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HOW TO WRITE TO COUNTY COURTHOUSES AND GOVERNMENT AGENCIES When writing to county courthouses and government agencies to request information, remember the cardinal rule is to keep your letter brief and to the point. State specifically what type of information you're looking for and include your subject's full name if you have it (middle initials are helpful but not absolutely necessary). Also include any other identifiers you may have, such as his or her date of birth, current address, etc. (Date of birth is commonly a requirement.) If you're searching marriage or divorce records include the names of both parties if possible. If the courthouse/agency has indicated that the records you're searching for can only be released to immediate relatives, state your family relationship to the subject, if any. Always indicate the date or a range of dates for which you want information. Enclose a self-addressed, stamped envelope (with plenty of postage) for your response. If you're not sure if there's a fee for the information you need, or for copying costs, call and ask. A ten dollar check will usually be sufficient, but to be safe, it's best to call and get the exact charge, if any. Remember: As a citizen of the U.S., you're entitled to the public information you're requesting. In virtually all cases, it's not even necessary to give a specific reason for your request.
SAMPLE INFORMATION REQUEST (date) 123 Main St. Indianapolis, IN 46204 Attn: Records Search Office Department of Public Safety 36 Hospital Street Augusta, Maine 04130 Dear Sir/Madam: Please perform a criminal records search on the following individual for the time period January 1, 1999 until the present and provide me with copies of any pertinent records: James B. Riley Date of Birth: 9-21-59 SSN 111-22-3333 I have been informed by your office that there is a $7.00 fee for this search; a check is enclosed. I am also enclosing a self-addressed stamped envelope for your response. Your assistance is greatly appreciated. Sincerely, (Signed) Robert Johnson
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