FOIA Request Template for SBA Records: Free Downloadable Guide

The Freedom of Information Act is one of the few tools that actually works against federal bureaucracies. If the SBA screwed you over, FOIA lets you see exactly what they have on file about your case—including internal communications, decision memos, and notes they never wanted you to see.

Will it fix your problem? Probably not. But it often reveals contradictions, errors, and evidence you need for appeals, congressional inquiries, or legal action. Knowledge is power, and FOIA gives you knowledge.

What You Can Request From the SBA

Under FOIA, you can request any "records" the SBA maintains. For loan applications, this includes:

Your complete loan file - Application, supporting documents, everything you submitted
Decision memos - Internal notes explaining why they approved or denied you
Quality review notes - If your file was reviewed for errors
Communications about your case - Emails between SBA employees
System logs - Records of what happened to your application and when
Complaint records - If you've filed complaints, what they did with them

            Pro Tip: The more specific your request, the faster you'll get results. Vague requests like "everything about the SBA" will be rejected or take forever. Target specific loan numbers, date ranges, or document types.
        

The Free FOIA Template

Copy this template and customize the bracketed sections with your information:

FOIA Request U.S. Small Business Administration 409 3rd Street, SW Washington, DC 20416 Email: foia@sba.gov Date: [TODAY'S DATE] Re: Freedom of Information Act Request Dear FOIA Officer: Pursuant to the Freedom of Information Act, 5 U.S.C. § 552, I request copies of the following records: 1. The complete loan file for Application/Loan Number: [YOUR LOAN NUMBER] 2. All internal communications, emails, and memoranda between SBA employees regarding this application 3. All decision documents, review notes, and quality assurance records related to this application 4. Any complaints filed regarding this application and their dispositions 5. System logs showing the processing history of this application The time period for this request is: [START DATE] to present. I am willing to pay reasonable duplication fees up to $[AMOUNT - suggest $50]. Please notify me if the fees will exceed this amount. I am requesting this information as [an individual seeking records about myself / a representative of the applicant business]. For identification purposes: - Full Name: [YOUR NAME] - Business Name: [BUSINESS NAME if applicable] - Loan/Application Number: [NUMBER] - Last 4 SSN: [XXXX] (for identity verification only) - Address: [YOUR ADDRESS] - Phone: [YOUR PHONE] - Email: [YOUR EMAIL] Please respond within 20 business days as required by law. Sincerely, [YOUR NAME] [YOUR SIGNATURE]

How to Submit Your FOIA Request

Option 1: Email (Fastest)

Send your request to: foia@sba.gov

Subject line: "FOIA Request - [Your Name] - [Loan Number]"

Option 2: Online Portal

Submit through FOIAonline.gov - creates a tracking number automatically.

Option 3: Mail (Slowest)

SBA FOIA Office, 409 3rd Street SW, Washington, DC 20416

What to Expect

Timeline: The SBA is legally required to respond within 20 business days. In practice, expect 30-90 days. Complex requests can take 6+ months.

Fees: The first 100 pages and 2 hours of search time are usually free. After that, expect $0.10-0.25 per page. Commercial requesters pay more.

Exemptions: The SBA will redact some information, including:

Other people's personal information
Trade secrets and confidential business information
Internal deliberative process (they abuse this one constantly)
Information that could compromise law enforcement

When They Deny or Delay

The SBA loves to delay FOIA requests. If they miss the deadline or give you an unsatisfactory response, you have options:

Administrative Appeal: Within 90 days of denial, appeal to the SBA's Office of General Counsel
FOIA Ombudsman: The Office of Government Information Services (OGIS) mediates disputes - ogis.archives.gov
Federal Court: You can sue to compel disclosure, but this requires a lawyer

            They Will Over-Redact: Agencies routinely black out more than legally required, hoping you won't challenge it. If key information is redacted, appeal. They often release more on appeal.
        

What to Do With Your Records

Once you get your FOIA response, look for:

Contradictions: Did they tell you one thing but write another internally?
Errors: Did they mis-enter information that affected your decision?
Timeline gaps: Where did your application sit for months with no action?
Missing documents: Did they lose something you submitted?
Policy violations: Did they follow their own procedures?

This evidence supports appeals, congressional inquiries, and sometimes legal action. At minimum, it lets you understand what actually happened to your case—something the SBA rarely explains on their own.

Sample Appeals Language

If they deny your request or over-redact, use this appeal template:

FOIA Appeal SBA Office of General Counsel 409 3rd Street, SW Washington, DC 20416 Date: [DATE] Re: Appeal of FOIA Request [TRACKING NUMBER] I appeal the [denial / partial denial / inadequate search] of my FOIA request dated [ORIGINAL REQUEST DATE]. The agency improperly [withheld responsive records / applied exemption [X] / failed to conduct adequate search] because: [Explain why their response was inadequate] I request that you reverse this determination and release all responsive records. Sincerely, [YOUR NAME]

Got Your Records? Share What You Found

Help others learn from your experience with the SBA.

Submit Your Story

FOIA Request Template: Getting Your SBA Records