Michigan FOIA Knowledge Center
How to Write a Michigan FOIA Request
A strong request does not ask the government to answer questions. It identifies existing records well enough that the public body can locate them. Precision usually improves speed, reduces fees, and makes any later appeal easier to evaluate.
Request records, not explanations
Michigan FOIA gives a right to inspect or receive copies of public records. Write “records sufficient to show” or identify concrete record categories—emails, contracts, reports, logs, photographs, databases—not “why did you” or “please explain.” A public body generally need not create a new compilation, summary, or report.
Use the five anchors
A searchable request usually identifies: custodian, record type, subject, date range, and format. For email, name likely senders and recipients. For an incident, give the date, location, incident number, and involved agency. Ask for attachments and electronic delivery where appropriate.
Control breadth without missing the story
Start with the records most likely to reveal the structure of the matter: policies, contracts, indexes, logs, and final reports. Ask for rolling production when a request contains separable categories. If a date range or keyword is uncertain, request an index or log first and use it to draft the next request.
Preserve the submission record
Keep the exact request, delivery method, recipient, timestamp, confirmation, and every later response. Michigan FOIA coordinators must retain written requests for at least one year, but the requester should maintain an independent record.
What a good request sounds like
Imagine you are the employee who must run the search. “Everything about the new camera system” leaves almost every choice unresolved. A better request names the likely records: the executed contract and amendments, invoices, implementation schedule, retention policy, data-sharing agreements, and communications between named officials and the vendor during a defined period.
Precision is not the same as surrendering scope. It means choosing words that expose the boundaries of the search. If you do not yet know the custodians or terminology, begin with a contract, index, policy, or request log. Those records often supply the names and vocabulary needed for a more informed second request.
“Please provide the executed contract, all amendments, statements of work, and invoices concerning the City’s automated license-plate-reader system from January 1, 2025 through the present, in electronic form.”
Requester checklist
- Correct public body
- Existing record categories
- Useful date range
- Likely custodians
- Electronic format requested
- Proof of delivery retained
Primary sources
External authorities control. Confirm the current statute, decision, policy, and local procedures before relying on them.