Washington Public Records Act

Response Timeline

5 business days for initial response (RCW 42.56.520). Initial response may be: (1) providing records, (2) directing to website, (3) acknowledging receipt with time estimate, (4) requesting clarification, or (5) denying request. No statutory limit on extensions - agencies must provide 'reasonable' time estimates. Denials appealed within the agency must be reviewed by end of 2nd business day.

No residency requirement. Any 'person' (individual, organization, or governmental entity) may request records regardless of location.

How to Submit a Request

Accepted Methods

• Written — Most common - email, mail, or agency portal
• In person — Accepted at agency offices
• Online portal — Many agencies use NextRequest or similar portals

No specific format required, but must include: requester name, contact information (mailing address and phone/email), and description specific enough for staff to locate records.

Email or portal?

The agency must accept a written request sent by ordinary means, including email, and may not reject it solely because it did not come through an online portal.

The Washington Public Records Act provides that agencies shall honor requests received in person during an agency's normal office hours, or by mail or email, for identifiable public records, and that no official format is required for making a records request; however, agencies may recommend that requestors submit requests using an agency provided form or web page (RCW 42.56.080(2)). Mail and email are therefore channels an agency must honor, and an agency may only recommend, not require, a form or online portal.

• RCW 42.56.080(2)

No controlling case law identified on the submission-channel question; the verdict rests on the plain text of RCW 42.56.080(2), which requires agencies to honor email requests and allows only a recommendation to use a form or web page.

Many Washington agencies use NextRequest or similar portals, but our records data records these as recommended rather than mandatory, matching the statute's may-recommend language.

Last reviewed 2026-07-18.

Required Elements

• Requirement — Requester name
• Requirement — Mailing address
• Requirement — Phone number or email address
• Requirement — Description of records (must be reasonably identifiable)

Optional Elements

• Optional — Preferred format (paper vs electronic)
• Optional — Preferred delivery method

Fees

RCW 42.56.120 sets statutory maximums. Agencies cannot exceed actual costs. Many agencies waive fees for small requests to avoid administrative costs. Agencies must provide advance notice of charges and allow requesters to modify requests to reduce fees.

Fee Waivers

• Agencies may adopt rules permitting fee waivers
• Many agencies informally waive charges for small requests to avoid administrative costs

No statutory mandate for waivers, but agencies may establish waiver policies. Common practice to waive fees for small requests where collection cost exceeds actual fees.

Exemptions

• Personal Information
  Personal information of students, patients, welfare recipients (RCW 42.56.230)
• Employee Personnel Records
  Employee personal information - home addresses, phone numbers, personal email (RCW 42.56.250)
• Tax & Financial Information
  Tax returns and financial account information (RCW 42.56.230)
• Invest Records
  Investigative records when disclosure would jeopardize law enforcement (RCW 42.56.240)
• Trade Secrets
  Trade secrets and commercially valuable information (RCW 42.56.270)
• Attorney-Client Privilege
  Attorney-client communications (RCW 42.56.290)
• Pending Litigation
  Records related to pending litigation (RCW 42.56.290)
• Preliminary Drafts
  Preliminary drafts and notes not retained in ordinary course (RCW 42.56.280)
• Exam Questions
  Examination questions and answers (RCW 42.56.250)
• Security Info
  Security information that could compromise safety (RCW 42.56.420)

Washington has added numerous exemptions since 1972. Agencies bear burden of proving exemption applies. Must cite specific statutory exemption in denial.

Appeal Process

Primary enforcement is through Superior Court litigation. AG review available for state agencies but is non-binding. Must file suit within 1 year of exemption claim or last partial production. Agency bears burden of proving withholding was lawful.

Request Templates

Records Retention

RCW 40.14

View retention law →

Retention schedule catalog →

Default minimum retention is 6 years unless a lesser period is approved by the Director of Financial Management, State Auditor, and Attorney General. Peace officer and corrections officer personnel records must be kept for employment duration plus 10 years minimum. The Local Records Committee reviews local government destruction requests.

Sources & References

• Full text of law →
• Primary source →
• RCFP Open Government Guide — Washington →
• NFOIC State FOI Resources →

Bodies Covered

Which kinds of public body this law applies to, with the statutory basis for each claim.

Body type	Status	Statutory basis
Agencies and statutory bodies	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Cities	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Community college districts	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions) Community/technical college districts (RCW 28B.50) are state agencies; either prong of RCW 42.56.010(1) covers them.
Conservation districts	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Counties	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Elected county offices	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions) Office of an elected county officer is an 'office ... thereof' of the county.
Fire protection districts	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Hospital and healthcare districts	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions) Public hospital districts (RCW 70.44) are special purpose districts.
Housing authorities	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Joint powers authorities	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions) Interlocal-agreement entities (RCW 39.34) are local public agencies.
Metropolitan planning organizations (MPOs)	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Park and recreation districts	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Police departments	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions) Department of its parent city/town. Investigative-records exemption: RCW 42.56.240.
Port authorities	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions) Port districts (RCW Title 53) are special purpose districts.
School districts	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions) School districts are municipal corporations within 'local agency'.
Sheriff	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions) County sheriff's office is a county office under RCW 42.56.010(1). Investigative-records exemption: RCW 42.56.240.
Special districts	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions) Special purpose districts are expressly within 'local agency'.
Towns	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Transit authorities	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)
Courts	Partially covered	RCW 42.56.010(1) (courts not an 'agency' per Nast v. Michels); access governed by GR 31/GR 31.1 and the common law Court case files and judicial administrative records are outside the PRA. Route requests via GR 31 (case records) / GR 31.1 (administrative records) to the court clerk or administrator.
Military installations	Different law applies	RCW ch. 42.56 (Washington PRA scope; state law only) See the law that applies instead. Federal agency; governed by FOIA (5 U.S.C. § 552), not the PRA.
National forests	Different law applies	RCW ch. 42.56 (Washington PRA scope; state law only) See the law that applies instead. Federal agency (USFS/USDA); governed by FOIA, not the PRA.
National monuments	Different law applies	RCW ch. 42.56 (Washington PRA scope; state law only) See the law that applies instead. Federal agency; governed by FOIA, not the PRA.
National parks	Different law applies	RCW ch. 42.56 (Washington PRA scope; state law only) See the law that applies instead. Federal agency (NPS/DOI); governed by FOIA, not the PRA.
National recreation areas	Different law applies	RCW ch. 42.56 (Washington PRA scope; state law only) See the law that applies instead. Federal agency (NPS/DOI); governed by FOIA, not the PRA.
National wildlife refuges	Different law applies	RCW ch. 42.56 (Washington PRA scope; state law only) See the law that applies instead. Federal agency (FWS/DOI); governed by FOIA, not the PRA.
Community nonprofits	Not covered	RCW ch. 42.56 (Washington PRA scope; state law only) Private entity; not an agency.
Conservation nonprofits	Not covered	RCW ch. 42.56 (Washington PRA scope; state law only) Private entity; not an agency.
Investor-owned utilities	Not covered	RCW ch. 42.56 (Washington PRA scope; state law only) Investor-owned utilities are private corporations regulated by the WUTC, not PRA agencies. (Public utility districts ARE covered — they are special purpose districts.)
Land trusts	Not covered	RCW ch. 42.56 (Washington PRA scope; state law only) Private entity; not an agency.
Private foundations	Not covered	RCW ch. 42.56 (Washington PRA scope; state law only) Private entity; not an agency.
Waste haulers	Not covered	RCW ch. 42.56 (Washington PRA scope; state law only) Private contractor; records may be reachable via the contracting public agency.
All other public bodies	Covered	RCW 42.56.010(1) ('agency' / 'local agency' definitions)

Coverage notes

• Statutory public records officer Every state and local agency must appoint and publicly identify a public records officer to serve as the point of contact for records requests (RCW 42.56.580). The posted PRO contact is the presumptively correct recipient; prefer it over generic clerk mailboxes. RCW 42.56.580 (public records officers)
• Five-business-day response window Within five business days of receipt the agency must provide the records, provide an internet link, acknowledge and give a reasonable estimate of time needed, seek clarification, or deny with reasons (RCW 42.56.520). RCW 42.56.520 (prompt responses required; five business days)
• Records on personal devices/accounts Records about public business on an employee's private phone or account are public records. Agencies may rely on reasonably detailed employee affidavits attesting to a good-faith search. RCW ch. 42.56 (Washington PRA scope; state law only) · Nissen v. Pierce County, 183 Wn.2d 863, 357 P.3d 45 (2015)
• Metadata is a public record Metadata associated with an electronic public record is itself disclosable; request native format where metadata matters. RCW ch. 42.56 (Washington PRA scope; state law only) · O'Neill v. City of Shoreline, 170 Wn.2d 138, 240 P.3d 1149 (2010)
• Liberal construction; no categorical withholding The PRA is liberally construed in favor of disclosure and exemptions are narrowly construed (RCW 42.56.030). Agencies must segregate and disclose non-exempt portions rather than withhold whole files. RCW 42.56.030 (construction: liberally construed, exemptions narrow) · Progressive Animal Welfare Society v. University of Washington (PAWS II), 125 Wn.2d 243, 884 P.2d 592 (1994)