FoI: How to request information

The Freedom of Information Act gives you the right to ask to see, or to be provided with, a copy of any information we hold (subject to certain exemptions).  

 

For Freedom of Information

All requests for information under FOI must be made in writing. This can be via:

 

For environmental information

Please read the Environmental Information page.  

 

For personal information

Please see the Subject Access Request page.  

 

In all cases

In all cases, please clearly state what information you are requesting and in what format you would like the information. Though there is no limit to the scope of the information you may request, please note that the council may have the right to refuse requests under the Act's exemptions. In cases where the council holds only some of the information requested, we will respond as fully as we can. Should we need to redirect an enquiry to some other public authority you will be informed of this immediately.  

 

When will you get a response?

The council will normally be required to respond to your request within 20 working days from the date of receipt. However, this period can be extended in certain circumstances.   If there is a charge for the information, then the 20 working days will stop whilst payment is made. If the payment is not made within three months, we will not proceed with the request.   If we refuse to give you all or part of the information, we will write to you explaining why. The reason will be based on the exceptions in the regulations.

 

More information

Top tips

To make information requests as efficiently and effectively as possible, we suggest you take this approach:

  1. Search first. Public authorities publish a great deal of information. You may find what you’re looking for by searching online or looking at the website’s sitemap. If the information is already in the public domain, it may be quicker to find it than ask for it. For more tips, see "Searching for information" below.
  2. Keep it clear. Make your request as simple and straightforward as possible. Use simple language. Numbered lists or bullet-points might help you to structure your request. In general, try to make it as easy as possible for the public authority to understand what you want to receive.
  3. Be nice. Even if you’re dissatisfied with the organisation, try to put that to one side and focus on the information you want to receive. If possible, keep your information request separate from any ongoing email threads or complaints about wider issues.
  4. Read it twice. Before you send a request, take another look at it to make sure it’s clear and easy to follow. If you’re unsure, you could seek a second opinion from someone you know. They might spot something confusing that you can fix before you send the request. If the public authority has to ask you to clarify your request, it will take longer for you to receive the information you want.

Searching for information

The following resources could help you find the information you’re looking for.

  • Publication schemes, annual reports, policies and datasets published on public authorities’ websites. These kinds of documents explain who the organisation is, what they do, how they do it, and how they are performing. If you can’t easily find documents on their website, look for a sitemap, which may help.
  • Disclosure logs on public authorities’ websites. These allow you to read a public authority’s responses to previous information requests.
  • WhatDoTheyKnow is a public register of over 1 million information requests, and responses from thousands of public authorities.
  • Advanced searches of a public authority’s website. For example:
    • Use Google’s advanced search dashboard or similar facilities on other search engines.
    • Add “site:” to your search query (eg “annual report site:ico.org.uk”). 
    • Search for a specific file type in your search query. In Google it’s “filetype:” (eg “ICO annual report filetype:pdf”).
  • Previous website versions. Viewing historic snapshots of an organisation’s website may help you retrieve information which is no longer current. You can search for previous website versions using:
  • National regulators or other bodies. These organisations are likely to publish information they collect about the bodies they oversee. For example:
  • Academic journals, reports or articles. These might require a subscription, but may also be available through a local library, employer, professional body or education institution.  
  • Civil society organisations, expert researchers and journalists. Expert organisations and individuals publish research and opinion, and share information on social media