If you are thinking of visiting a distant research facility, it may be a huge waste of time if they do not have the kind of records you are seeking, or if they restrict access. What information do they need to do a records search for you? Do they carry the specific type of document you are seeking? You can write ask if you (or they) can photocopy the records you find. Write to find out what hours and days they are open, and the costs of copies and of official records. What type of payment will they accept?
Older relatives may be more receptive to questions in a letter, and who knows, you may discover a love of the handwritten word yourself.
Finally, if you have done your homework, you will know what you need in order to request records by mail. Here are some things to keep in mind when writing:
• Keep your request brief, polite, and to the point.
• Include spelling variations if they are likely.
• Only request two, MAYBE three, records at a time.
• Remember to include payments (or a donation if writing for church records).
• Include a self-addressed, stamped envelope (SASE).
• Put your return address on the request letter and the envelope in which you mail it.
• Include your daytime phone, email or fax number, this may save weeks if there are issues with your request!
Here is an example (which I would double space):
Date, return address and contact info.
Dear Town Clerk,
I am writing for an official copy of the marriage record for:
Peter BRAWN b. about 1776 in MA. And
Catherine (Katherine) BECKIE (Also spelled BECKY or BAIKIE) b. 1778 in Madison, ME.
The marriage would have taken place between 1790–1792.
I have enclosed a postal money order for $10, and a self-addressed stamped envelope for your reply. I may be reached at ninabrawn@gmail.com or the above address and phone number if you have any questions.
Thank you for your consideration.
The more requests you place in one letter, the bigger chance of one with a problem, which could delay all your records. Also, if your letter is too long, it may get put aside until the clerk “has more time”. It may take weeks for most records, but check on it if you haven’t heard back in a couple of months.
Finally, if you are asking for a nice certified copy of a document, remember that it will be folded to fit into whatever size envelope you send them, so you may want to spend the extra postage (on both the sending envelope and your SASE) to send a large enough return envelope to keep it flat.
Good luck and have fun!
Editor’s note: This regular column is sponsored by the Aroostook County Genealogical Society. The group meets the fourth Monday of the month except in July and December at the Cary Medical Center’s Chan Education Center, 163 Van Buren Road, Caribou, at 6:30 p.m. Guests and prospective members are always welcome. FMI contact Edwin “J” Bullard at 492-5501. Columnist Nina Brawn of Dover-Foxcroft has been doing genealogy for over 30 years, is a freelance genealogy researcher, speaker and teacher. Reader e-mails are welcome at ninabrawn@gmail.com.
