Transparency: Basic Guide to Requesting Public Records in Pennsylvania
July 1, 2025
Tony Cooper – FAFO Press
Pennsylvania’s Right-to-Know Law empowers residents to access government records and hold public officials accountable. Knowing how to submit a request effectively is key to ensuring transparency and getting the information you need.
How to Request Public Records in Pennsylvania: A Quick Guide
Pennsylvania residents have a right to access many government records under the state’s Right-to-Know Law (RTKL). Whether you’re seeking documents from your local municipality, state agencies, or courts, understanding the basic process can help you get the information you need.
Step 1: Submit a Clear, Written Request
Start by sending a written request to the agency you believe holds the records. Be specific about what you’re looking for to help staff locate the documents quickly. Most agencies require the request to be in writing, either by mail, email, or their online portal.
Step 2: Know Your Point of Contact
Each government agency must appoint a designated “open-records officer” to handle requests. This person is your point of contact for questions and updates.
Step 3: Wait for a Response
Once the agency receives your request, they have five business days to respond. They can grant access, deny the request, or ask for more time, especially if the request is complex. In some cases, they can extend the response time up to 30 days. If they don’t respond at all, your request is automatically denied, and you can file an appeal.
Step 4: Be Aware of Fees
Most records can be reviewed at no cost. If you need copies, agencies may charge duplication fees. Fees can sometimes be waived if releasing the records is in the public interest.
Step 5: Challenge a Denial
If your request is denied or ignored, you can appeal to the Office of Open Records within 15 days. The appeal process can involve hearings, and a final decision is issued by an appeals officer.
Final Note
While the law promotes openness, some records are protected by exemptions—such as personal privacy or security concerns. Still, knowing how to request records effectively puts you in control of holding government accountable and staying informed.
For Pennsylvania residents, this process supports transparency — empowering you to get the information that matters most.
Understanding the simple steps to request records and knowing your rights to challenge denials helps you stay informed and engaged with your government. Transparency starts with awareness—use the RTKL to stay connected and informed.
Section 101 of the RTKL (65 P.S. § 67.101) states that the law is designed to “serve the people” and promote the right of citizens “to observe the conduct of their government.” The law’s language underscores its foundation in public empowerment and transparency, positioning it as a law fundamentally meant for the benefit of the people.
