Bill Would Require Separated Feds to Receive Access to Personnel Files

When leaving a job, having access to your personnel file is critical for tasks like filing for unemployment and continuing health care coverage. 

Now, a new bill would ensure that federal employees receive access to their official personnel file when they are separated from federal employment, regardless of the reason.

It was introduced by Representative Julia Brownley (D-CA).

“I have heard from federal employees across multiple agencies who have been unable to access their personnel files or who have discovered serious errors in their personnel records with no clear way to correct them,” said Rep. Brownley. “Many were terminated after hours and immediately lost access to their electronic official personnel folders when they were required to return their government-issued devices on the spot. As a result, they were left without the paperwork they need to move forward with their lives, both professionally and personally.”

The Protecting Federal Employee Rights to Personnel Files Act of 2025 (H.R. 4440) would require agencies to provide a separated employee with a copy of their official personnel file, in electronic and physical form, no later than seven days after their date of separation. It would also require the Office of Personnel Management (OPM) to furnish personnel files within seven days. Plus, any employee who was separated before the legislation as enacted, is entitled to receive their file within 21 days from OPM. 

This policy change would apply to any separation of employment, whether from retirement, termination, changing federal agencies, or otherwise.

The legislation has received support from federal employee organizations.

“In recent months, numerous high-performing, skilled federal employees faced unwarranted termination by this administration. The process through which they were notified was chaotic and disorganized,” said National Treasury Employees Union (NTEU) National President Doreen Greenwald. “This bill goes a long way to ensuring they are equipped to face the uncertainty that comes with unemployment; passing it is a matter of common sense and basic respect.” 

Also supporting the bill is the Federal Managers Association (FMA).

However, FMA noted that mandating a physical copy of personnel files could drive up shipping and printing costs. They spoke with members who suggested adding an option to opt out of receiving a printed version. 

The legislation is currently pending before the House Committee on Oversight and Government Reform.