Commercial-purpose request overview

A request should be identified as commercial when the requested records will be used primarily for a business, resale, consulting, analytical, marketing, or other revenue-related purpose.

The requestor should provide:

• Business or organization name

• Requestor contact information

• Description of the intended use

• Records being requested

• Relevant date range

• Preferred file or delivery format

• Requested number of clean or redacted copies

Scope and clarification

Commercial requests should be scoped clearly enough for the agency to identify the responsive records and estimate the work involved.

The agency may ask the requestor to clarify:

• The specific agency or program

• The date range

• The type of records

• Whether all attachments are required

• Whether summaries or final records are sufficient

• Whether paper or electronic delivery is preferred

Fees and payment

When charges apply, the agency may issue a fee estimate or payment notice before completing the request. The notice should identify:

• The total amount due

• What the charge covers

• The permitted payment methods

• Whether payment must be received before production

• Whether narrowing the scope may reduce the cost

• Whether electronic delivery would reduce copying or mailing charges

Electronic delivery may reduce paper copying, physical-media, and mailing costs when the records are already available electronically. Other collection, review, redaction, or production requirements may still apply under agency policy.

Staff response

When a requestor contacts the agency about payment, staff should confirm the request number, current status, amount due, payment instructions, and delivery preference.

Agency staff should verify all fee information against current agency policy before communicating a final amount.