How to file a FOIA request

How to Make a FOIA Request

FOIA stands for Freedom of Information Act. It is a way for the public to request certain public records from a government office. In West Virginia, this is often called a Freedom of Information Act request.

Step 1: Decide exactly what you want

Before you write your request, get clear on:

• What records you want (emails, invoices, meeting notes, contracts, reports, permits, etc.)
  
  

• What dates you want (example: “January 1, 2024 to today”)
  
  

• What topic you want (example: “police truck purchase,” “credit card statements,” “sidewalk repairs”)
  
  

The more specific you are, the faster and more accurate the response will be.

Step 2: Write your request in plain language

Your request does not need special legal wording. It just needs to clearly ask for records.

Include:

• Your name (or you can say “requesting party”)
  
  

• A mailing address or email (so they can respond)
  
  

• A clear list of the records you are requesting
  
  

• The date range
  
  

• How you want the records delivered (email PDF preferred)
  
  

Example wording you can copy:

“This is a Freedom of Information Act request. Please provide copies of [describe records] from [start date] through [end date]. Please provide the records electronically by email if possible.”

Step 3: Send the request to the correct office

Send your FOIA request to the government office that likely has the records.

For Town of Paw Paw records, that is typically the:

• Town Clerk / Town Hall office, or
  
  

• The official FOIA contact listed by the Town (if one is posted)
  
  

Best practice: Email is easiest because you have a time-stamped record of your request.

Step 4: Keep proof of what you sent

Save:

• A copy of your email or letter
  
  

• The date you sent it
  
  

• Any attachments you included
  
  

If you email it, keep the “Sent” message.

Step 5: Understand what to expect

After you submit your request, the office typically will:

• Send the records, or
  
  

• Say they need more time, or
  
  

• Ask you to clarify your request, or
  
  

• Deny part or all of the request (they must explain why)
  
  

Sometimes records are redacted (blacked out) if the law allows certain information to be withheld.

Step 6: If you don’t hear back, follow up

If you receive no response, follow up politely and include:

• The date of your original request
  
  

• A copy of the request text
  
  

Follow-up example:

“I’m following up on my FOIA request sent on [date]. Please confirm receipt and provide an update on when I can expect a response.”

Tips to Get Faster Results

• Ask for a specific date range
  
  

• Use clear keywords (names, addresses, account names, vendors, etc.)
  
  

• Request records in electronic format (PDF by email)
  
  

• If your request is broad, consider breaking it into two smaller requests
  
  

Common Records People Request

• Meeting minutes and agendas
  
  

• Contracts and invoices
  
  

• Credit card statements and receipts (if maintained as public records)
  
  

• Attorney invoices and legal billing
  
  

• Police vehicle purchases and related procurement
  
  

• Grants, bids, and project documents

Town of Paw Paw - FOIA Staff Guide

This is guide is an instruction to Town of Paw Paw staff on how to fufill FOIA requests.

United States Federal Government website for the Freedom of Information Act

LAST UPDATED: 1/14/26