You can now sue to obtain your Employee Records!

New Washington Law Gives Employees Stronger Rights to Access Their Personnel Files

Washington State has passed a new law—effective July 27, 2025—that strengthens your right as an employee to access your personnel records and understand the reasons for your termination. This change brings clarity, accountability, and enforceable rights for workers across the state.

What’s in Your Personnel File?

The law now defines exactly what must be included in your personnel file, such as:

• Job applications and resumes

• Performance evaluations

• Disciplinary records (even if closed or resolved)

• Leave requests and accommodation documents

• Payroll and wage records

• Contracts, offer letters, and employment agreements

• Any documents your employer includes in your official employment file

This definition helps ensure that you have access to all relevant documents tied to your employment history.

Free and Timely Access to Your Records

You now have a clear right to receive a complete copy of your personnel file within 21 calendar days of your written request. Your employer must provide this copy free of charge.

Before this law, the timeline was vague and left too much discretion in the employer’s hands. Now, your access rights are firm, specific, and enforceable.

The Right to Know Why You Were Fired

If you were terminated, you can now request a signed statement from your employer explaining:

• Your official termination date

• Whether you were fired for a specific reason

• If so, the exact reasons behind your discharge

This statement must also be provided within 21 calendar days of your written request.

You Can Sue if They Don’t Comply

The law includes strong enforcement tools. If your employer ignores or delays your request, you can file a lawsuit after providing five days' written notice of your intent to sue.

The penalties for noncompliance are:

• $250 if the records aren’t provided within 21 days

• $500 if not provided within 28 days

• $1,000 if not provided within 35 days

• An additional $500 for other violations

You are also entitled to recover your attorneys’ fees and court costs.

Former Employees Are Covered Too

If you left your job within the past three years, you are still entitled to request and receive your personnel file and termination information under this law.

What This Means for You

This new law gives employees real power to hold employers accountable, especially in cases involving wrongful termination, retaliation, or workplace discrimination. Access to your employment records is often the first step toward enforcing your legal rights.

If your employer has refused to give you access to your personnel file or failed to explain your termination, you may have a strong legal claim. Our firm helps workers throughout Washington fight for transparency, fairness, and compensation.

Contact us today to learn how we can help protect your rights.