A precise enquiry helps staff identify a collection or copy. Prepare verified information before contacting the service instead of sending your entire tree.
The method, step by step
- Check that the service holds the relevant location, period and series. Read its catalogue and contact instructions; a national archive does not necessarily hold every local record.
- State one person, event and date range. Separate established facts from hypotheses, include a known reference and list searches already completed.
- Specify the requested result: guidance, reference confirmation or a copy of an identified record. Ask about ordering conditions and a quotation before paid work.
- Record the date, service, enquiry and reply in your log. Preserve referrals to other repositories. Interpret a negative reply within the scope actually checked.
Request a copy with a precise reference
- Separate a copy request from a request for guidance. With a reference, state collection, identifier, record, date and pages. Otherwise give a focused question, place, period and searches already made, then ask which finding aid to consult.
- Ask about cost, format and restrictions before confirming reproduction. Options depend on repository and record; an online description does not guarantee a copy.
- “Not held here” identifies a repository limit, not the record’s nonexistence. Log the response and suggested repository; no response supports no documentary conclusion.
Record in your research log
- Question
- reference
- period
- service
- reply
- next action.
Frequently asked questions
What should an archive enquiry include?
One person, event, location, date range, known references and completed searches. State whether you need guidance or a copy of an identified record.
Sources & references
- FranceArchives ↗ (Resource review date : )
- The National Archives ↗ (Resource review date : )
- National Archives and Records Administration ↗ (Resource review date : )
- National Archives — How to Obtain Copies of Records ↗ (Resource review date : )