Treat others like you want to be treated, right? I'm sure the person at the state agency who opens the mail and discovers your records request feels the same way.

Tip #6 - Be polite

Being polite and courteous when filing a records request is not required by state law HOWEVER it is a really good idea. Requesting information from government agencies is a matter of communication and when you are polite it can only help your chances of a more efficient and effective process.

Getting upset or displaying impatience with those you are seeking information from can only complicate and impede the process. Remember, in many ways you are completely reliant on the agency to be honest with you.

Here are a couple of things that you may want to keep in mind regarding approach and tone in your correspondance with agency representatives.

• Resist the urge to view the person you are communicating with as the "enemy". Generally in our attempts to get information, we are analyzing system problems and not attacking individuals.

• While the responsibility of filling the request ultimately falls on the shoulders of the director, commissioner, etc... often it is someone within their department who does the leg work and will be responsible for communicating with you. They are simply doing their jobs.

• Portions of open records laws are concrete while others are a bit more fluid in how they are interpreted. A great example of this is the "unreasonable burden" clause that allows for agencies to reject requests if it is too much work. What is considered unreasonable is not defined by state law. In my experience, conducting yourself in a polite manner can help to sway some of those more fluid points in the law your way.