How to Fax a FOIA Request to Federal Agencies

Faxing FOIA requests is a reliable way to access government records when email or mail isn't ideal. Here's what you need to know:

• Why Fax? Faxing ensures direct delivery, bypassing email spam filters and server issues. It also provides a confirmation receipt as proof of submission.
• Finding the Right Fax Number: Use FOIA.gov or agency-specific websites to locate the correct fax number for the department handling your request.
• Key Requirements: Include full contact details, a clear description of records, a fee commitment, and any required identity verification (e.g., signed statements or photo ID copies).
• Cover Page: Add a concise cover page with your details, the agency's contact info, and a brief subject line to streamline processing.
• Online Fax Services: Services like OneFaxNow offer pay-per-fax options with features like delivery tracking, HIPAA compliance, and no account setup.

Faxing combines the speed of electronic submission with the reliability of physical proof, making it an effective option for FOIA requests.

Federal Agency Fax Requirements

Navigating federal agency fax requirements is crucial to ensure your FOIA request is processed without unnecessary delays. Each agency has its own set of rules, so understanding them is key.

Finding the Correct Fax Number and Office

FOIA operates on a decentralized system, with over 100 federal agencies handling their own requests independently [2][1]. This means you need to identify not only the correct agency but often the specific office, division, bureau, or directorate that holds the records you need [2][1].

Start with FOIA.gov. This site is a central resource that lists federal agencies along with their contact information [2][1]. Most agencies also provide dedicated FOIA pages on their websites, where you can find mailing addresses, phone numbers, email addresses, and fax numbers.

Fax numbers can vary depending on the type of records you're requesting. For instance, the IRS uses different fax numbers for different types of requests: personal or business taxpayer records go to 877-891-6035, while requests for IRS policies or procedures not available in the FOIA Library should be sent to 877-807-9215 [3]. Meanwhile, the U.S. Department of State uses a single fax number (485-1669) for general FOIA, personal, and visa records [6].

Agency-Specific Rules and Instructions

Each agency has unique requirements, and failing to meet them can lead to delays or rejections. One of the most common areas of variation is identity verification, especially for personal records.

• IRS: Requires a handwritten signature, your address, and a copy of a valid photo ID, such as a driver’s license or passport. For requests involving Centralized Authorization Files, a photo ID with your signature is mandatory [3].
• Department of Labor: Accepts either a notarized statement or a signed declaration under penalty of perjury. The statement must include specific language: "I declare under penalty of perjury that the foregoing is true and correct. Executed on [date]" [5].
• Department of State: Requires identity verification statements signed and dated within six months. They accept either a notarized signature with a seal or a penalty of perjury statement using the exact phrase: "I declare under penalty of perjury under the laws of the United States of America, that the foregoing is true and correct" [6].

Fees also differ widely. The IRS charges $0.20 per page for copies and $50 per hour for search time, waiving fees for totals under $25 [3]. The Department of Labor charges $0.15 per page and offers up to 100 free pages for eligible requests [5]. The National Archives charges between $16-$33 per hour for manual searches, with no fees for costs under $10 [8].

For expedited processing, agencies typically require a compelling reason, like a threat to life or an urgent need to inform the public about government activities [3][1][4][5][6][7][8]. However, approval standards are strict, and you’ll need to provide a certified statement explaining your urgency.

Given these variations, it’s essential to verify all requirements for the agency you’re dealing with before faxing your request.

Verifying Requirements Before Sending

To avoid issues, double-check every detail of your submission. Many agencies have "Electronic Reading Rooms" on their websites, where they post frequently requested records and specific FOIA guidelines [1][3][9].

Check the agency’s FOIA regulations for additional requirements. For example, the IRS outlines its full regulatory standards in Treasury Regulation 601.702 [3]. These documents often include important details about formatting, cover sheets, and required forms.

If you’re unsure about any aspect of your request, contact the agency's FOIA office directly. Most agencies have FOIA Requester Service Centers or Public Liaisons who can clarify submission guidelines [1][4][9].

Here are a few tips to ensure a smooth process:

• Be specific about the records you need. Include details like dates, subjects, and relevant offices to help the agency locate your records [3][9].
• State your fee category and the maximum amount you’re willing to pay to avoid processing delays [3][5][6][7][8].
• Avoid duplicate submissions. If you’ve already submitted your request online or via email, don’t also send it by fax, as this can create confusion and delays [3].

Finally, keep a record of how and when you submitted your request, including any confirmation details. This will make it easier to track the status of your FOIA request. Taking these steps will help ensure your fax submission is accurate and processed efficiently.

Preparing Your FOIA Request for Faxing

When preparing a Freedom of Information Act (FOIA) request for faxing, attention to detail is key. A well-crafted request not only ensures all necessary information is included but also increases the likelihood of a positive response.

Key Elements of a FOIA Request

Your FOIA request should include the following components to meet agency requirements and streamline the process [4][10][11]:

• Contact Information: Provide your full name, address, email, and phone number.
• Detailed Record Description: Be as specific as possible about the records you’re seeking. Include relevant dates, subjects, individuals involved, and document types. Avoid vague or overly broad requests.
• FOIA Statement: Clearly state, “This request is being made under the Freedom of Information Act.”
• Fee Commitment: Indicate the maximum amount you’re willing to pay or request a fee waiver if applicable.
• Identity Verification: If requesting personal records, include a signed statement verifying your identity under penalty of perjury.
• Preferred Format: Specify whether you’d like printed copies or electronic files.
• Requester Status: Identify your status (e.g., news media, individual, educational institution, or private corporation) to help determine applicable fees.

When describing the records you need, include as much detail as possible - such as the date, title, author, recipient, and subject matter. For instance, if you’re requesting correspondence between officials, provide their names, the approximate time frame, and the topics discussed.

Before submitting your request, check public sources like agency websites or FOIA.gov to see if the information is already available [4][10].

Using a structured template can help ensure your request is complete and formatted correctly.

Why Templates Are Useful for FOIA Requests

Although there’s no official FOIA request form, a template can help you include all critical details [4]. A standard FOIA request template typically contains the following:

• Header Section: Include the name of the agency head or FOIA officer, the agency’s full address, and fax number. Use “Re: Freedom of Information Act Request” as the subject line [12][13].
• Opening Statement: Begin with, “This is a request under the Freedom of Information Act” [12][13].
• Record Description: Clearly identify the documents you’re requesting, specifying names, locations, time periods, and titles [12][13].
• Requester Status: State your status (e.g., news media, private individual) to clarify fee limits [12][13].
• Fee Handling: Include a statement like, “I am willing to pay fees for this request up to a maximum of $____. If the fees exceed this amount, please inform me first” [12][13].
• Fee Waiver Request: If applicable, explain how the disclosure benefits the public’s understanding of government operations without serving a commercial interest [12][13].
• Expedited Processing: If urgent, provide justification, such as an imminent threat to life or the need to inform the public promptly about federal activities [13].
• Contact Information: List your full name, address, city, state, zip code, phone, and fax number [12][13].

To make the process even smoother, include a concise cover page with your fax.

Why a Cover Page Matters

A cover page ensures your fax is processed efficiently by providing clear and essential details upfront. Here’s what to include:

• Your Information: Add your name, organization (if applicable), phone number, fax number, and email address at the top.
• Agency Details: Include the FOIA officer’s name, agency name, and transmission details such as the date, time, and total pages.
• Subject Line: Write a brief subject line summarizing the request.
• Special Handling Notes: Mention any specific needs, like expedited processing, HIPAA compliance, or formatting requirements.
• Confirmation Request: Add a line like, “Please confirm receipt of this fax by email at [your email address],” to ensure the agency acknowledges your submission.

Keep the cover page to a single page, as it will count toward the total page count for fee calculations. A well-organized cover page can save time and prevent delays in processing.

Online Fax Services for FOIA Requests

Selecting the right online fax service for your FOIA requests is crucial for ensuring timely and compliant delivery. Federal agencies have strict requirements for fax submissions, so choosing a service that meets these standards can make all the difference in processing your documents efficiently. Below, we break down the key features to help you find the best option.

Key Features to Consider in Online Fax Services

When evaluating online fax services, focus on these essential features to ensure compliance and smooth delivery:

• Pricing Structure: If you only send FOIA requests occasionally, pay-per-fax services are often more cost-effective than monthly subscriptions, which typically range from $10 to $30 per month. For example, a 5-page FOIA request might cost less upfront with pay-per-fax, as there are no hidden fees or commitments.
• Account Requirements: Time-sensitive requests can be delayed by platforms that demand lengthy sign-ups, email verifications, or account setups. Look for services that allow you to send faxes immediately without requiring an account.
• File Format Support: FOIA requests often involve various file types. The service you choose should accept common formats like PDF, DOCX, TXT, JPG, PNG, and TIFF. A page limit of up to 50 pages is ideal for handling detailed requests and supporting documents.
• Delivery Tracking and Confirmation: For peace of mind, choose a service that offers real-time updates, email notifications, and tracking links. Automatic retry features are particularly helpful if the fax fails due to busy lines or technical issues.
• HIPAA Compliance: If your FOIA request involves sensitive healthcare information, ensure the service provides HIPAA-compliant transmission. Look for options with Business Associate Agreements (BAA) to ensure legal protections and secure handling.

Leading Online Fax Services Comparison

Here’s a comparison of some popular online fax services tailored for FOIA requests:

Service	Pricing Model	1–10 Pages	11–50 Pages	Account Required	HIPAA Available	File Support	Delivery Tracking
OneFaxNow	Pay-per-fax	$3.50	$5.00	No	Yes (+$3–$5)	PDF, DOCX, TXT, JPG, PNG	Real-time + link
eFax	Subscription	$16.95/mo	$16.95/mo	Yes	Not stated	PDF, DOC, JPG	Email updates
Fax.Plus	Freemium/Sub	$0 (limited)	$9.99/mo	Yes	Yes (enterprise)	PDF, DOCX, images	Basic tracking
HelloFax	Subscription	$9.99/mo	$9.99/mo	Yes	Not stated	PDF, DOC, JPG	Email confirmation
SRFax	Subscription	$4.95/mo	$4.95/mo	Yes	Yes (add-on)	PDF, TIFF, DOC	Email updates
FedEx Fax	In-store	$2.00/page	$2.00/page	No	Not available	Physical docs only	Receipt only

Last verified: September 23, 2025

This comparison highlights key differences in cost and convenience. For instance, subscription-based services like eFax charge monthly fees regardless of usage, making them less economical for occasional requests. A 10-page request through eFax would cost at least $16.95, while pay-per-fax options like OneFaxNow charge just $3.50–$5.00 for the same task.

Account requirements also vary. Many subscription services require you to complete registration, verify your email, and set up payment methods before you can fax, which can delay urgent submissions.

HIPAA compliance is another area where transparency matters. While several services claim to offer HIPAA features, details are often vague or tied to enterprise-level contracts. Services that clearly outline HIPAA pricing and provide instant BAA execution are better suited for healthcare-related FOIA requests.

Why Choose OneFaxNow for FOIA Requests

OneFaxNow stands out as a reliable choice for FOIA requests with its pay-per-fax model, which eliminates the need for subscriptions and lengthy setups.

• No Account Needed: Send your FOIA request instantly - just upload your documents, enter the fax number, and pay securely via Stripe in under a minute.
• Transparent Pricing: With rates of $3.50 for 1–10 pages and $5.00 for 11–50 pages, you only pay for what you use. There are no monthly fees, hidden charges, or setup costs.
• HIPAA Compliance Options: For requests involving sensitive healthcare data, you can add HIPAA-compliant transmission for an additional $3.00 (Lite) or $5.00 (Standard). This includes stricter protocols, audit logging, and instant BAA generation.
• Broad File Support: OneFaxNow handles all common FOIA document formats and accommodates up to 50 pages or 20 MB per request, making it suitable for detailed submissions.
• Success-Only Payment: You’re only charged after successful delivery. If the fax fails after retries, no payment is processed.
• Real-Time Tracking: Get email updates with job IDs, tracking links, and timestamps to confirm delivery. This ensures you have proof if the agency questions the receipt date.

For those seeking an efficient, cost-effective way to handle FOIA requests, OneFaxNow’s pay-per-use approach offers clear advantages over subscription-based services designed for higher-volume users.

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Security and Compliance for FOIA Faxing

When faxing FOIA requests to federal agencies, meeting security and compliance standards is crucial. These measures not only protect sensitive data but also ensure your requests align with agency requirements. Knowing when to apply additional safeguards can help you avoid delays and keep your information secure during transmission.

HIPAA Compliance for Sensitive Requests

If your FOIA request involves Protected Health Information (PHI) - like your own medical records or Medicare beneficiary claim records with proper authorization - HIPAA compliance is a must[15]. Under HIPAA, faxing PHI is permitted, but only if steps are taken to maintain confidentiality, limit access, and keep detailed transmission records[14]. These requirements go hand-in-hand with agency-specific guidelines, ensuring your request meets legal standards.

To stay compliant, use a fax service that offers features specifically designed for HIPAA compliance. Look for tools like:

• Access Control: Restrict access to authorized personnel.
• Audit Tracking: Keep a detailed log of all transmissions.
• Transmission Safeguards: Ensure secure delivery of sensitive data.
• Data Security: Opt for services with secure storage and proper disposal policies.

These features help you address critical compliance areas while protecting sensitive health information.

Secure Transmission Methods

Secure transmission is key when handling sensitive FOIA requests. Choose a fax service that uses encryption and other secure methods to protect your data during transmission. Double-check fax numbers before sending to avoid misdirected faxes, which could compromise privacy.

Privacy and Legal Considerations

Federal privacy standards require careful handling of personal details during the FOIA process. If your request includes sensitive identifiers - like Social Security numbers or dates of birth - ensure your fax service adheres to federal data protection guidelines.

For legal accountability, maintain detailed transmission records, such as delivery reports or audit logs. Select providers with transparent policies on data retention and deletion. Additionally, confirm that your provider processes and stores data within the United States to comply with federal privacy standards and avoid complications with international data transfer laws.

For highly sensitive requests - such as those involving national security or law enforcement records - consider extra precautions. Options like encrypted file uploads or certified secure document disposal can help meet stringent agency-specific requirements. These practices ensure your FOIA faxing process is both secure and compliant.

Getting Started with FOIA Faxing

Now that we've covered the key requirements and preparation steps, here's how you can effectively send a FOIA fax request. With the right tools and approach, the process is straightforward.

FOIA Faxing Best Practices Summary

Before you send your request, double-check the agency's preferred submission method [16]. While many federal agencies accept electronic submissions, some still require or prefer faxing due to reasons like security, legal considerations, or operational needs. You can usually find this information on the agency's FOIA webpage or by contacting them directly.

When drafting your request, make sure to include all the necessary details: a clear description of the records you're requesting, your contact information, and any fee waiver requests. If the agency requires a cover page, don’t forget to include that as well.

For requests involving Protected Health Information, it’s important to use a HIPAA-compliant fax service. Look for features like encryption, audit logs, and secure deletion. Additionally, a fax service with automatic retries for busy lines and real-time delivery tracking can ensure your request gets through, even during high-traffic times.

By following these best practices, you’ll be well-equipped to successfully submit your FOIA request.

Start Faxing with OneFaxNow

OneFaxNow makes FOIA faxing easier by removing common obstacles. There’s no need to create an account or sign up for a subscription [16]. Just upload your FOIA request documents, enter the agency’s fax number, and you’re good to go.

The service handles busy lines with up to three automatic retries. If all attempts fail, you’ll be notified, and you won’t be charged for the failed attempts [16]. You’ll also get real-time updates as soon as your fax is successfully delivered [16].

For sensitive requests, OneFaxNow offers an optional HIPAA mode. This includes encryption, audit logs, secure deletion, and instant Business Associate Agreement (BAA) generation [16]. Your documents are securely handled and deleted after transmission, ensuring your personal information stays safe.

Pricing is simple: the Lite plan (1–10 pages) costs $3.50, ideal for short requests. For longer requests, the Standard plan (11–50 pages) costs $5.00 [16]. You only pay if your fax is successfully delivered [16].

Ready to send your FOIA request? Send a Fax Online - No Account Required and get it to the agency in just minutes. For healthcare-related FOIA requests, the HIPAA-compliant option ensures added security and peace of mind.

FAQs

Why is faxing a better option than email or mail for submitting a FOIA request?

Faxing stands out as a dependable and secure way to submit FOIA requests, often outperforming email or mail in terms of reliability. Federal agencies like the FBI and CIA favor fax because it reduces the chances of hacking, interception, or tampering during transmission. This makes it an ideal choice for handling sensitive or classified information.

While email is susceptible to threats like spoofing and phishing, fax offers a direct and tamper-resistant delivery method. On top of that, faxing is usually quicker than mailing, ensuring your request reaches the agency promptly without compromising the integrity of your documents.

How can I make sure my FOIA request meets faxing requirements for federal agencies?

To make sure your FOIA request aligns with a federal agency's faxing requirements, start by reviewing the agency’s FOIA guidelines. These often include the accepted fax numbers, preferred formats, and any specific details you need to provide - like your contact information and a precise description of the records you're requesting. Paying attention to these details can help prevent unnecessary delays.

For instance, many agencies ask for your name, address, phone number, and a clear explanation of the records you're seeking. By carefully following these instructions, you increase the chances of your request being processed smoothly. It's always a good idea to double-check the agency's guidelines before hitting "send" on your fax.

What should I look for in an online fax service when sending a FOIA request?

When choosing an online fax service for submitting a FOIA request, keep security, reliability, and compliance at the top of your list. Make sure the service uses encryption to protect your documents and offers HIPAA-compliant options if you're sending sensitive information. This helps ensure your submission meets federal guidelines.

Also, look for services with clear pricing, real-time delivery tracking, and automatic retries to prevent delays. Opt for platforms that handle common file types like PDFs and DOCX files and provide user-friendly features, such as pay-per-fax options or no account registration. Having access to a responsive customer support team can be a lifesaver if any issues arise during the process.