Washington State Personnel File Request Letter Generator
Generate Your Washington Personnel File Request Letter
Use the form on this page to create a complete, lawyer-drafted* request letter you can send to your employer. It is based on RCW 49.12.250 and the 2025 update in SHB 1308.
What this form does
- Builds a personalized personnel file request letter in minutes
- Cites the correct Washington law and the 21-day deadline
- Asks for a written discharge statement if you are a former employee
- Tells the employer where and how to deliver your records
- Includes a 5-day notice of intent to take legal action if there is no response after the deadline
- You will receive an email with your letter ready to be printed and mailed.
Who can use it
- Current Washington employees
- Former Washington employees who left a job within the last three years
- Authorized representatives such as an attorney, union representative, or family member
How it works
- Complete the form with your contact information, employer details, and whether you are a current or former employee.
- Choose your options to include the discharge statement request if needed and select your preferred delivery method for records.
- Generate your letter and and receive it by email.
- Send it to your employer by email and mail. Keep proof of when it was sent.
- Track the timeline. Employers must provide the file within 21 days of receiving your request.
What you are entitled to receive
When you submit the letter, you are asking for a free copy of your personnel records within 21 calendar days. This typically includes:
- Job application materials such as your resume and application
- Performance reviews and job performance records
- Disciplinary records, including write-ups and warnings
- Leave and accommodation records, including FMLA and disability documentation
- Payroll records such as rates of pay, hours worked, and wages earned
- Employment agreements such as contracts, non-competes, offer letters, and commission terms
- Other documents your employer normally keeps in personnel files, like training certificates or commendations
- Former employees can also request a signed statement that lists the effective date of discharge and the reason for termination, or confirms that no reason was given.
Timelines, costs, and enforcement
- Employers must provide your personnel file within 21 calendar days at no cost.
- If there is no response, the letter includes a 5-day written notice before legal action.
- Washington law allows employees to seek statutory damages for late responses, plus attorney’s fees if you win in court.
If you find errors in your file
You may ask your employer to correct irrelevant, mistaken, or outdated information. If the employer disagrees, you have the right to submit a written rebuttal that must be attached to your official file.
- Current employees can do this once per year.
- Former employees can submit corrections for two years after leaving.
Frequently asked questions
No. The law requires employers to provide a copy at no cost.
21 calendar days from the day your request is received.
Yes. You can authorize an attorney, union representative, or another person to submit or receive records for you.
The law does not require employers to create records they do not maintain, but they must provide copies of all personnel records they do keep.
You may send the 5-day notice contained in this letter and consider filing suit in Washington superior court. The law provides statutory damages and attorney’s fees if you prevail.
Disclaimer:
*This tool generates a letter using lawyer-drafted language but is not legal advice. Using this form does not create an attorney-client relationship. If you have questions about your specific situation, consider speaking with a Washington employment attorney.
For more information on how your data will be handled, please visit https://www.rekhiwolk.com/privacy/
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Tips for using the form
- Use a personal email address you check regularly.
- If you moved, confirm a mailing address where you can receive records securely.
- Save a copy of everything you send and receive, including timestamps.
- If you are a public employee, your request may be handled under Washington’s Public Records Act, but you still have the right to these records.
What you will receive from this page
- A ready-to-send letter addressed to your employer
- Clear delivery instructions for email and mail
- Language that cites RCW 49.12.250 and SHB 1308
- Optional wording that requests a written termination reason
- A built-in reminder of the 21-day deadline and 5-day notice period
Ready to create your letter? Complete the form to generate your Washington personnel file request now.
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