`outreach/TEMPLATE-public-records-request.md`

64 lines
{{DATE}}

{{OFFICE}}
{{ADDRESS_BLOCK}}

Re: Public-records request for the bulk unclaimed-property database — {{STATE}}
Statute: {{LAW_NAME}} ({{LAW_CITE}})

To the Records Custodian / Public Records Coordinator:

Under the {{LAW_NAME}} ({{LAW_CITE}}), I request a copy of the following public record maintained by your office:

  The complete electronic file of unclaimed / abandoned property records currently
  reported to and held by the {{OFFICE}}, in the machine-readable format your office
  routinely produces for public inquiry (for example, a CSV, delimited text, or
  NAUPA-standard export).

For each property record, I request the fields your office treats as public, which
typically include:

  • Owner name(s) and any co-owner / reported relationship
  • Owner's last reported city / state / ZIP (as published on your public search)
  • Property type / description
  • Holder (reporting company) name
  • Property identifier / account number as published
  • Reported amount or value range (where published)
  • Report / escheat year

I am NOT requesting, and ask that you redact or withhold, any field your office
considers confidential or exempt — including Social Security numbers, driver's-license
numbers, dates of birth, full account numbers, and any other exempt personal
identifier. Please provide the reasonably segregable public portions of the record.

Format and delivery: To minimize cost and staff time, I request the record in
electronic form, delivered by email, secure download link, or SFTP. If your office
already publishes a downloadable public file or offers a standard data extract, that
existing product is acceptable.

Fees: Please advise the estimated cost before producing the record. If fees will
exceed US $50, please contact me first for authorization. I understand your office may
charge only the direct cost of duplication permitted by statute.

Format questions: If any part of this request is unclear, or if a narrower or phased
delivery (for example, by report year or by property type) would speed the response,
please contact me — I am glad to work with your office to make this efficient.

Response time: I request a response within the timeframe your statute provides. If you
determine any portion is exempt, please cite the specific exemption and release the
non-exempt remainder.

Requester:
  {{REQUESTER_NAME}}
  {{REQUESTER_ENTITY}}
  {{REQUESTER_ADDRESS}}
  Email: {{REQUESTER_EMAIL}}

Thank you for your assistance.

Sincerely,
{{REQUESTER_NAME}}
{{REQUESTER_ENTITY}}

{{VERIFY_NOTE}}