IRS & agencies
How do I request my medical records by mail under HIPAA?
Updated · By the Certified Letter Online team
Send a written request to your provider's or health plan's medical records (HIM) office with your name, date of birth, the records you want, the format and where to send them. HIPAA lets providers require requests in writing if they tell you so, and they must act within 30 days of receiving your request, with one 30-day extension if they explain the delay in writing. They may charge only a reasonable, cost-based fee.
| Rule | Detail |
|---|---|
| Written request | May be required, if the provider tells you |
| Deadline | No later than 30 days after receipt |
| Extension | One extension of up to 30 days, with a written reason and new date |
| Fees | Reasonable, cost-based: copying labor, supplies, postage |
| Proof | Return receipt shows when the 30 days started |
What to include
- Full name, date of birth, patient or member ID, dates of treatment.
- Which records (for example, all records from January to June 2026, or imaging reports).
- Format (paper, PDF by email, portal) and delivery address.
- A copy of your ID if the provider requires it. Our records request template covers these.
If they don't respond
You can file a complaint with the HHS Office for Civil Rights. Keep your letter and USPS receipts.
This guide is general information, not legal advice. For your specific situation, a legal aid office or a licensed attorney in your state can tell you what applies.
Quick answers
Do I have to use the provider's form?
A provider can require a written request but shouldn't create unreasonable barriers. If it has a form, using it avoids delays; you can mail the completed form with us as an uploaded PDF.
Can I send a HIPAA records request by certified mail?
Yes. Certified with return receipt proves the date the provider received it, which starts the 30-day period.
Can they refuse because I owe a bill?
HHS guidance says a provider can't deny access because of an unpaid bill for services.
What to do next
Fill in the records request and we'll mail it Certified with return receipt for $17.99, so the 30-day clock is provable.
Request my recordsSources
- 45 CFR 164.524: Access of individuals to protected health information
- HHS: Individuals' right to access their health information
Checked: . General information, not legal advice. Fees and rules change: confirm current values at the official links above.