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Midwest Transparency Audit

Because government operates best in the light.

General Info and Guidelines

For Sunshine Request

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Request Process

Three-Day Rule

Fees and Cost

  • No Reason Required: You do not have to provide a statement of purpose or explain why you want the records.

  • Format: While oral requests are technically allowed, it is highly recommended to submit requests in writing (email or letter) to create a clear paper trail. Agencies can ask you to use a specific form, but they cannot legally require it.

  • Custodian of Records: Every public governmental body is required to designate a "Custodian of Records" responsible for receiving and responding to these requests. The body must make this person's contact information available to the public.

The most critical timeline in the Sunshine Law is the three-day response rule:

  • The Deadline: The Custodian of Records must respond to a request as soon as possible, but no later than the end of the third business day following the date they received it. (Weekends and state holidays do not count).

  • What Constitutes a "Response": Fulfilling the timeline does not necessarily mean handing over the documents within three days. A legally valid response within that window can be:

    1. Providing the requested records.

    2. Providing a cost estimate for the request.

    3. A formal denial citing the specific statute that allows the records to be withheld.

    4. A notification of delay.

  • Rules for Delays: If the agency cannot produce the records within three business days (often due to the volume of the request or required redactions), they must explain the reason for the delay and give the earliest specific date and time when the records will be available

Denials
If a public body denies access to a record, they cannot simply say "no." They are required to provide a written statement within the three-day window that cites the specific statutory exemption (usually found under § 610.021 RSMo) that justifies closing the record.

Agencies are allowed to charge for records, but the Sunshine Law strictly caps these fees to prevent costs from being used as a barrier to transparency.

  • Copying: The agency can charge up to 10 cents ($0.10) per page for standard paper copies.

  • Labor: They can charge the average hourly rate of pay for clerical staff to duplicate the documents.

  • Research: They can charge the actual cost of research time required to fulfill the request, but the law dictates they must use the lowest-salaried employee capable of doing the search and copying.

  • Prepayment: An agency is legally authorized to request payment of these fees before they fulfill the request and produce the documents. If a requester does not pay the estimated fees within 90 days, the agency can consider the request withdrawn.

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