Submitting a Public Records Request

Below is a draft template for a North Carolina public records request that any citizen can use to request records from state or local authorities. The template is designed to be clear, compliant with North Carolina’s public records law (N.C. Gen. Stat. § 132-1 et seq.), and adaptable for various purposes. The language is straightforward to ensure accessibility while maintaining legal precision. The templet below can be copied and pasted into the County Public Records website at: https://currituckcountync.nextrequest.com/

North Carolina Public Records Request Template

[Your Name or “North Carolina Citizen] [Your Address, Optional] [City, State, ZIP Code, Optional] [Email Address or Phone Number, Optional for Contact] [Date]

[Name of Public Agency or Official, e.g., “City of Raleigh Public Records Office] [Agency Address, if known] [City, State, ZIP Code]

Subject: Public Records Request Pursuant to N.C. Gen. Stat. § 132-1 et seq.

Dear [Public Records Custodian or Agency Name], Under the North Carolina Public Records Law (N.C. Gen. Stat. § 132-1 et seq.), I am requesting access to public records held by your agency. Specifically, I am seeking the following records: [Describe the records you are requesting in as much detail as possible. Include specific dates, types of documents (e.g., emails, reports, meeting minutes), subject matter, and any other identifying information. For example: “All emails sent or received by [specific official or department] between January 1, 2025, and July 29, 2025, regarding [specific topic or event]” or “Minutes from the [specific board or committee] meetings held in June 2025.]

I request that these records be provided in [specify format, e.g., electronic (PDF, Excel) or paper copies]. If electronic records are available, I prefer to receive them via email at [your email address] or through another electronic method. If fees are required for copying or processing, please inform me of the estimated costs before fulfilling the request, as allowed under N.C. Gen. Stat. § 132-6.2.

If any portion of this request is exempt from disclosure, please provide the non-exempt portions and specify the legal basis for withholding any records, as required by law. I expect a response within a reasonable time, as mandated by North Carolina law. If you need clarification or additional details to process this request, please contact me at [your email address or phone number].

Thank you for your attention to this matter. I look forward to your prompt response.

Sincerely, [Your Name or “A North Carolina Citizen] [Optional: Contact Information]

Instructions for Users

Customize the bracketed sections with specific details about the records they seek. Vague requests may delay responses or result in denials.

North Carolina’s public records law applies to state and local government agencies, including counties, cities, and public universities. Records include documents, emails, and other materials created or received in the course of public business, unless exempt (e.g., certain personnel records or attorney-client communications).

Tips

– Be specific to avoid delays. Narrow the scope by date, department, or topic. – Agencies may charge for copies or extensive staff time (N.C. Gen. Stat. § 132-6.2). Request a fee estimate upfront if concerned about costs.
– No personal information is required, but providing contact details can help agencies clarify requests. – If a request is denied, users can appeal to the agency head or file a lawsuit (N.C. Gen. Stat. § 132-9).
– Resources: Link to the North Carolina Secretary of State’s public records page (www.sosnc.gov) or the North Carolina Press Association’s resources for guidance.