How to Request Public Records

A public records request in Philadelphia is a written request under the state's Right-to-Know Law (RTKL) for records held by a city agency. The RTKL presumes that records of a government agency are public unless an exemption applies. Background on the law is in Right-to-Know Law and Public Records. This guide explains how to file and follow up as of 2026; check phila.gov/open-records-policy for updates.^[1]

1 Step 1: Check whether it is already online

Many records need no request. Property data, permits, violations, crime incidents, contracts and budget documents are published through the city's open data portals; see Open Data and Transparency Tools. Deeds, mortgages and other recorded documents come from the Department of Records. Court case files are held by the courts (First Judicial District), not under the RTKL's agency process. Council legislation is on the Legislative Information Center; see How a Bill Becomes Law in Philadelphia.

2 Step 2: Find the right Open Records Officer

Each city department, board or commission has an Open Records Officer listed on phila.gov/open-records-policy. If none is listed for the body you want, send the request to the Law Department (the Office of the City Solicitor), at RightToKnowLaw@phila.gov, and name the department. The city asks for one request per email. Separate offices follow their own policies: the Police Department and the District Attorney's Office publish their own open-records pages, and elected row offices (see Philadelphia Row Offices) and authorities such as the Philadelphia Housing Authority and School District have their own officers.

3 Step 3: Write the request

1. Put it in writing (email, mail, or hand delivery). Oral and anonymous RTKL requests are not accepted by the city; the Pennsylvania standard RTKL request form is accepted.
2. Include your name, a way to reach you, and how you want to receive records (email is usually cheapest).
3. Be specific: the agency, a date range, the type of record, and the subject. "All emails between X and Y about Z from January to March 2026" is better than "everything about Z."
4. Ask for existing records only; agencies do not have to create records or answer questions.
5. Keep a copy and note the date sent. The clock starts when the Open Records Officer receives it.
6. Do not include personal reasons; you do not need to explain why you want them.

4 Step 4: Deadlines and responses

The agency must respond within five business days. It may invoke one extension of up to 30 calendar days for specified reasons and must tell you in writing. Possible responses are: grant, partial grant with redactions, denial citing an exemption, or an extension. If the agency fails to respond in time, the request is "deemed denied," which you may appeal. Exemptions cover items such as personal security information, certain investigative records, some drafts and internal deliberations, and attorney-client privileged material. Meetings, as opposed to records, are governed by the Sunshine Act.^[2]

5 Step 5: Fees

Agencies may charge reasonable duplication fees set by the state Office of Open Records and, for certified copies or enhanced access, additional fees. Police body-worn and audio recordings under Act 22 are subject to higher fees, reported as $125 per recording plus labor in the city's policy. Ask for an estimate before authorizing costs, and request electronic copies.

6 Step 6: Appeal a denial

You have 15 business days from the denial (or deemed denial) to appeal in writing. For most records the appeal goes to the Pennsylvania Office of Open Records in Harrisburg (333 Market Street, 16th Floor). For criminal investigative records held by the city's agencies the appeal goes to the District Attorney's Office. The appeals officer generally must decide within 30 days, after which parties may seek court review. The appeal should attach your request and the agency's response and explain why the records are public. Legal aid groups and press organizations can help; see Legal Aid and Public Interest Law and Local News Media in Philadelphia.

Records requests are a complement to complaints (How to File a Complaint) and oversight (How to Report Corruption or Misconduct); a request is also the main way to see contracts in detail (Understanding City Contracts and Bids).

See also: Open Data and Transparency Tools, Sunshine Act and Open Meetings, Glossary

References

1. City of Philadelphia, "Open Records Policy," phila.gov/open-records-policy (accessed October 2026).
2. Pennsylvania Office of Open Records, Right-to-Know Law guidance and standard request form, openrecords.pa.gov.
3. Pennsylvania Right-to-Know Law, Act 3 of 2008, 65 P.S. 67.101 et seq.