City Records

Public Libraries

Public Libraries are the place to begin searching city records. 
Reference librarians are fountains of knowledge and it is wise to form a relationship with them, particularly at your main branch.  They are helpful and able to help you navigate your way around the records they can supply you with and best of all, this is a free resource.

Take advantage of the cardholder library, while a librarian would be hesitant to supply you with information held in their files, most are happy to address and mail a stamped postcard regarding your search. 

Keep in mind that most libraries are computerized now and this gives you access to library records across the country.

Law Libraries

Law Libraries are located near most courthouses and provide access to current literature on state and federal adoption and child relinquishing laws which may be of use to you and are another free resource.  Some of this information may be available on the internet but in this case, going to the source provides more up to date information.

Police Departments

Law enforcement departments are tied into the National Crime Information Center (NCIC) computers in Washington DC.  Some of this information is available to you due to the Freedom of Information Act (Public Law 5 USC 552A) and the Privacy Act of 1974 (Public Law 5 USC 552B)  Copies of both acts are available at your public library. 

Read them and don’t be afraid to cite either or both when needed.  (see our sample letters page for help with this)

Each state has a licensing bureau and most of the information regarding which types of businesses require permits or licenses is online. Go to the state governmental website and look for this information. 

City/county requirements vary greatly and a phone call to the city/town office should tell you which, if any of these types of city records you might be able to access

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Putting It All Together

Now that you know what agencies to use, the question becomes, what tools  do I use to contact them. 

Remember that you must respect your subject’s right to privacy in all correspondence. 

You have the right to search for someone, and they have the right not to be found. Their personal information should never be divulged to the people you talk to during your search. 

One of the best tools are a letter of inquiry along with an inquiry kit. 

Decide which public or private agency might have information and choose one of our sample letters.

These agencies could include:

• Veterans Administration
• Social Security Administraton
• a state vital statistics office
• an insurance company
• licensing bureau

 Most government agencies will not give you any information directly, but will usually forward to the subject the stamped postcard you will provide them with. 

• Write a short, clear letter of inquiry (*see sample letters) addressed to the director or supervisor of the agency.
• Enclose a copy of your subject profile and any information that would relate directly to the agency you are contacting, such as military background for the Veterans Administration.
• Enclose a plain, stamped postcard with  a short, clear message to your subject.  Include your contact information including phone number and leave the front of the card blank so that the agency can fill in the address. 

The letter of inquiry a subject profile and postcard make up an inquiry kit. 

It is best if you handwrite or print your letter and postcard because it will get the attention of the agency official quicker than printed material will.  Make sure it is legible. 

Handwritten letters seem more heartfelt and this will highlight the personal nature of your search.

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