Accessing Public Information
Public records are among the most powerful tools a reporter can use to hold government accountable. In Pennsylvania, the Right-to-Know Law (RTKL) works similarly to the federal Freedom of Information Act (FOIA), giving citizens — including student journalists — the right to access government records. Whether you’re investigating city budgets, policing practices, or public health initiatives, learning how to file records requests is a crucial skill.
How to File a Right-to-Know Request
1. Identify the Agency: Determine which government office holds the information you’re seeking. At the city level, this could be the Department of Public Health, Police Department, or another municipal office.
2. Locate the Open Records Officer: Every agency has a designated officer responsible for handling RTKL requests. Their contact information is usually listed on the agency’s website.
3. Submit a Written Request: Requests must be in writing, either by letter or through a provided online form. Be as specific as possible — vague requests are often denied. Include details such as dates, names, and subjects to narrow the scope.
A strong request might look like this:
“Any and all emails sent by [Official’s Name] to [Other Official] between January 1, 2024, and June 30, 2024, containing the phrase ‘budget meeting.’”
The more precise you are, the harder it is for agencies to deny your request.
Filing requests takes patience, but the payoff can be worth it. With persistence, you can uncover stories that others may overlook — and demonstrate the real power of public records in journalism.
Sample RTKL Request Letter
Date: [Today’s Date]
To: [Name of Open Records Officer]
[Title]
[Name of Agency]
[Address]
Subject: Right-to-Know Law Request
Dear [Name of Open Records Officer],
Under the Pennsylvania Right-to-Know Law, 65 P.S. §§ 67.101 et seq., I am formally requesting access to public records. Specifically, I am seeking:
[Clearly describe the records you are requesting. Be as specific as possible, including names, dates, departments, and keywords. For example: “All email correspondence sent by [Official’s Name] to [Other Official’s Name] between January 1, 2024 and June 30, 2024 that contains the phrase ‘budget meeting’.”]
I am a student journalist, and this request is made for educational and journalistic purposes, not for commercial use. In light of the public benefit of this request, I respectfully ask that all fees be waived, as disclosure of the requested records will contribute significantly to public understanding of [briefly explain the purpose, e.g., “how city budget decisions are communicated among officials”].
If any portion of this request is denied, please provide the legal basis for the denial and cite the specific exemption under the RTKL. If the request is too broad, I ask that you provide guidance on how it may be narrowed to comply with the law.
As required, I look forward to your response within five (5) business days. If additional time is necessary, please notify me in writing with the reason for the extension.
Thank you for your attention to this matter. I appreciate your cooperation and your service in ensuring transparency in government.
Sincerely,
[Your Full Name]
[Your Phone Number]
[Your Email Address]
[Your School/Organization Name]
Putting It All Together
Filing a Right-to-Know request can feel intimidating the first time, but it’s one of the most valuable tools in a journalist’s toolbox. The key is to be clear, specific, and persistent. Don’t be discouraged if your first request is delayed, narrowed, or even denied — that happens to professional reporters too. What matters is that you keep refining your requests and learning from each attempt.
Remember:
-
Start small — request a single type of document first before making broad or complex requests.
-
Be polite but firm — building respectful relationships with open records officers can sometimes make the process smoother.
-
Stay organized — keep copies of every request and response so you can track deadlines and follow-ups.
Every time you file a request, you’re practicing real-world accountability journalism. You’re also learning how government works, how information flows, and how transparency laws empower citizens. By mastering the RTKL process early in your career, you’ll gain skills that will serve you for years — whether you pursue investigative reporting, community news, or even a different profession entirely.
Public records are not just documents — they are stories waiting to be uncovered. With preparation, persistence, and professionalism, you can use these tools to shine light on issues that matter and bring your reporting to the next level.