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Inputs
Draft: ready
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What to include
Dates, who was involved, what was said or done, in order. Stick to what you observed or can document; keep opinions for later.
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What to include
Concrete effects: time lost, money spent, stress, barriers to access, missed deadlines. Helps the agency understand why this matters.
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What to include
Specific asks and, if possible, a date: e.g. “Provide the requested records within 10 business days” or “Confirm receipt and respond in writing by March 15.”
Before you send
Proofread for names, dates, and clarity
Confirm agency/recipient and address
Note any attachments you will include
Keep a copy (download or print) for your records
Tip: Keep facts separate from opinions. Use dates, names, and quotes where possible. If you want a specific response deadline, add it in “Requested resolution.”