LetterAgent
Mail physical letters by just asking your AI assistant.
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Write a clear letter to the agency's records custodian describing exactly which records you want, with dates and a format preference, and mail it. Every state has its own public records law, so check which one covers the agency before you send: response timelines and fee rules vary. Keep a copy of your letter and note the mailing date, since that's when your request's clock starts.
| Element | Why it matters |
|---|---|
| Your name and contact info | The agency needs somewhere to send the records and any fee notice |
| Precise record description | "Emails between X and Y from March to June" beats "everything about the project" |
| Date range | Narrows the search and usually lowers the fee |
| Format preference | Copies by mail, electronic files, or in-person inspection |
| Fee limit or waiver request | States a ceiling you're willing to pay, or asks for a public-interest waiver |
Describe records; don't ask questions. Public records laws cover existing documents, not research: "the March inspection report" works, "why did the inspector approve this?" doesn't. Reference the specific state law in your letter if you know it: it signals you're serious and helps the records officer route your request. Keep a copy of everything you send and note the mailing date: that's when the agency's response clock starts.
To the agency's records custodian, public records officer, or FOI coordinator: most agencies name this person on their website. Make sure you're using the right law: FOIA covers federal agencies only, while each state has its own public records or sunshine law with its own deadlines and fee rules. Some agencies also require their own request form on top of your letter, so check the agency's site before you mail. Sending to the wrong office is the most common reason a request sits untouched for weeks.
Mailing adds days on each end, and agencies get a set response window under their state's law: often days to a few weeks for an initial response, longer for large or complex requests. Simple, narrow requests move fastest. If the agency quotes a fee above your stated limit, it should pause and ask before proceeding: that's what the fee cap in your letter is for. And if the request matters, consider the registered mail option so you have proof the agency received it and when.
The same approach works. Federally, Canada's Access to Information Act covers federal institutions; each province has its own law, such as Ontario's Freedom of Information and Protection of Privacy Act. Write to the institution's access coordinator with the same specifics: what you want, the date range, and how you'd like it delivered.
Ready to mail it? Send your letter with LetterAgent: describe it to your AI assistant, approve the exact quoted price, and it is printed and mailed.
LetterAgent is a working name. Prices include print, postage, and our service fee. US prices in USD, Canadian prices in CAD (Canadian prices exclude applicable sales tax, added at checkout). Currently in private testing.
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