The article provides email templates for agencies responding to former federal employees' requests for Official Personnel Folders (OPF). Options 1 and 2 direct employees to request records from the National Personnel Records Center (NPRC), with Option 2 being more concise. Option 3 is for when the agency still holds the records and will process the request. Templates reference a Post-Separation FAQ for additional support - the FAQ link is not embedded in the templates and must be manually linked to the emails.
Former federal employees may contact agencies for their records after leaving federal service. Once an employee has left federal service, the agency should send all employee records to NPRC.
This article contains email templates to assist agencies in replying to records requests submitted by former federal workers.
The first two options are designed for responses when the records have been sent to NPRC. Option 2 is shorter and provides only the essential information.
Agencies may use the third option to respond to the request if the records are still in the agency's custody.
The templates reference the Post-Separation FAQ, which must be manually linked from the email that you send.
Option 1:
Subject: Request for Official Personnel Folder (OPF)
Dear [Employee Name],
Thank you for your inquiry regarding your Official Personnel Folder (OPF).
As a former federal employee, you must submit OPF requests directly to the National Personnel Records Center (NPRC), the official repository for personnel records of individuals no longer employed by the federal government.
Please use the following link to access the National Archives website: Linked Here. Scroll to “How do I submit a written request for copies of records?” and follow the provided instructions to ensure timely processing. NPRC’s contact information is also available on the site.
For additional assistance, please see the attached “Post-Separation OPF Requests – Frequently Asked Questions” or contact us at [Insert Contact Email/Phone Number]. Thank you,
[HR Professional/Agency HR Department]
Option 2:
Subject: Request for Official Personnel Folder (OPF)
Dear [Employee Name],
As a former federal employee, OPF requests must be submitted to the National Personnel Records Center (NPRC).
Submit your request using this link. Scroll to “How do I submit a written request for copies of records?” and follow the instructions.
For additional assistance, please see the attached Post-Separation FAQ or contact us at [Insert Contact Email/Phone Number].
Thank you,
[HR Professional/Agency HR Department]
Option 3:
Dear [Employee Name],
Thank you for your inquiry regarding your Official Personnel Folder (OPF).
Our records indicate that we are still in possession of your OPF. We will process your request and provide a response within [Please follow your agency’s policy on response timeframes for these requests].
If you have additional questions or need further assistance regarding your OPF request, please contact [Insert Contact Name or Department] at [Insert Contact Email/Phone Number].
If your OPF is transferred to the National Personnel Records Center (NPRC), prior to us processing your request, we will provide you with instructions on how to request your OPF from NPRC.
For additional assistance, please see the attached Post-Separation FAQ.
Thank you,
[HR Professional/Agency HR Department]
[Agency Name]