Sample Record Request Letters

Sample Record Request Letters

Use our templates to make requests for records.

Request for a specific court case

To the County Clerk:

I am seeking the lawsuit of [name v. name], Case # [number]. I am enclosing a check for $5 to cover the cost of photocopying the entire file. If this is insufficient, please let me know the cost, and I will be happy to send the remainder.

Thank you for your assistance. I am enclosing a self-addressed, stamped envelope for your reply.

Sincerely,

[your name]
[address]
[phone number]
[e-mail address]

Request for general courthouse research

To the County Clerk:

I am trying to determine whether my ancestor, [name], was recorded in any [county name] [civil/criminal/equity] court cases. I would appreciate it if you could photocopy and send me the pages from the indexes covering this surname, or, if the indexes are arranged by court term, for the period [year range] when he lived in the county.

I am enclosing a check for $5 to cover the cost of photocopying. If this is insufficient, please let me know the cost, and I will be happy to send the remainder.

Thank you for your assistance. I am enclosing a self-addressed, stamped envelope for your reply.

Sincerely,

[your name]
[address]
[phone number]
[e-mail address]

 
Sample letter request for foreign archives

[date]

[name of institution]
[street address of institution]
[city, state, postal code and country]

Dear Sir or Madam:

I am currently researching my family history and am requesting a copy of a [record type: birth, marriage, death] for [full name of person].  The [name of event, e.g. birth, death, or marriage] took place on [date, or approximate date] in [town, village, county of event]. This individual’s parents’ names were [parents’ names, if you know them].

Please inform me of the cost for obtaining a photocopy of the record and how this payment may be sent to you.  I have enclosed a self-addressed envelope for your convenience.

Thank you for your attention to my request.

Sincerely,
[your name]
[address]
[phone number]
[e-mail address]

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