Find out ahead of time the name of the person who will respond to your public disclosure or FOIA request. Telephone that person and go over your request with them before you mail it. Be courteous and tell that person that you appreciate their effort to get the information to you quickly. The written public disclosure request should be both specific and general at the same time. It is frequently better to ask for the information on computer disc, if the agency stores it that way.
Government agencies are more accustomed now to releasing information that way.
You can then load the data into a personal computer and analyze it. Organize your request so that each item is listed separately. Write the request letter as clearly as possible. Be sure that you specify the time period you are covering in your request, and that you give the agency a good idea of the type of information you are seeking. Have your editor review the request for errors before you send it.