite the specific exemption. A blanket "no" with no reason isn't valid under the Act.
- If they miss the deadline or wrongly withhold records: your recourse is a written follow-up citing the missed deadline, and ultimately filing in California Superior Court to compel disclosure if they keep stonewalling.
Ready to file your request? Get the copy-paste California request template →