public records request california: key features and practical tips

Overview

Under the California Public Records Act (CPRA), any person may inspect or obtain copies of non-exempt records held by state and local agencies. You don’t need a reason or a special form, and a clear scope helps agencies locate materials efficiently. Agencies must provide assistance to make a request reasonably focused and effective.

Submitting your request

Identify the correct agency and describe the records with dates, subjects, senders, recipients, and preferred format. Request electronic copies to minimize costs; agencies may charge reasonable duplication fees but generally not for search time. Timing matters: agencies typically have 10 days to determine disclosability and may extend up to 14 days in unusual circumstances.

• Be specific with dates, keywords, and record types; broad terms invite delay.
• Ask for rolling releases and written justifications for any redactions or withholdings.
• Request communication by email and confirm fee estimates before copying.
• Track deadlines, follow up politely, and document every contact.
• If denied, seek an internal review or consider filing in superior court.