1. Identify the right authority and custodian
Records are held by an “authority” — a specific office or official, not “the government” generally. Send your request to that authority's records custodian. A municipal clerk, a police department's records unit, or a state agency's public records officer are common custodians.
Recaran's Wisconsin authorities directory lists custodians, contact details, and the records each office commonly handles.
2. Describe the records specifically
An authority must fulfill a request that reasonably describes the records sought. Name the type of record, the people or topics involved, and a date range. A focused request is faster and cheaper than a broad one — and an authority may deny a request that's so broad it can't identify what you want.
You're asking for existing records. An authority doesn't have to create a new record, compile data it doesn't keep, or answer questions.
3. Put it in writing and send it
A written request creates a record of what you asked and when — important if you ever need to follow up or challenge a denial. Email is usually fastest; some offices prefer a form or a mailed letter.
Keep a copy of the request and the date sent. If you give the authority a reply-to address dedicated to that request, every response lands in one place.
4. Track the response and follow up
There's no fixed deadline — an authority must respond “as soon as practicable and without delay.” If you've heard nothing after about 7–10 business days, a brief written follow-up restating the request and the date sent is reasonable.
If the authority asks to clarify or narrow the request, respond promptly — that usually speeds things up.