How to File a Public Records Request in Chandler, Arizona

What Is the Arizona Public Records Law?

The Arizona Public Records Law, codified at A.R.S. §§ 39-121 through 39-161, establishes the public's right to inspect and obtain copies of government records. Under A.R.S. § 39-121, "public records and other matters in the custody of any officer shall be open to inspection by any person at all times during office hours." The law applies broadly to any state, county, city, town, school district, or tax-supported entity in Arizona.

Public records include virtually any document with a "substantial nexus" to government activity — a standard established by the Arizona Supreme Court in Griffis v. Pinal County (2007). This broad definition encompasses meeting minutes, emails, contracts, permits, budgets, police reports, inspection records, and correspondence related to official business. Records do not need to be in paper form; electronic documents, including emails and text messages related to public business, qualify.

Key exemptions include records made confidential by statute (over 300 Arizona statutes address confidentiality), records whose disclosure would invade personal privacy in a way that outweighs the public interest, and records whose release would be detrimental to the best interests of the state. Attorney-client privileged materials and certain law enforcement investigative records may also be withheld. The burden of justifying any withholding falls on the government — not the requester.

Read the full text of the Arizona Public Records Law (Arizona Revised Statutes Title 39, Chapter 1, Article 2 (A.R.S. §§ 39-121 through 39-161))

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

How to Submit Your Request

The City of Chandler accepts public records requests through its City Clerk's Office. You can submit a written request by mail to P.O. Box 4008, Mail Stop 606, Chandler, AZ 85244-4008, or deliver it in person to City Hall at 175 S. Arizona Ave., 1st Floor, Chandler, AZ 85225. The City also maintains an Archived Records Portal where you can search for city ordinances, resolutions, election records, and City Council meeting agendas and minutes online at no cost. For Development Services records (building permits, zoning documents), contact that department directly at (480) 782-3000. For police records, contact the Chandler Police Department Records Unit at (480) 782-4001 or submit an online request through the Police Department's website. Arizona law does not require a specific form, but the city requests that all submissions be in writing with detailed descriptions of the records sought.

What to Include in Your Request

• Your full name and contact information (mailing address, email, phone number)
• A clear and specific description of the records you are requesting
• Relevant date ranges to narrow the scope of your request
• Names of individuals, departments, or projects related to the records
• Your preferred format for receiving records (electronic or paper copies)
• A statement indicating whether the request is for a commercial or non-commercial purpose
• Any case numbers, permit numbers, or reference numbers if available

Response Deadlines and What to Expect

Arizona is unusual among states in that it does not impose a specific numeric deadline for responding to public records requests. Instead, A.R.S. § 39-121.01(D)(1) requires that the custodian of public records "promptly furnish" requested copies, printouts, or photographs. Arizona courts have interpreted "promptly" to mean "quick to act or to do what is required" or "done, spoken, etc., at once or without delay."

Importantly, under A.R.S. § 39-121.01(E), if a custodian fails to promptly respond to a request for production of a public record, access is legally deemed denied — which triggers the requester's right to file a special action in superior court. This means there is no built-in grace period for indefinite delay.

In practice, the City of Chandler's Development Services Department states that non-commercial requests are typically processed within 10 working days, unless the request involves an unusually large number of records. Police records typically have a processing time of 7 to 10 business days. Complex requests involving records from multiple departments, large volumes of documents, or records requiring legal review and redaction may take longer.

Regarding fees, inspection of records in person is free. The City charges a reasonable fee to cover reproduction expenses for copies. Police report copies cost $5 for the first 50 pages and $0.15 per page thereafter. Body-worn camera footage costs $46 per video hour reviewed. Checks should be made payable to the City of Chandler. Always ask for a fee estimate before the city begins processing your request.

What to Do If Your Request Is Denied or Delayed

If the City of Chandler denies your public records request or fails to respond promptly, you have legal options. Under A.R.S. § 39-121.01(E), a failure to promptly respond is treated as a denial of access, meaning you do not have to wait indefinitely before taking action.

Common reasons for denial include claims of confidentiality under one of Arizona's 300-plus statutory exemptions, privacy interests that the city argues outweigh the public's right to know, or a determination that disclosure would be detrimental to the best interests of the government entity. The city may also deny inspection of records that are made confidential by state or federal law. However, the burden of justifying withholding is always on the City — not on you.

Before pursuing formal legal action, it is often productive to contact the City Clerk's Office or the specific department that handled your request to discuss the basis for the denial and explore whether a narrower request or partial disclosure might resolve the issue. The Arizona Ombudsman-Citizens' Aide can also investigate complaints about public records access for free, though the office cannot compel production.

If informal efforts fail, A.R.S. § 39-121.02 allows you to file a special action in Maricopa County Superior Court. If you substantially prevail, the court may award attorney fees and other legal costs. Additionally, A.R.S. § 39-121.02(C) provides a separate cause of action for damages if you are wrongfully denied access to public records.

Steps to Appeal

1. Contact the City Clerk's Office at (480) 782-2181 to discuss the denial and request a written explanation of the legal basis for withholding records.
2. Ask the City to provide an index of withheld records and the specific statutory exemption cited for each, as required by A.R.S. § 39-121.01(D)(2).
3. If the denial involves police records, contact the Chandler Police Department Records Unit at (480) 782-4001 to discuss the specific basis for the denial.
4. File a complaint with the Arizona Ombudsman-Citizens' Aide at [email protected] or (602) 277-7292. The Ombudsman can investigate and mediate at no cost to you.
5. Consult with an attorney experienced in Arizona public records law to evaluate the strength of your case before filing suit.
6. File a special action in Maricopa County Superior Court under A.R.S. § 39-121.02(A). If you substantially prevail, the court may award attorney fees and legal costs under A.R.S. § 39-121.02(B).
7. If you were wrongfully denied access, pursue a separate claim for damages under A.R.S. § 39-121.02(C), which provides a cause of action against the officer or public body.

Types of Records You Can Request from Chandler, Arizona

The City of Chandler maintains a wide range of public records across its departments, from the City Clerk's Office and Development Services to the Police Department, Fire Department, and Public Works & Utilities. Any record with a substantial nexus to government activity is presumed to be a public record.

• City Council meeting agendas, minutes, and resolutions
• Ordinances and municipal code amendments
• Building permits, inspection records, and certificates of occupancy
• Zoning applications and land use decisions
• City contracts, vendor agreements, and procurement records
• Annual budgets and financial audit reports
• Police incident and arrest reports
• Body-worn camera footage
• Fire department incident and inspection reports
• Code enforcement complaints and violation notices
• Public works and infrastructure project records
• Employee salary and compensation data
• Business license applications and registrations
• Campaign finance reports and election records
• City emails and correspondence related to official business

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

Tips for Effective Public Records Requests in Chandler