Submitting a Freedom of Information (FOI) request is a powerful way to access information held by public authorities, but knowing the correct process is key to getting a swift and useful response. To ensure your application is legally valid, you should address it directly to the specific public body (such as a council, government department, or NHS trust) and, crucially, describe the information you require in writing.
Read the full guide below or read the quick 60 Second Solution.
What is a Freedom of Information Request?
Step-by-Step Guide to Submitting a Freedom of Information Request
Freedom of Information Request Template
Tips for an Effective Freedom of Information Request
Organisational Responsibilities and Timeframes
After Submitting Your Freedom of Information Request
What is a Freedom of Information Request?
Legal Framework
The Freedom of Information Act 2000 provides:
- Public access rights to information held by public authorities
- Legal requirements for authorities to respond within set timeframes
- Appeal processes if requests are refused or ignored
- Exemptions for certain types of information
Who Can Make a Request?
- Any individual worldwide can make an FOI request to UK public authorities (Guide - GOV.UK)
- No requirement to be a UK citizen or resident
- No need to explain why you want the information
- Companies and organisations can also make requests
Step-by-Step Guide to Submitting a Freedom of Information Request
Step 1: Identify the Right Authority
- Determine which public body holds the information you need
- Check if they're covered by the Freedom of Information Act
- Find their specific FOI contact details
- Research if the information is already publicly available
Step 2: Choose Your Submission Method
Online Form:
- Some authorities have dedicated FOI request forms on their websites
- Often the fastest and most efficient method
- Provides automatic confirmation of submission
Email:
- Direct to the authority's FOI team or general inbox
- The email address can usually be found at the authority’s website
- Include "Freedom of Information Request" in the subject line
- Keep a copy of your sent email
Written Letter:
- Formal written request to the authority's address
- Include your return address for the response
- Consider using recorded delivery for proof of posting
Step 3: Write Your Request
Essential Elements to Include:
- Your name and contact details (email or postal address)
- Clear description of the information you want
- Specific time periods or date ranges
- Preferred format for response if relevant
- Reference to the Freedom of Information Act 2000
Freedom of Information Request Template
[Your Name]
[Your Address/Email]
[Date][Public Authority Name]
[FOI Officer/Contact Person]
[Authority Address]Freedom of Information Act 2000 Request
Dear FOI Officer,
I am writing to make a request under the Freedom of Information Act 2000.
I would like to request the following information:
[Clearly describe the information you want, including:
- Specific documents or data
- Time periods
- Departments or areas
- Format preferences if relevant]
If any of this information is not available, I would be grateful if you could advise what related information is available.
Please provide the information in [specify format: electronic/hard copy] if possible.
I understand that under the Freedom of Information Act, you should respond within 20 working days.
Yours faithfully,
[Your Name]
Tips for an Effective Freedom of Information Request
- Use clear, precise language
- Break down complex requests into specific questions
- Mention specific documents or data types if known
- Include relevant timeframes
- Avoid overly broad or vague descriptions
Organisational Responsibilities and Timeframes
Response Timeframes
- Authorities must respond within 20 working days
- Day 1 is the first working day after they receive your request
- They can extend this for complex or voluminous requests
- They must inform you if they need more time
Common Exemptions
Authorities may withhold information if it falls under exemptions including:
- Personal information about other individuals
- Information intended for future publication
- Law enforcement and criminal investigations
- Commercial interests and trade secrets
- National security and defence
Costs and Fees
- Most FOI requests are free of charge
- Authorities can refuse if costs exceed £600 for central government
- £450 for other public authorities
- They should help you refine your request to reduce costs
After Submitting Your Freedom of Information Request
Possible Outcomes
- Full compliance with your request
- Partial information with valid exemptions
- Request for clarification or additional verification
- Refusal with justification for denial
If Your Request is Refused
- The authority must explain which exemption applies
- They should consider the public interest test
- You have the right to request an internal review
- You can appeal to the Information Commissioner's Office (ICO)
Making a Complaint to the ICO
If the organisation fails to respond adequately:
- Complain to the ICO within three months
- Provide evidence of your request and their response
- Explain why you believe they've breached data protection law
- Specify what outcome you're seeking
Last reviewed: 16/03/2026
60 Second Solution
Step 1: Check & Research
- Identify the Authority: Find the specific public body that holds the information you need.
- Research First: Check if the information is already published on their website or a platform like WhatDoTheyKnow.com.
Step 2: Write Your Request
You can email or use an online form. Your request must include:
- Your name and a contact address (email is fine).
- A clear, specific description of the information you want.
Use this simple template:
"Dear [Authority Name],
I am making a request under the Freedom of Information Act 2000.
Please provide [clearly and specifically describe the information you want, including relevant dates or documents].
Yours sincerely, [Your Name]"
Step 3: Submit and Wait
- Send your request to the authority's general or FOI email address.
- By law, they must respond within 20 working days.
Step 4: Understand the Response
The authority might:
- Provide the information.
- Refuse, citing a legal exemption (they must tell you which one).
- Ask you to clarify your request.
If You're Unhappy or Get No Reply:
- Ask the authority for an internal review.
- If still unresolved, you can appeal to the Information Commissioner’s Office (ICO), the independent regulator.
Remember: You don't have to say why you want the information, and it is almost always free. Be specific to get the best results.