How to File a Public Records Request in West Chester, Pennsylvania

What Is the Pennsylvania Right-to-Know Law?

The Pennsylvania Right-to-Know Law (RTKL), codified at 65 P.S. §§ 67.101–67.3104 and enacted as Act 3 of 2008, is the primary legal framework governing public access to government records in the Commonwealth. The law guarantees the public's right to inspect and obtain copies of records held by state and local agencies, including boroughs like West Chester.

Under the RTKL, a "public record" is broadly defined to include any document, paper, letter, map, book, photograph, film, sound recording, magnetic or other tape, electronic data-processing record, electronic document, or other documentary material created, received, or retained in the course of government business. Concrete examples include meeting minutes, permits, contracts, budgets, police incident reports, salary data, inspection records, and official government correspondence and emails.

Key exemptions include ongoing criminal investigation files, attorney-client privileged communications, pre-decisional internal deliberations, personal financial and medical information, and records the disclosure of which would threaten public safety. Crucially, the burden of proof rests squarely on the agency — not the requester — to justify any withholding under one of the RTKL's enumerated exceptions under Section 708.

Read the full text of the Pennsylvania Right-to-Know Law (65 P.S. §§ 67.101 et seq. (Act of Feb. 14, 2008, P.L. 6, No. 3))

How to File a Public Records Request with the City of West Chester

How to Submit Your Request

West Chester Borough requires all requests to be in writing using the Pennsylvania Standard Right-to-Know Law Request Form (available on the borough website) or a written request that includes equivalent information. Anonymous or verbal requests will not be accepted or processed. For administrative records (borough contracts, meeting minutes, permits, budgets, and similar documents), direct your request to the Agency Open Records Officer (AORO), Mr. Sean Metrick, West Chester Borough Assistant Manager, at 401 East Gay Street, West Chester, PA 19380. For police records, direct your request to Lt. Jeffrey Ditz, the Police Department's Open Records Officer, who can be reached at (484) 887-2779. Requests may be submitted by U.S. mail, in person at the Administration Building, by email, or by fax. Include your full name, contact information, and a specific description of the records you are seeking.

Download Required Form

What to Include in Your Request

• Your full legal name and contact information (mailing address and/or email)
• A clear, specific description of the records requested (subject, date range, type of document)
• Your preferred method of receiving the response (email or U.S. mail)
• The name of the agency: Borough of West Chester
• An indication that the request is made pursuant to the Pennsylvania Right-to-Know Law, 65 P.S. § 67.101 et seq.
• A statement of your preferred format if records exist in multiple formats (paper or electronic)
• A fee threshold — ask to be notified before processing if fees will exceed a specific amount

Response Deadlines and What to Expect

Under the Pennsylvania Right-to-Know Law, the Borough of West Chester has five business days from the date its Open Records Officer receives your written request to provide a response. The day the request is received does not count; the clock starts on the next business day. If the agency does not respond within five business days, the request is automatically "deemed denied," and your right to appeal begins immediately.

A response does not necessarily mean records are in hand. Within five business days, the Borough may: (1) grant the request and provide or make available the records; (2) deny the request in writing with a specific legal citation; or (3) send a written notice invoking a 30-calendar-day extension for one of the limited reasons permitted under Section 902 of the RTKL — such as the need for legal review, the volume or complexity of the request, or the need to redact records. The extension notice must be provided in writing within the initial five-business-day period.

If an extension is invoked and the agency does not respond by the end of that 30-day extension (absent your written agreement to a longer timeline), the request is again deemed denied and you may appeal.

Fees are charged after the response: black-and-white copies cost $0.25 per page, color copies cost $0.50 per page, and certified copies cost $1.00 per page. Large-format documents such as building plans may be sent to a third-party printer, with actual printing costs charged to the requester. Prepayment may be required when estimated fees exceed $100.

What to Do If Your Request Is Denied or Delayed

Receiving a denial — or hearing nothing at all — can be frustrating, but Pennsylvania's RTKL provides a clear, accessible appeal pathway. Understanding it gives you real leverage.

Common reasons West Chester Borough may deny a request include: the records are claimed to fall under a Section 708 exemption (such as attorney-client privilege, active criminal investigation files, or pre-decisional deliberations); the records don't exist or aren't in the agency's possession; the request is deemed too vague to identify specific records; or the requester has not complied with agency procedures (e.g., verbal or anonymous requests).

If you believe a denial is wrong — or if the Borough simply didn't respond within five business days (a "deemed denial") — you have a strong appeal option. For local agencies like West Chester Borough, appeals go to the Pennsylvania Office of Open Records (OOR), not back to the Borough. The OOR is an independent state body staffed by trained appeals officers who review denials and issue binding determinations.

When preparing your appeal, be specific: cite why you believe the records are public, address any reason given by the Borough for the denial, and include copies of your original request and the agency's response. The OOR's process is free and does not require an attorney, though legal representation is permitted. If the OOR rules in your favor and the agency still resists, you may seek enforcement in the Court of Common Pleas. Courts may award attorney fees if the agency acted in bad faith or the denial was not based on a reasonable interpretation of law under 65 P.S. § 67.1304.

Steps to Appeal

1. Contact the Open Records Officer informally: Before filing a formal appeal, consider calling or emailing to clarify the denial reason or narrow your request — sometimes a simple misunderstanding can be resolved quickly.
2. File a written appeal with the Pennsylvania Office of Open Records (OOR): Appeals from West Chester Borough decisions go to the OOR, not to the borough itself. The OOR can be reached at 333 Market Street, 16th Floor, Harrisburg, PA 17101; phone: (717) 346-9903; email: openrecords@pa.gov; or online at openrecords.pa.gov.
3. File within 15 business days: Your appeal must be filed within 15 business days of the mailing date of the denial or the date the request was deemed denied (65 P.S. § 67.1101). Missing this deadline may forfeit your appeal rights.
4. Include required documents: Your written appeal must include your contact information, a copy of the original RTKL request, and a copy of the Borough's response (if any). Clearly state the grounds on which you assert the records are public and address any basis given for the denial.
5. Await the OOR's final determination: The OOR's appeals officer will review the record and may issue a final determination without a hearing in most cases. The OOR may also request additional information from both parties before ruling.
6. Appeal to the Court of Common Pleas: If the OOR's determination is unfavorable, either party may appeal to the Chester County Court of Common Pleas under 65 P.S. § 67.1301. The court conducts a de novo review.
7. Seek attorney fees for bad faith: If a court reverses the denial, you may petition for attorney fees under 65 P.S. § 67.1304 if the Borough acted with willful or wanton disregard of access rights, or if the denial was not based on a reasonable interpretation of law.

Types of Records You Can Request from West Chester, Pennsylvania

West Chester Borough is a full-service municipal government that generates a wide range of public records. Under the Pennsylvania Right-to-Know Law, the following types of records are generally accessible from the Borough of West Chester:

• Borough Council meeting minutes and agenda packets
• Borough ordinances and resolutions
• Building permits, zoning variances, and code enforcement inspection reports
• Contracts with vendors, service providers, and contractors
• Borough budget documents, financial audits, and treasurer's reports
• Police incident reports and accident reports (non-exempt portions)
• Salary and compensation records for borough employees and officials
• Right-of-way permits and public works project records
• Parking violation and adjudication records
• Environmental and wastewater treatment plant inspection reports
• Borough Manager correspondence and official communications
• Planning Commission and Zoning Hearing Board meeting records
• Real property and tax assessment records
• Grant applications and awards received by the Borough
• Borough election and campaign finance records filed with local authorities

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

Tips for Effective Public Records Requests in West Chester