All Privacy Act requests must be made in writing. There are three basic elements to a request for records under the Privacy Act. First, the letter should state that the request is being made under the Privacy Act. Second, the letter should include the name, address, and signature of the requester. Third, the request should describe the records in as much detail as possible.
You can describe the records by identifying a specific system of records or by describing your contacts or involvement with an agency. If possible, include in your description, information such as the date and place the records were created, file descriptions, subject matter, persons involved, and other pertinent details that will help identify the records.
You are required to provide some proof of identity before records will be disclosed. A completed and signed Certification of Identity form BC-300 [PDF 61k] will meet this requirement.
Include a mailing address and a daytime telephone number so that we can contact you if necessary. When submitting your request by mail, please mark the envelope "PRIVACY ACT REQUEST."
Keep a copy of your request in case you need to refer to it in further correspondence with the agency.