First, just ask. Go directly to the head of the agency and ask for the records you are seeking, without invoking the Freedom of Information Act. Often times agencies will freely share records if they do not involve personal privacy issues and are clearly areas of government activity and public interest.
If the agency still refuses, you may have to use an FOIA. Begin by finding the agency FOIA officer. Sometimes it’s the public information officer, sometimes it’s a higher-level official. Write directly to her or him.
Your FOIA request should be very specific in order to minimize the time, effort and money you and the agency spend on this process.
The letters are usually written along these lines:
Dear Mr.(Ms.) _________
Under the Virginia State Freedom of Information Act, Virginia Code Title 2.2, Ch. 37, I am respectfully requesting reports or overviews of ___________ (subject) during ________ (time) generated by ______ (agency name).
(Next, explain the circumstances of your request. Perhaps you have already asked for that information and have been refused for reasons that seem contrary to the FOIA act.)
(Next, ask for an exemption from fees). Since this request involves public information, and since we intend to use the information in ________ (name of your news organization) with the purpose of informing the public, we are requesting an exemption from any records processing or searching charges.
(Sign your letter and include your email, phone and other contact information.)