Top tips

12 December 2008

Before you start

• Look at the authority's Publication Scheme to see if the information you want is already published.
• For all but the simplest requests, consider making initial contact with the authority to discuss your request.
• Send your request directly to the right person or department - eg the planning department. Contact the authority's information officer or Freedom of Information Unit if you don't know who is responsible.
• If you think your request might involve a lot of records, discuss with the authority the best way to carry out the search - this could save you time and money.
• Keep a record of any phone conversations - the date, what was said, who you spoke to etc.
• Before you make a request think how quickly you need the information, whether you need it in a particular format and what type of information it is - eg environmental information.
• If you are requesting environmental information have a look at the authority's Charging Scheme to discover if you will be charged.

Drafting your request

• Focus your request. Asking for "all related files" risks excessive costs and delay.
• Be specific. Give the authority as much information as possible.
• Limit the period of your request - eg reports between 2005 and 2007.
• Let the authority know if there's information you need quickly. They can release some information to you before they have found everything you require. If the information is needed quickly tell the authority and set them a deadline. They have a duty to respond as soon as possible and to take your deadline into account.
• You don't have to explain why you want the information. The authority has a duty to advise and assist you.
• Consider asking the authority to send you a summary of the information. They are required to do so where it is reasonably practicable.

After your request

• Keep a copy of all correspondence to and from the authority. You'll need it if you appeal later.
• Make a note of the date you should have been sent the information so that you can follow it up promptly.

More detailed tips on requesting information are provided in our Handbook (DOC format - 878K).

If you have any tips to share please use our Discussion Forum