The following is a sample of a proper FOIA request.    The writer in the sample letter reasonably describes the information requested.    Note, the writer requests a specific document and provides a case number that may facilitate our search.    However, you may not know how our files are maintained, or do not have case and report numbers.    We will conduct searches using other information you provide, but provide as many identifiers as possible (e.g., subject matter, location, date, etc.)    Also, please include your address and phone number, so we may contact you with any questions.    Our FOIA officers are happy to help you scope your request.

Please feel free to use this sample letter as a guide to penning your request.

To Whom It May Concern,

I request, under the provisions of the Freedom of Information Act (FOIA), a copy of the final report of the Defense Hotline investigation of allegations that Pentagon employees may have committed time and attendance fraud.    I registered my complaint August 1999 and the Hotline office assigned number 44444 to the case.

I seek this information to learn what actions were taken by officials to resolve my complaint.    Since I seek this information for personal use and will not gain commercially, fees should be assessed in the "all others" category.    I am willing to pay $5.00 for processing fees.

Sincerely,
 
 

Joan Doe
1234 Windy Lane
Anytown, USA    11111-2222
(123) 555-0202