How to File a Public Records Request in Orlando, Florida

What Is the Florida Public Records Law?

The Florida Public Records Law, codified in Chapter 119 of the Florida Statutes (§§ 119.01 through 119.15) and reinforced by Article I, Section 24 of the Florida Constitution, establishes one of the broadest government transparency frameworks in the country. The law guarantees every person — regardless of citizenship, residency, or stated purpose — the right to inspect and copy public records held by state, county, and municipal agencies, including the City of Orlando.

Under Florida Statute § 119.011(12), a 'public record' is defined broadly to include any material made or received by an agency in connection with official business, regardless of physical form. This covers a wide range of documents: meeting minutes, building permits, city contracts, emails, text messages, audio and video recordings, photographs, data files, financial reports, inspection logs, and more.

Major exemptions are found in § 119.071 and related statutes. They include active criminal intelligence and investigative information, personal identifying information for certain public employees and crime victims, medical and mental health records, attorney-client communications, and security system plans. When an exemption applies to only part of a record, the agency must redact just that portion and release the remainder. The burden falls on the City of Orlando to justify any withholding by citing a specific statutory exemption.

Read the full text of the Florida Public Records Law (Chapter 119, Florida Statutes (§§ 119.01 through 119.15))

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

How to Submit Your Request

The City of Orlando accepts public records requests through its official NextRequest online portal at records.orlando.gov, which is the fastest and most trackable method. From the portal, click 'Make Request,' describe the records you are seeking, and submit — you will receive automated status updates as your request is processed. You may also submit requests by email to [email protected], by mail to the City Clerk's Office at 400 South Orange Avenue, 2nd Floor, Orlando, FL 32801, or in person at City Hall during regular business hours. Florida law does not require requests to be in writing, but a written submission — especially through the online portal — creates a clear record of what was requested and when, and helps ensure timely, accurate fulfillment.

What to Include in Your Request

• A clear, specific description of the records you are seeking (dates, document type, department, subject matter)
• Your preferred format for receiving records (digital PDF, printed copies, electronic files)
• Your contact information — name, email address, and/or phone number — so staff can follow up
• Your preferred delivery method (email, mail, or in-person pickup)
• A fee threshold — state the maximum you are willing to pay before wanting an estimate
• Any relevant date ranges, case numbers, project names, or other identifiers to narrow the search
• Note: Florida law does not require you to provide your name or reason for the request, but contact information helps staff respond efficiently

Response Deadlines and What to Expect

Unlike many states that impose a fixed number of days for agencies to respond, Florida's Public Records Law does not set a specific deadline. Under § 119.07(1)(a), records must be made available for inspection 'at any reasonable time.' Under § 119.07(1)(c), the custodian must acknowledge requests promptly and respond in good faith — a good faith response includes making reasonable efforts to determine whether the record exists and, if so, where it can be accessed.

What counts as 'reasonable' depends on several factors: the nature and scope of the request, the volume of records involved, the personnel required to locate and review them, and the information technology resources needed. A simple, narrow request for a specific document may be fulfilled within days. A broad or complex request requiring extensive searching, review for exempt information, and redaction may take weeks.

If the City of Orlando determines that fulfilling your request will require extensive use of information technology resources or more than a threshold level of clerical or supervisory assistance, it may charge a special service fee under § 119.07(4)(d), in addition to standard copying fees. The City should notify you of anticipated costs before proceeding so you can decide whether to narrow or proceed with the request.

For standard paper copies, Florida law caps the fee at $0.15 per one-sided page and up to $0.20 per two-sided page. Certified copies may cost up to $1.00 each. There is no charge for merely inspecting records without copying. The City does not currently publish a separate municipal fee schedule beyond what is prescribed by state statute.

What to Do If Your Request Is Denied or Delayed

Florida's Public Records Law is one of the strongest in the country, but that doesn't mean every request is fulfilled quickly or completely. If you believe the City of Orlando has unlawfully denied, withheld, or unreasonably delayed your request, you have several meaningful options.

First, understand that Florida has no formal administrative appeal process within city government. There is no internal appeal board or ombudsman with binding authority at the state level. However, the Florida Attorney General's Office — through its Government-in-the-Sunshine resources — can offer informal guidance and mediation assistance for public records disputes.

The primary legal enforcement mechanism is a civil action filed in circuit court. Under Florida Statute § 119.12, if a court determines that an agency unlawfully refused to permit access to a public record, the court shall award the requester reasonable attorney fees and costs against the agency — provided the requester gave the agency written notice of the unlawful refusal at least 5 business days before filing suit. This pre-suit notice requirement is critical: skip it and you may lose your right to fee recovery.

When the City withholds records, Florida law requires the custodian to state the specific statutory exemption that justifies the withholding under § 119.07(1)(e). If you receive a denial without a specific citation, that itself may be a legal deficiency. A knowing and willful violation of Chapter 119 is a first-degree misdemeanor under § 119.10.

Practically speaking, many delays resolve with a polite follow-up. If a request has gone unanswered for more than two weeks without explanation, escalate through the steps below.

Steps to Appeal

1. Follow up with the City Clerk's Office by phone at (407) 246-2251 or email at [email protected] to check the status of your request and establish a clear written trail.
2. If the City cites an exemption, research the specific statute cited. Many exemptions are narrower than agencies apply them — if the exemption does not apply, say so in writing and request reconsideration.
3. Contact the Florida Attorney General's Office for informal guidance and possible mediation assistance through its Government-in-the-Sunshine resources at myfloridalegal.com.
4. Send a formal written demand letter to the City Clerk citing Florida Statute § 119.07 and § 119.12, stating that the records have been unlawfully withheld and that you intend to seek court enforcement if not resolved within 5 business days. This letter starts the pre-suit notice clock required by § 119.12.
5. Consult an attorney experienced in Florida public records law. The Brechner Center for Freedom of Information at the University of Florida is a helpful resource for finding legal guidance.
6. File a civil action in Orange County Circuit Court to compel disclosure under Chapter 119. If the court finds an unlawful refusal, it shall award reasonable attorney fees and costs against the City under § 119.12.
7. Note: A knowing violation of Chapter 119 by a public officer or employee is a first-degree misdemeanor under Florida Statute § 119.10, which can be reported to the State Attorney's Office.

Types of Records You Can Request from Orlando, Florida

The City of Orlando generates a wide variety of public records across its departments and agencies. Below are examples of documents commonly requested from city government — most are available through the City Clerk's Office or via the NextRequest portal at records.orlando.gov.

• City Council meeting minutes, agendas, and supporting materials
• City budget documents, financial reports, and audits
• Contracts, procurement records, and vendor agreements
• Building permits, zoning applications, and code enforcement records
• Orlando Police Department incident reports and arrest records
• City employee salary and compensation records
• Development agreements, land-use plans, and site plan approvals
• City-owned property leases and real estate records
• Mayor and City Commissioner correspondence and emails
• Infrastructure project records, engineering reports, and inspection logs
• Environmental and stormwater management records
• City lobbyist registration forms and activity reports
• Ordinances, resolutions, and municipal code amendments
• Grants received and disbursements made by city departments
• Orlando Fire Department incident and inspection reports

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

Tips for Effective Public Records Requests in Orlando