How to File a Public Records Request in Miami, Florida

What Is the Florida Public Records Law?

Florida's Public Records Law, codified at Chapter 119, Florida Statutes (§§ 119.01 through 119.15), and reinforced by Article I, Section 24 of the Florida Constitution, is one of the broadest open-records frameworks in the United States. It guarantees every person the right to inspect or copy any public record made or received in connection with the official business of any public body, officer, or employee of the state — with no residency requirement and no obligation to state a reason for the request.

Public records under Chapter 119 include any document, paper, letter, map, book, tape, photograph, film, sound recording, data processing software, or other material, regardless of physical form or characteristics, made or received in the course of official business. Examples include city commission meeting minutes, procurement contracts, building and zoning permits, police incident reports, email communications, budget documents, employee salary data, and inspection records.

Florida law contains hundreds of statutory exemptions — found primarily in § 119.071 and dozens of other subject-specific statutes — covering categories such as active criminal intelligence, personal identifying information for law enforcement officers and judges, attorney-client communications, medical records, and certain pre-award bid documents. When an exemption applies to part of a record, the agency must redact only that portion and release the remainder. The burden of justifying any withholding falls entirely on the agency, not the requester.

Read the full text of the Florida Public Records Law (Chapter 119, Florida Statutes (§§ 119.01 through 119.15))

How to File a Public Records Request with the City of Miami

How to Submit Your Request

The City of Miami processes public records requests through its NextRequest online portal at miami.nextrequest.com, which is the preferred submission method. The portal allows you to submit a request, track its status, communicate with the assigned custodian, and download responsive documents — all in one place. Previous requests and their responsive documents are publicly viewable, so check the portal before submitting to see if your records have already been released. If you prefer not to use the portal, you may submit your request by email to PublicRecords@miamigov.com, by phone at (305) 416-1883, by mail, or by visiting the City Clerk's Office in person at 444 SW 2nd Avenue, 9th Floor, Miami, FL 33130. No specific form is required — a clear written description of the records you seek is sufficient. Note: under Florida law, your email address becomes a public record if you submit by email.

What to Include in Your Request

• A clear, specific description of the records you are requesting (type of document, date range, subject matter, involved parties)
• The department, division, or program you believe holds the records, if known
• Your preferred format for receiving records (electronic PDF, paper copies, etc.)
• A fee threshold statement — e.g., 'Please notify me before incurring costs exceeding $25'
• Your preferred contact method (email, phone, or mail) for follow-up questions
• Your name and mailing or email address for delivery of responsive records
• Any relevant reference numbers, case numbers, permit numbers, or dates to help narrow the search

Response Deadlines and What to Expect

Florida's Public Records Law does not establish a fixed number of days for agencies to respond. Instead, § 119.07(1) requires that every agency make records available for inspection and copying promptly — within a 'reasonable' time. The Florida Supreme Court has interpreted this to mean the limited time necessary for the custodian to locate the records and remove any exempt portions; deliberate delay is not permitted.

In practice, the City of Miami's NextRequest portal assigns each request a tracking number immediately upon submission, and the relevant department is notified. Simple requests — such as a single document or a narrow set of records — are often fulfilled within a few business days. Complex requests involving multiple departments, large volumes of documents, or extensive review for exemptions may take several weeks. The City may contact you to clarify the scope of your request or to provide a cost estimate before proceeding.

For requests requiring 'extensive use of information technology resources or extensive clerical or supervisory assistance,' the City may charge a special service fee in addition to standard copy costs, under § 119.07(4). Standard copying fees are up to $0.15 per one-sided page (14" x 8½" or smaller) and up to $0.20 for two-sided copies. Certified copies may be charged at a higher statutory rate. The City must notify you of anticipated fees before proceeding. If you believe a response is taking unreasonably long, follow the escalation steps in Section E below.

What to Do If Your Request Is Denied or Delayed

Florida's Public Records Law provides several practical and legal options when the City of Miami denies, delays, or only partially fulfills your request. Unlike many states, Florida has no administrative appeals board or internal appeals process — but the law gives requesters real leverage, including mandatory attorney fee awards when agencies are found to have unlawfully withheld records.

**Common reasons for denial:** The City may assert that records are exempt under § 119.071 (e.g., active criminal intelligence, personal identifying information for law enforcement officers, attorney-client communications, security system plans) or under subject-specific exemptions elsewhere in the Florida Statutes. A partial denial — where only certain pages or portions are withheld — is common and lawful. The custodian must identify the specific statutory exemption relied upon for each withholding.

**What to do about unreasonable delay:** If the City has not responded within a period you believe is unreasonable given the nature of your request, contact the custodian directly at (305) 416-1883 or PublicRecords@miamigov.com to request a status update. Document all communications.

**Attorney General guidance:** The Florida Attorney General's Office offers informal guidance and mediation for public records disputes through its Government-in-the-Sunshine resources, though it lacks enforcement authority to compel production.

**Civil action:** If informal efforts fail, you may file a civil action in Miami-Dade Circuit Court. Under § 119.12, if the court finds the agency unlawfully refused access and you provided written notice to the custodian at least 5 business days before filing suit, the court shall award your reasonable attorney fees and costs against the City. This pre-suit notice requirement is critical — send it in writing and keep proof of delivery. A knowing violation of Chapter 119 by a public official is a first-degree misdemeanor under § 119.10.

Steps to Appeal

1. Contact the City Clerk's Office directly at (305) 416-1883 or PublicRecords@miamigov.com and ask for a specific status update or an explanation of any exemption claimed.
2. If records are withheld, ask the custodian to identify in writing the specific statutory provision(s) authorizing each exemption — Florida law requires this.
3. Contact the Florida Attorney General's Office (Government-in-the-Sunshine hotline) for informal guidance or assistance mediating the dispute.
4. Send a formal written pre-suit notice to the City's custodian of public records identifying the specific records request and stating your intent to file a civil action if the records are not produced within 5 business days (required under § 119.12(1)(b) to qualify for attorney fee award).
5. File a civil action in Miami-Dade County Circuit Court to enforce Chapter 119 and compel production of the records.
6. If the court finds the City unlawfully refused access, it shall award your reasonable attorney fees and costs against the City under § 119.12 — provided you sent the required 5-business-day pre-suit written notice.
7. If the City appeals an adverse court order and the order is affirmed, the court shall assess additional attorney fees for the appeal against the City under § 119.12.

Types of Records You Can Request from Miami, Florida

As the county seat of Miami-Dade County and a major municipal government, the City of Miami maintains an extensive range of public records across its departments. The following are commonly requested record types under Chapter 119.

• City Commission meeting minutes, agendas, resolutions, and ordinances
• City contracts, vendor agreements, and professional services agreements
• Building permits, certificates of occupancy, and code enforcement records
• Zoning applications, variances, and land use decisions
• Police incident reports and use-of-force reports (subject to active investigation exemptions)
• City budget documents, financial audits, and expenditure records
• Employee salaries and payroll records for city personnel
• City-owned property records and real estate transactions
• Lobbyist registration filings and disclosure records
• City Manager correspondence and official communications
• Environmental compliance and inspection reports
• Parks and recreation department records, including facility leases
• Grant applications and award documents
• Procurement and bid documents (post-award)
• Records related to city-owned utility systems and infrastructure projects

If you're unsure whether a specific document is a public record, file the request anyway. The burden is on the City of Miami to justify withholding — not on you to pre-determine what's available.

Tips for Effective Public Records Requests in Miami