How to File a Public Records Request in Chicago, Illinois

What Is the Illinois Freedom of Information Act?

The Illinois Freedom of Information Act (FOIA), codified at 5 ILCS 140/1 et seq., is the state law that guarantees the public's right to inspect and copy records held by government bodies. Originally enacted in 1984 and significantly strengthened in 2010, the law applies to state executive and legislative bodies, units of local government (including the City of Chicago and each of its departments), and any other 'public body' as defined in 5 ILCS 140/2(a).

Under the law, 'public records' is defined broadly to include all records, reports, forms, writings, letters, memoranda, electronic communications, photographs, and other documentary materials pertaining to the transaction of public business, regardless of physical form. This encompasses permit applications, city contracts, meeting minutes, email correspondence, police reports, budget documents, and employee rosters.

The 2010 overhaul established a 'presumption of transparency': all records in the custody of a public body are presumed open to inspection and copying unless the government can demonstrate by clear and convincing evidence that a specific exemption applies. Key exemptions include private personal information, preliminary deliberative materials, law enforcement investigative records, attorney-client privileged communications, and trade secrets. The burden is on the City of Chicago — not the requester — to justify any withholding.

Read the full text of the Illinois Freedom of Information Act (5 Illinois Compiled Statutes 140/1 et seq. (5 ILCS 140/1–140/11))

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

How to Submit Your Request

Chicago's FOIA process is department-specific: each city department is a separate public body responsible for its own records, so you must direct your request to the department that holds the records you need. The City's central FOIA contact page (chicago.gov/foia) lists every department's FOIA officer, email address, and web page. The City also encourages use of GovQA, its online public-records platform, which allows you to submit, track, and receive responses electronically. For records held by the Office of the City Clerk specifically — such as City Council ordinances, legislative journals, and aldermanic personnel files — send your request to ClerkFOIA@cityofchicago.org or in writing to Room 107, City Hall. No special form is required, but your request must be in writing and include your name, mailing address, daytime phone number, and a clear description of the records sought. Note that all submitted FOIA requests and requesters' names are posted publicly on the City's website.

What to Include in Your Request

• Your full legal name
• Your mailing address and daytime phone number
• A clear, specific description of the records you are requesting (include dates, locations, subjects, and any identifying numbers or names)
• The format in which you would like to receive the records (email, mail, or in-person pickup)
• A statement that you are requesting records under the Illinois Freedom of Information Act (5 ILCS 140)
• Whether you are requesting records for a commercial purpose (required disclosure under the Act)
• A fee threshold or waiver request, if applicable, with a statement of public interest if seeking a waiver

Response Deadlines and What to Expect

Under 5 ILCS 140/3, the City of Chicago must respond to a FOIA request within five business days of receipt. Unlike some states, Illinois does not create separate timelines for residents versus non-residents — the five-business-day rule applies to any person. For commercial-purpose requests, the deadline extends to 21 business days.

A 'response' means the city department must either comply with the request, deny it in writing with specific statutory exemptions cited, or invoke an extension. Under 5 ILCS 140/3(e), the public body may extend the deadline by up to five additional business days by notifying the requester in writing within the original five-day window, with a stated reason for the delay and the date by which a final response will be issued. Failure to respond within the extended period is treated as a denial.

Note an important fee protection: if a department fails to respond within the statutory deadline, it may not charge any copying fee for the records it eventually provides.

City departments cannot charge for the first 50 pages of black-and-white, letter- or legal-sized copies. For pages beyond 50, the City may charge up to $0.15 per page. The City cannot charge for employee time spent compiling or reviewing records. Electronic records may be charged only at the actual cost of the recording medium. All FOIA requests submitted to the City and the names of requesters are posted publicly online on the City's data portal.

What to Do If Your Request Is Denied or Delayed

When a Chicago city department denies your FOIA request, it must provide the denial in writing, identify each record being withheld, cite the specific exemption(s) under 5 ILCS 140/7, and explain the factual basis for the claimed exemption. If the department only partially denies your request, it must release all non-exempt portions. A failure to respond within five business days — or within the stated extension period — is treated as a denial under Illinois law.

Common reasons for denial include claims that records contain private personal information (Social Security numbers, home addresses), are covered by law enforcement investigative privilege, implicate attorney-client communications, or are trade secrets. The City may also claim a request is 'unduly burdensome' — but only after first offering you an opportunity to narrow the scope, and only if the burden on the agency demonstrably outweighs the public interest.

Your most important first step is to push back directly. Contact the FOIA officer, explain why you disagree with the specific exemption claimed, and request reconsideration in writing. This often resolves disputes without formal escalation.

If that fails, the Illinois Attorney General's Public Access Counselor (PAC) is your next resource. The PAC reviews FOIA denials, can issue binding opinions, and often resolves disputes informally — without the cost of litigation. You can file a Request for Review at public.access@ilag.gov or by calling 1-877-299-3642. The PAC is a powerful, low-cost tool that many requesters underutilize.

If you choose to or need to litigate, circuit court provides de novo review. Courts take FOIA cases on an expedited basis, and if you substantially prevail, you may recover reasonable attorney's fees under 5 ILCS 140/11.

Steps to Appeal

1. Contact the department's FOIA officer in writing to dispute the denial; cite the specific exemption claimed and explain why it does not apply to your request.
2. Request that the department release all non-exempt portions of any partially withheld records, as required by 5 ILCS 140/7(1).
3. File a Request for Review with the Illinois Attorney General's Public Access Counselor (PAC) within 60 days of the final denial, per 5 ILCS 140/9.5. Submit to public.access@ilag.gov or call 1-877-299-3642. Include a copy of your original request and the denial letter.
4. The PAC will review the matter and may issue a binding opinion, resolve the dispute informally, or determine no violation occurred. If the PAC issues a binding opinion ordering disclosure, the city department must comply or appeal to the circuit court.
5. File a lawsuit directly in the Circuit Court of Cook County under 5 ILCS 140/11. You do not need to use the PAC first — you may go directly to court after receiving a denial. The court conducts de novo review and examines records in camera.
6. If you substantially prevail in court, seek recovery of reasonable attorney's fees and litigation costs under 5 ILCS 140/11(i).
7. Be aware that courts may impose civil penalties of $2,500 to $5,000 per violation on agencies found to have willfully and intentionally failed to comply with the Act.

Types of Records You Can Request from Chicago, Illinois

Chicago's city departments collectively maintain one of the largest municipal government record systems in the United States. The following types of records are commonly requested from the City of Chicago under the Illinois FOIA:

• City contracts, procurement records, and vendor payment histories
• Building permits, inspection reports, and code violation records
• Chicago Police Department incident reports and use-of-force documentation
• City Council ordinances, resolutions, committee proceedings, and legislative journals (via City Clerk)
• Budget documents, appropriations records, and audited financial statements
• Employee rosters, salary information, and disciplinary records for public employees
• Zoning maps, variance applications, and planning and development records
• Traffic camera footage and red-light camera citation records
• Environmental inspection and hazardous materials reports
• TIF (Tax Increment Financing) district spending and project records
• Mayor's Office correspondence and executive communications regarding public policy
• Infrastructure maintenance logs and 311 service request records
• Settlement agreements and court judgments involving the City
• Lobbyist registration and disclosure filings
• Body-worn camera footage (Chicago Police Department, subject to specific procedures)

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

Tips for Effective Public Records Requests in Chicago