The Freedom of Information Act 2000 lets you request recorded information held by many public authorities.
FOI is for recorded information held by a public authority. You do not have to explain why you want it. The authority must usually confirm whether it holds the information and provide it unless an exemption or other provision applies.
FOI is not the right route for obtaining your own personal data - that is usually a subject access request. Environmental information may instead fall under the Environmental Information Regulations.
Key points
- Make the request in writing with your real name and an address for correspondence.
- Describe the recorded information clearly.
- The usual response period is 20 working days, subject to statutory variations.
- If refused, the authority should explain the exemption and your complaint/review rights.
Deadline and escalation route
FOI is a working-day system.
The ordinary response period is generally 20 working days. Weekends and relevant public holidays are not counted. Special rules can apply to some bodies, including schools, and a qualified exemption can create limited additional time while the public-interest test is considered.
What can you ask for?
Policies, emails, reports, statistics, minutes, contracts and other recorded information can be requested if held. FOI does not require an authority to create new information or answer a hypothetical question that is not already recorded.
FOI, SAR or EIR?
| Your own personal data | Usually SAR / data-protection right of access |
|---|---|
| Recorded public information | FOIA 2000 |
| Environmental information | Usually EIR 2004 |
Refusals and partial disclosure
Some exemptions are absolute; others require a public-interest test. Authorities may also redact exempt material and disclose the remainder. A refusal notice should identify the legal basis and explain it sufficiently.
In practice
- Ask for records, not explanations where no record may exist.
- Use date ranges, teams and subjects to make the request searchable.
- Keep the request and exact receipt date for deadline calculations.
What to do
A practical next-step plan
- Identify the public authority.
- Write a clear request for recorded information.
- Record the receipt date and 20-working-day deadline.
- Review any refusal or redaction against the cited exemption.
- Request an internal review where appropriate.
- Escalate unresolved FOI handling to the ICO.
Common traps
Things that often confuse the issue
- Using FOI for your own personal case file.
- Asking broad questions that require the authority to create an explanation.
- Assuming every organisation receiving public money is automatically subject to FOIA.
Evidence worth keeping
If refused, test the refusal rather than merely repeating the request.
A valid refusal should identify the exemption relied upon and, where relevant, explain prejudice and the public-interest balance. Absolute and qualified exemptions work differently. Ask for an internal review if you dispute the search, interpretation, exemption, cost estimate, public-interest test or delay, then consider the ICO route.
Useful review wording.
“Please conduct an internal review of the handling of my request. In particular, please reconsider [search/exemption/public-interest test/interpretation] and identify the evidence and statutory provision relied upon.”
Write the request so the information can be found.
- Describe the records, subject and date range.
- Name relevant departments or systems where that genuinely narrows the search.
- Avoid mixing a complaint narrative into the information request.
- Give your real name and an address for correspondence as required by FOIA.
- Ask for electronic copies where practical.
You do not normally have to explain why you want the information. If the authority asks for clarification, respond precisely and keep a record of when clarification was provided because timing can depend on it.
The basic deadline is prompt response and no later than 20 working days.
For most authorities, section 10 requires compliance promptly and no later than 20 working days after receipt. The clock starts when the authority receives the request, not when its FOI team eventually opens it. Limited variations apply, and a qualified-exemption public-interest test can justify a reasonable extension, normally no more than a further 20 working days.
Do not accept a vague holding response as the end of the matter.
Ask the authority to identify the exemption or statutory basis for any extension, the date it says the clock started and its target date.
Use FOI for recorded information held by a public authority: not for explanations that do not exist.
The Freedom of Information Act 2000 gives a right to request recorded information from public authorities covered by the Act. A request can ask for emails, reports, policies, statistics, minutes, correspondence or other recorded material. It does not require an authority to create a new explanation, answer a hypothetical question or give you your own personal data under FOI when the proper route is normally subject access.
| You want… | Usually use… |
|---|---|
| Your own case notes or personal records | Subject access/data protection |
| A council policy or internal guidance | FOI |
| Environmental monitoring, emissions or land information | Check EIR first |
| Why an officer personally thought something, if no record exists | FOI cannot force creation of a new explanation |
| Existing emails discussing the decision | FOI, subject to exemptions |
Official sources
Check the rules behind this guide
- Freedom of information guidance - ICO
- ICO: FOIA time limits ↗
- Legislation.gov.uk: Freedom of Information Act 2000 ↗
These are official or primary sources for this topic. Rules, scheme terms and deadlines can change, so check the live source before relying on a formal time limit or procedure.