Direct answer: Identify the office, exact record, property or date range, preferred electronic format and maximum fee. Do not ask the office to research or answer broad questions when you need an existing record.
Elements of a usable request
- Correct agency or records custodian
- Specific record names
- Parcel, account, owner or geographic scope
- Beginning and ending dates
- Preferred format such as CSV, PDF or shapefile
- Electronic delivery preference
- Fee limit or request for an estimate
- Contact information for clarification
Examples of records
Certified appraisal rolls, preliminary rolls, parcel tables, GIS shapefiles, property-card images, reappraisal plans, mass-appraisal reports, board minutes, public-data dictionaries and records-retention schedules may already be available without a custom request.
Frequently asked questions
Can I demand that the office create a new report?
Usually a public-records law requires access to existing records, not creation of a new analysis. Ask for the underlying data instead.
Should I request every record held by the office?
No. An overbroad request causes delay and cost. Define the record type, property and date range.
Can fees apply?
Yes. Ask for a written estimate before costs exceed the limit you specify.