Pennsylvania operates under the Pennsylvania Public Records Law, which gives every person the right to inspect or copy government records. Follow the five steps below to submit a successful request:
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1
Identify the right agency
Records are held by the agency that created or maintains them — not a central repository. City records go to the City Clerk or city department; county records go to the County Clerk or relevant county office.
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2
Submit a written request
Requests must be in writing. Online portals, email, mail, or hand delivery are all accepted. Check the agency's website for an online portal or email address. Always include your name, contact information, and a precise description of the record (dates, names, case numbers if known).
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3
Wait for the statutory response window
The agency must acknowledge your request within the statutory window for Pennsylvania.
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4
Review the cost estimate and pay any fees
Standard fees are nominal for most routine records. Most agencies charge $0.10–$0.25 per page for paper copies; some provide digital copies free. Agencies must send a cost estimate before processing any request over $40.
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5
Appeal a denial or delayed response
If a request is denied, ask for the specific statutory exemption in writing. Most states have an administrative appeals process or an ombudsman office that can compel disclosure.
Not sure where to start? Use this directory to go directly to the right source for each record type.
Fees vary by record type and agency. Under the Pennsylvania Public Records Law, agencies may charge for the actual cost of copying, programming, or redacting records. Paper copies are typically $0.10–$0.25 per page. Certified copies (vital records, court documents) carry a fixed fee set by state statute. Agencies must provide a written cost estimate before processing any request likely to exceed $40.
Vital records (birth, death, marriage, and divorce certificates) are generally not public records in most states and are restricted to the named parties, immediate family, or authorized representatives.
- Birth & Death Certificates: Contact the city or county health department, or the Pennsylvania Department of Health/Vital Statistics.
- Marriage Records: File with the County Clerk; historical marriage indexes vary by state.
- Divorce Decrees: Held by the district or circuit court where the divorce was filed; search the county clerk's records portal.
Property records in County are held by the county assessor, recorder, or appraisal district. Typical sources include:
- County Assessor / Appraisal District: Owner name, assessed value, exemptions, parcel maps — usually searchable free online.
- County Recorder / Clerk: Recorded deeds, mortgages, liens, and plats — most counties offer free online document search.
- County Tax Office: Property tax statements, payment history, and tax lien information.
Most state public-records laws include exceptions for personal privacy, active law enforcement investigations, attorney-client privileged communications, and records sealed by court order. If your request is denied, ask the agency to cite the specific statutory exception in writing. You can then appeal to the state's oversight office (e.g., Attorney General, ombudsman, or state archives).