Easily access records

Your guide to public records requests

Submitting a public records request can seem daunting if you're unfamiliar with the process, but it’s designed to be accessible and straightforward. By following the correct steps and providing a clear request, you can gain access to valuable information about how government decisions are made and implemented.

This guide provides a step-by-step walkthrough of how to submit a public records request in Massachusetts, along with practical tips to help you navigate the process effectively. From identifying the records you need to understanding your rights to appeal a denied request, this guide will ensure you’re equipped to take full advantage of the transparency offered by the law.

Submitting a Public Records Request in Massachusetts
Step-by-Step Guide

  • Understand public records law

    Gain insights into your rights under Massachusetts Public Records Law.

    Public Records Law 101
  • Identify the Records You Need

    Determine if the record is likely held by a municipal, state, or other public agency.

    Be as specific as possible about the records you are seeking.

  • Find the Records Access Officer (RAO)

    Every public agency and municipality in Massachusetts has a designated Records Access Officer (RAO) to handle public records requests.

    You can visit the agency's website or contact their office to locate the RAO’s contact information.

    Start Here
  • Prepare your request

    Get help drafting an effective public records request.

    Draft Request
  • Submit your request

    You can send your request via mail, email, or sometimes through an online portal, depending on the agency's preferences.

  • Track the Agency’s Response

    The RAO must respond within 10 business days of receiving your request.

    Possible responses include

    • Providing the records.
    • Requesting clarification or an extension.
    • Informing you of fees for searching, redacting, or reproducing records.
    • Denying the request (with an explanation of the statutory exemption applied).
  • Pay Applicable Fees

    If fees are required*, pay promptly to avoid delays in receiving the records.

    Costs may include:

    • Search and retrieval fees (up to $25/hour for staff time).
    • Copying costs ($0.05 per page for standard copies).
    • Fees may be waived or reduced for electronic records.

    *dont forget you can request a fee waiver in cases of public interest

  • Receive the Records
    The RAO will provide the records by your preferred method (email, mail, or in-person pickup). If records are not fully disclosed, the RAO must explain why and cite any applicable exemptions with specificity
  • Appeal if Necessary

    If your request is denied, delayed, or ignored, you have the right to appeal to the Supervisor of Records within 90 calendar days.

    Include copies of:

    • Your original request.
    • The agency’s response (if any).
    • A brief explanation of your appeal.

    Draft an Appeal
  • Track status of your appeal

    The Supervisor of Records must respond within ten business days following receipt of the petition.

    Appeal Status
  • File civil action, if necessary

    An RAO must promptly take such steps as may be necessary to comply with order of the Supervisor. If an RAO fails to comply with an order issued by the Supervisor, then you may also commence a civil action in superior court to enforce the requirements of the Public Records Law.