Washington public records law: how to make a request

Public Records Act, RCW chapter 42.56. Rules below are quoted or closely paraphrased from the linked official pages, and each shows the date it was last checked (2026-10-17). Jurisdiction code: WA.

Build a request letter Official source

Statute and who may ask

• The people do not yield their sovereignty to the agencies that serve them; the Act is liberally construed and its exemptions narrowly construed. In a conflict between the Act and another law, the Act governs. (RCW 42.56.030)

  Source: RCW 42.56.030 (Public Records Act: construction, Washington State Legislature) · last verified 2026-10-17

• "Agency" includes all state agencies and all local agencies (every county, city, town, municipal corporation, special purpose district and their offices and departments). A "public record" is any writing containing information relating to the conduct of government or the performance of any governmental or proprietary function prepared, owned, used or retained by any state or local agency, regardless of physical form. (RCW 42.56.010(1), (3))

  Source: RCW 42.56.010 (definitions, Washington State Legislature) · last verified 2026-10-17

• A request must be for identifiable records. A request for all or substantially all of an agency's records is not valid, but a request for all records on a topic or containing a keyword or name is. An agency shall not deny a request solely because it is overbroad. Agencies shall not distinguish among persons requesting records and may not require a purpose except to determine whether inspection would violate specific provisions. (RCW 42.56.080(1)-(2))

  Source: RCW 42.56.080 (identifiable records; availability, Washington State Legislature) · last verified 2026-10-17

• No official format is required; agencies must honor requests received in person during normal office hours or by mail or email, and may recommend an agency form or web page. An agency may deny a "bot request" (one it reasonably believes was generated by a program or script) that is one of multiple requests from the requester within 24 hours if responding would cause excessive interference. (RCW 42.56.080(2)-(3))

  Source: RCW 42.56.080 (identifiable records; availability, Washington State Legislature) · last verified 2026-10-17

• Each state and local agency must appoint and publicly identify a public records officer to be the point of contact for requests and to oversee compliance; state agencies are listed on the code reviser website, and local agencies must post the information. (RCW 42.56.580)

  Source: RCW 42.56.580 (public records officers, Washington State Legislature) · last verified 2026-10-17

Response deadline

• Responses shall be made promptly. Within five business days of receiving a request, the agency must respond in one of these ways: (a) provide the record; (b) provide an internet address and link to the specific records (if you say you cannot access the internet, it must provide copies or let you view them on an agency computer); (c) acknowledge receipt and give a reasonable estimate of the time it will need; (d) acknowledge receipt and ask for clarification of an unclear request, with an estimate if it is not clarified; or (e) deny the request. (RCW 42.56.520(1))

  Source: RCW 42.56.520 (prompt responses required, Washington State Legislature) · last verified 2026-10-17

• Additional time may be based on the need to clarify the request, locate and assemble the information, notify affected third persons or agencies, or determine whether any information is exempt. If you do not respond to a request for clarification and the entire request is unclear, the agency need not respond; otherwise it must respond to the clear portions. (RCW 42.56.520(2)-(3))

  Source: RCW 42.56.520 (prompt responses required, Washington State Legislature) · last verified 2026-10-17

• Agencies must make records promptly available, including on a partial or installment basis as records in a larger set are assembled. (RCW 42.56.080(2))

  Source: RCW 42.56.080 (identifiable records; availability, Washington State Legislature) · last verified 2026-10-17

• If you believe an agency has not made a reasonable estimate of the time it needs, you may ask the superior court to require it to show that the estimate is reasonable; the burden is on the agency. (RCW 42.56.550(2))

  Source: RCW 42.56.550 (judicial review of agency actions, Washington State Legislature) · last verified 2026-10-17

Fee rules

• No fee shall be charged for inspecting public records or for locating public documents and making them available for copying (except as RCW 42.56.240(14) and the customized service provision allow). A reasonable charge may be imposed for copies, not to exceed the amount needed to reimburse the agency for its actual costs directly incident to copying, using the most cost-efficient method available in its normal operations. (RCW 42.56.120(1))

  Source: RCW 42.56.120 (charges for copying, Washington State Legislature) · last verified 2026-10-17

• Charges may only be imposed in accordance with the costs the agency has established and published, and with its statement of the factors used. If the agency has not determined its actual costs, it may not charge more than: 15 cents per page for photocopies or printed copies of electronic records; 10 cents per page for scanned records; 5 cents per each four electronic files or attachments uploaded for electronic delivery; 10 cents per gigabyte for electronic transmission; plus actual cost of storage media, mailing containers and postage. (RCW 42.56.120(2)(a)-(c))

  Source: RCW 42.56.120 (charges for copying, Washington State Legislature) · last verified 2026-10-17

• An agency may charge a flat fee of up to two dollars for a request as an alternative, when it reasonably estimates and documents that the allowed costs would be equal to or more than two dollars. No copying charge may be imposed for access to or downloading of records the agency routinely posts on its public website before the request, unless you ask for copies by other means. On request, the agency must give a summary of the charges before copies are made so you can narrow the request. (RCW 42.56.120(2)(d)-(f))

  Source: RCW 42.56.120 (charges for copying, Washington State Legislature) · last verified 2026-10-17

• A customized service charge, up to actual cost, may be imposed only if the agency estimates the request requires information-technology expertise to prepare data compilations or customized electronic access, and only after notifying you with an explanation, a description of the expertise and a reasonable cost estimate, and giving you the chance to amend the request. (RCW 42.56.120(3))

  Source: RCW 42.56.120 (charges for copying, Washington State Legislature) · last verified 2026-10-17

• An agency may require a deposit of up to ten percent of the estimated cost of copies (including any customized service charge), may charge for each installment as provided, and may waive any charge under its rules. An unclaimed or unreviewed installment ends the agency's obligation to fulfill the rest. (RCW 42.56.120(4))

  Source: RCW 42.56.120 (charges for copying, Washington State Legislature) · last verified 2026-10-17

Appeal path and remedies

• A denial must be accompanied by a written statement of the specific reasons. Agencies must establish mechanisms for the most prompt possible review of decisions denying inspection; review is deemed completed at the end of the second business day after the denial and constitutes final agency action for judicial review. (RCW 42.56.520(4))

  Source: RCW 42.56.520 (prompt responses required, Washington State Legislature) · last verified 2026-10-17

• If a state agency (not a local agency) denies a record as exempt, you may ask the Attorney General to review the matter; the Attorney General provides a written opinion on whether the record is exempt. The Attorney General's page says this review is not binding on the agency or on you, has no set time frame, and does not apply to local agency denials. No attorney-client relationship results. (RCW 42.56.530; Attorney General page)

  Source: RCW 42.56.530 (review of agency denial, Washington State Legislature) · last verified 2026-10-17

• You may ask the superior court in the county where a record is maintained to require the agency to show cause why it has refused inspection or copying, or why its time or charge estimate is reasonable. The burden is on the agency; review is de novo, and the court may examine records in camera. Actions must be filed within one year of the agency's claim of exemption or the last production on a partial or installment basis. (RCW 42.56.550(1)-(3), (6))

  Source: RCW 42.56.550 (judicial review of agency actions, Washington State Legislature) · last verified 2026-10-17

• A person who prevails against an agency in an action to inspect or copy a record, or to receive a response within a reasonable time, shall be awarded all costs, including reasonable attorney fees; the court may also award an amount not to exceed $100 for each day access was denied. (RCW 42.56.550(4)) Note: the Attorney General's page describes the daily amount as between $5 and $100; the statute text as read says "not to exceed one hundred dollars", and the page may reflect older law.

  Source: RCW 42.56.550 (judicial review of agency actions, Washington State Legislature) · last verified 2026-10-17

• The Attorney General offers informal ombudsman assistance to members of the public having difficulty obtaining public records (email AGOOmbuds@atg.wa.gov, telephone (360) 570-3418, as listed on the page); the ombuds is not your attorney. State-agency review requests go in writing, with a copy of your request and the agency's denial, to the Office of the Attorney General, Public Records Review, P.O. Box 40100, Olympia, WA 98504-0100.

  Source: Washington Attorney General: Obtaining Records (includes Attorney General review and the public records ombudsman) · last verified 2026-10-17

Request-letter wording notes

• Send the request to the agency's public records officer, by mail, email or in person during office hours; no official form is required, though the agency may recommend one. (RCW 42.56.080(2), 42.56.580)

  Source: RCW 42.56.080 (identifiable records; availability, Washington State Legislature) · last verified 2026-10-17

• Identify the records: a topic, keyword, name, date range or record type works; a request for all of an agency's records does not. You do not have to give a reason. (RCW 42.56.080(1)-(2))

  Source: RCW 42.56.080 (identifiable records; availability, Washington State Legislature) · last verified 2026-10-17

• Say how you want the records (for example, an emailed link or electronic copies) and ask for a summary of charges before copies are made, so you can narrow the request. (RCW 42.56.120(2)(f), 42.56.520(1)(b))

  Source: RCW 42.56.120 (charges for copying, Washington State Legislature) · last verified 2026-10-17

• Ask the agency to respond within five business days with the records, a link, a reasonable time estimate, a clarification request or a written denial. (RCW 42.56.520(1))

  Source: RCW 42.56.520 (prompt responses required, Washington State Legislature) · last verified 2026-10-17

• If an exemption is claimed, ask for the specific reasons in writing; for a state agency denial, Attorney General review is the next step short of court, and for any agency you may seek court review. (RCW 42.56.520(4), 42.56.530)

  Source: RCW 42.56.530 (review of agency denial, Washington State Legislature) · last verified 2026-10-17

Not yet researched or not verified

• The exemptions (RCW 42.56.210 and other sections of chapter 42.56 and elsewhere; sections 42.56.070 and 42.56.240 not summarized)
• The Attorney General's model rules (WAC chapter 44-14) and the Open Government Resource Manual (2016 edition), not read in full
• Recent case law on the per-day award and on reasonable estimates
• Third-party notification procedures (RCW 42.56.540) and individual agencies' own request procedures
• Court filing fees and local venue details beyond what RCW 42.56.550 states

This is legal information from public sources, not legal advice. Laws and agency practices change; read the linked official source and consult a lawyer about your situation. Local agencies may have their own forms and contacts.