22 C.F.R. § 171.4
Requests for information—types and how made
(a) General information. (1) Prior to filing a request for records, please determine if the information you are seeking is already available on the Department's website (www.state.gov) or the FOIA Library (https://foia.state.gov/FOIALIBRARY/FOIALIB2.aspx).
(2) Requests for records made in accordance with this part must be made in writing via the Department's FOIA website (https://foia.state.gov/), the National FOIA Portal (www.foia.gov), or by mail to the component address as listed on the Department's FOIA website. A request will receive the quickest possible response if it is addressed to the FOIA office of the component that maintains the records sought. A list of the Department's components that accept FOIA requests, including descriptions of the types of records maintained, as well as FOIA contact information can be found at https://foia.state.gov/.
(3) Requesters must provide contact information, such as their phone number, email address, and/or mailing address, to assist the Department in communicating with them and providing released records.
(4) Requests for records of the OIG must be made in writing via the National FOIA Portal (www.foia.gov), email, or mail. Guidance and contact information are available on the OIG's website at www.stateoig.gov/foiarequest.
(5) The requester should provide the specific citation to the authority under which he or she is requesting information (e.g., the FOIA, the PA, or Mandatory Declassification Review (MDR) under the current Executive Order on classification). This will facilitate the processing of the request.
(b) Description of records sought. Although no particular format is required, a request must reasonably describe the Department record(s) that the requester seeks. Requesters must describe the records sought in sufficient detail to enable agency personnel to locate them with a reasonable amount of effort. To the extent possible, requesters should include specific information that may assist the Department in identifying the requested record(s), such as the bureau or office; date or timeframe; title or name of the custodian, author, or recipient; subject matter; case number; or file designation reference number. Requests for visa records should include the following information for the applicant and, if applicable, the petitioner: full name, as well as any aliases used; current address; email; and date and place of birth (including city, state, and country). Additional information describing the records sought will assist the Department in properly identifying the responsive records and in processing the request. If after receiving a request the Department determines that the request does not reasonably describe the records sought, the Department will inform the requester that the request is insufficient and shall inform the requester what additional information is needed or why the request is otherwise insufficient. If a request does not reasonably describe the records sought, the agency's response to the request may be delayed. Any records provided in response to a request will be provided in the form or format requested if a releasable form of the records is readily reproducible in that form or format. Before submitting their requests, requesters are encouraged to contact the component's FOIA contact or FOIA Public Liaison to discuss the records they seek and to receive assistance in describing the records or narrowing the scope of their request.
(c) Privacy Act versus FOIA. While the Department makes every effort to provide the greatest possible access to all requested records regardless of the statute(s) under which the information is requested, the following guidance is provided for the benefit of requesters:
(1) The Freedom of Information Act applies to requests for records concerning the general activities of government and of the Department in particular (see subpart B of this part).
(2) The Privacy Act applies to requests from U.S. citizens or lawful permanent residents for records about them that are maintained by the Department in a system of records retrievable by the individual's name or personal identifier (see subpart C of this part).
(3) Requests made by individuals for records about themselves under the Privacy Act of 1974, 5 U.S.C. 552a, are processed in accordance with the Department's Privacy Act regulations in subpart C, as well as under this subpart. Information in such records will be withheld only if it is exempt from access under both laws; if the information is exempt under only one of the laws, it will be released. Responsive records that are not maintained in a Privacy Act system of records are processed only under the FOIA.
(4) A requester who requests records about himself or herself must comply with the verification of identity requirements as set forth in § 171.22 of Subpart C (the Privacy Act Provisions) of this part in order for the request to be processed.