How to File a FOIA Request by Fax

Curious what a federal agency has on file? The Freedom of Information Act gives you the right to ask, and a fax machine isn't required to do it.

To file a FOIA request by fax, write a letter describing the records you want, find the agency's FOIA fax number, and send it with a cover sheet. Then hold on to your delivery confirmation. It's your proof of when the agency's 20 working day response clock started.

What is a FOIA Request?

A FOIA request asks a federal agency for existing records under the Freedom of Information Act (5 U.S.C. § 552). Anyone can submit one. It covers federal executive agencies only, and agencies can withhold information under nine exemptions, explained in DOJ Office of Information Policy guidance.

FOIA Request vs. Public Records Request

The difference comes down to who holds the records. FOIA only applies to federal agencies, such as the IRS or the State Department. For records from your state, city, county, or school district, such as police reports or council meeting minutes, you file a public records request under your state's own law instead.

Many local records offices accept public records requests by fax too, so check the office's website for its preferred method.  

Can You Fax a FOIA Request?

Yes, as long as the agency lists a FOIA fax number. Many federal FOIA offices accept faxed requests, but not all do, so check the agency's FOIA page first.

If you're deciding how to submit a FOIA request, fax works well when:

• Your request includes signed forms. Faxing keeps the signature intact without scanning and attaching files.

• You want proof of delivery. Your fax confirmation shows exactly when the request was sent.

• The agency publishes a fax number but no online form. This is common with smaller offices and agency components.

Find the Right FOIA Fax Number

There is no single FOIA fax number. Large departments often run separate FOIA offices for each component, so use the agency contact list on FOIA.gov or the agency's own FOIA page. A request sent to the wrong office may need rerouting before the response clock starts.

Common FOIA Fax Numbers

These agencies list a FOIA fax number for new requests. Numbers change, so confirm on the agency's FOIA page before you send.

The FBI, DOJ, VA, CBP, EPA, OPM, and USPS don't list a FOIA fax number, so use their online portal or mail.

Tips for Faxing a FOIA Request

• Label it clearly. Mark the letter "Freedom of Information Act Request."

• Be specific. Describe the records with names, dates, subjects, and case or file numbers.

• Set a fee limit. Large requests can incur search and copying fees. State the most you'll pay or request a fee waiver.

• Add your details. Include your contact information and preferred format, plus signed identity verification if you're requesting your own records.

• Use a cover sheet. List "FOIA Request," the FOIA office name, and the page count. Our free fax cover sheets include these fields.

• Keep your confirmation. Save it with a copy of your request, and watch for the agency's acknowledgment letter with your tracking number.

FOIA Request Example

Use this FOIA request template as a starting point. Replace the bracketed text, and keep the description of records narrow to lower fees and shorten the wait.

[Date] 

FOIA Officer 

[Agency name and component] 

Fax: [FOIA fax number] 

Re: Freedom of Information Act Request 

Dear FOIA Officer, 

Under the Freedom of Information Act, 5 U.S.C. § 552, I request copies of the following records: 

[Describe the records: subject, names, date range, and case or file numbers.] 

I prefer to receive the records by email at [email address]. 

I agree to pay fees up to $[amount]. 

If you deny any part of this request, please cite the specific exemption. 

Sincerely, 

[Full name] 

[Phone number and mailing address]

How Long Does a FOIA Request Take?

The deadline covers the agency's decision, so records may arrive later, and complex requests can take months.

FOIA Fees: What You May Pay

Filing is free, but agencies may charge depending on your requester category.

Many personal requests cost nothing, and you can ask for a fee waiver if disclosure serves the public interest.

How to Send Your FOIA Request in 3 Steps

Once you've found the correct FOIA fax number, Faxaroo lets you send your documents from a browser, no fax machine or dedicated phone line required.

1. Upload your fax document to our secure web portal by selecting the document from your device or using our easy drop and drag feature. Faxaroo supports PDF, PNG, GIF and JPEG – so you can easily take a photo of the document using your mobile phone and upload it to Faxaroo within seconds!   

2. Enter the fax number. Be sure to include the area code followed by the fax number.    

3. Select your payment method. Once you’ve entered the fax number, the final step is to confirm payment. Faxaroo accepts payment via Visa or Mastercard.  

Once you’ve entered your payment details, hit send and we’ll take care of the rest!

Benefits of Faxing Your FOIA Request With Faxaroo

No fax machine? Send your FOIA request from your phone, tablet, or computer.

• No sign up required. Send a one-off request without creating an account.

• Pay as you go. No subscription. You only pay for the pages you send.

• ISO 27001 certified. Faxes are encrypted via TLS and deleted once sent.

• Email delivery confirmation. A dated record if you need to follow up.

• Send anytime. As a 24 hour fax service, Faxaroo works outside business hours.

Ready to Submit a FOIA Request?

Send a one-time fax with Faxaroo in a few minutes, no account needed. Faxing other government paperwork? See our guides to faxing tax forms to the IRS, faxing documents to Social Security, and finding your FMLA fax number.