Who it’s for and what people take away
Adults and older teens who want to find out what a public body holds on a topic, with no legal or research background needed.
By the end, people can:
- check whether information is already published before making a request
- write a clear, specific request for public records and send it to the right body
- find the deadline, fee rules and review route that apply where they live, using official sources
- say what to do if a request is delayed, refused or only partly answered
Before the session
- Choose the country block that matches where you are teaching and print one copy of the handout with that block for each person. Read it closely: the deadlines and fees section of the session comes from it.
- Print the worksheet, one per person, and cut one set of the vague request cards (listed in the activity steps) for each pair.
- Look up how the local council or body that covers the venue takes records or freedom of information requests: an online form, an email address or a named officer. Note the web address to show on screen.
- If you can, find a published disclosure log, records portal or open data page for that body to show as an example of information that is already public.
- Test the projector and read the careful list below. This session is strictly nonpartisan.
You will need
- Projector or large screen, with internet access if possible
- Printed handout with the country block, one per person
- Printed worksheet, one per person, and pens
- Vague request cards, one set per pair
- Flip chart or whiteboard
Run sheet
60 minutes. Slide numbers refer to the deck.
Session timings| Starts | Length | What happens |
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| 0:00 | 5 min | Welcome and ground rulesSlides 1–2Welcome people, introduce yourself and Moraph for Good, go through the ground rules and hand out the worksheet.Say: “Public bodies hold a lot of information, and in many places you have a legal right to ask for it. Today is about how to ask well.” |
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| 0:05 | 10 min | What records are and who holds themSlides 3–5Explain what counts as a record, which kinds of bodies are usually covered, and why to check what is already published first. Show the local body’s published information or disclosure log if you found one.Say: “Before you ask, look. A lot of what people request is already online.” |
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| 0:15 | 10 min | Writing a good requestSlides 6–8Go through the parts of a clear request and the difference between asking for a record and asking a question. Write the parts on the flip chart.Say: “A narrow, specific request is usually answered faster than a broad one.” |
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| 0:25 | 20 min | Activity: from vague to specificSlides 9–10Run the activity in pairs, then take two or three rewritten requests from the room and improve them together on the flip chart.Say: “There are no wrong answers. We’re practicing being specific.” |
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| 0:45 | 10 min | Deadlines, fees and refusalsSlides 11–13Turn to the country block on the handout and read out the deadline, fee rules and review route for your country. Don’t add figures that aren’t on the handout.Say: “If you’re refused, the reply should say why. That isn’t always the end: there is usually a way to ask for a review.” |
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| 0:55 | 5 min | Questions and closeSlides 14–15Take questions, point to the worksheet’s request planner and the country block, and thank everyone.Say: “Keep a copy of every request and the date you sent it. It makes everything after that easier.” |
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From vague to specific
20 minutes, using the worksheet.
- Put people in pairs and give each pair a set of vague request cards: “Everything about the park.” “Why are the streetlights so bad on my road?” “All emails about the library.” “Information on the new pedestrian crossing.” “How much does the council spend?”
- Explain the checklist on slide 10: which body, what records, which dates, what format, and is it a question or a record?
- Give pairs 10 minutes to rewrite two cards as clear, specific requests, using worksheet exercise 2.
- Take two or three rewritten requests from the room and improve them together on the flip chart, for example narrowing “all emails” to a date range and a topic.
- Point out the card that is really a question (the streetlights) and show how to turn it into a request for records, such as maintenance reports or repair logs for a stated period.
- Finish by asking which rewritten requests might already be answered by published information.
Questions for the room afterwards
- Which card was hardest to make specific, and why?
- How did adding dates or a format change the request?
- What is the difference between asking a question and asking for a record?
- Where would you look first to see if the information is already published?
Take care
General information, never advice about one person’s situation, and nothing to sell.
- Stay strictly nonpartisan. Keep practice examples to neutral everyday topics, and don’t discuss current controversies or help with campaigns.
- Don’t give legal advice or help with a request linked to someone’s own legal dispute, court case or complaint. Point them to the official source on the handout.
- Never ask anyone what they plan to request or why. Requests and worksheets are private.
- Requests for someone’s own personal information often go through a different route, such as data protection or privacy law. Say so, and point to the body’s own guidance rather than advising.
- Only give deadlines, fees and review routes that are on the country block. If someone asks about a state, provincial or local law that isn’t covered, say it differs and point them to that body’s official guidance.
Questions people ask
Do I have to say why I want the information?
In many places, no. The country block says what official sources say for your country.
Can a public body refuse my request?
Yes, for reasons set out in the law, such as protecting other people’s personal information. The reply should say which reason it relied on and how to ask for a review.
Will it cost me anything?
It depends on the country and the body. Many requests are free or cheap, and some laws let you ask for fees to be reduced. Check the country block, and ask for an estimate before work starts.
Does the same law cover my local council and the national government?
Often not. National, regional and local bodies can be covered by different laws. The country block explains this for your country.
What if I don’t hear back?
Check your copy of the request and the date you sent it, then follow up in writing. If the deadline has passed, the country block says where you can go next.
Can I ask for my own records, like my file with an agency?
Usually yes, but often under a different law or process. Ask the body how to request your own personal information.
Where you are teaching
The rules differ by country. Teach the shared material from the slides, then use the block for the country you are in, and hand out that country’s sheet.
United States
- Federal agencies: FOIA. The Freedom of Information Act gives any person the right to request records from federal agencies. The request must be in writing and reasonably describe the records; there is no special form. Each agency handles its own requests, and FOIA.gov helps you find the right one.
- State and local bodies. FOIA does not apply to state, local or tribal governments. Each state has passed its own freedom of information law with its own rules, so check the law for your state rather than relying on federal FOIA.
- Federal deadline. Under FOIA, an agency must decide within 20 days (not counting Saturdays, Sundays and legal public holidays) whether to comply with a request. How long the records take to arrive depends on complexity and the agency’s backlog.
- Federal fees. There is no initial fee to make a FOIA request. For a typical requester there is usually no charge for the first two hours of search or the first 100 pages of copies. You can set a limit on what you will pay, and ask for a fee waiver if disclosure is in the public interest.
- If you’re refused. The agency must tell you which FOIA exemption it used for anything withheld. You can file a free administrative appeal, and talk to the agency’s FOIA Public Liaison. After an appeal, the Office of Government Information Services offers mediation.
United Kingdom
- Your right. The Freedom of Information Act gives you the right to see recorded information held by public authorities in England, Wales and Northern Ireland and UK-wide bodies; Scotland has its own Act. This includes local councils, schools, the NHS and the police.
- How to ask. Make the request in writing, for example by letter, email, social media or an online form. Give your name, a contact address and a detailed description of the information you want. You don’t need to say which law you are using.
- Deadline. The organisation should send the information within 20 working days of receiving your request. In Scotland, allow 6 extra days if you send your request by post.
- Costs. Most requests are free, but you might be asked to pay a small amount for photocopies or postage. An organisation can refuse a request if getting the information would cost more than £450, or £600 for central government, Parliament, the armed forces and some others.
- If you’re refused. First ask the organisation to review its decision; the ICO says not to wait longer than 40 working days. If you are still not satisfied, complain to the Information Commissioner’s Office, within six weeks of the response, or for Scottish public authorities appeal to the Scottish Information Commissioner.
Canada
- Federal institutions. The Access to Information Act gives Canadian citizens, permanent residents and anyone present in Canada a right of access to records of federal government institutions. Make the request in writing to the institution that controls the records, with enough detail to identify them. You can apply through the ATIP Online Request Service.
- Fee. There is a $5 application fee for an access to information request, and you can ask for it to be waived in some circumstances. There is no charge to request your own personal information under the Privacy Act.
- Deadline. Institutions have 30 days to respond, and extensions are possible in specific circumstances.
- Complaints. You can complain to the Information Commissioner of Canada, for example if you get no response or access is refused. Complaints must be made within 60 days, and the Commissioner cannot extend this.
- Provinces, territories and municipalities. The federal Act does not cover municipalities or provincial and territorial organizations. All 10 provinces and 3 territories have their own freedom of information and privacy laws, each overseen by a commissioner.
Australia
- Your right. Under the Freedom of Information Act 1982, you have the right to ask for documents held by Australian Government agencies and ministers. Each state and territory has its own FOI law covering its agencies.
- How to ask. Put your request in writing to the agency or minister. Say it is a request under the FOI Act, describe the documents in enough detail to identify them, and give an address or email for the reply. You don’t need to give reasons.
- Deadlines. The agency or minister must acknowledge your request within 14 days and make a decision within 30 days. Some requests take longer, and extensions are possible.
- Charges. There is no charge to make a request, but an agency or minister may charge for processing it, and must give you a written estimate first. You can ask for a charge to be reduced or not applied, for example for financial hardship or public interest. There is no processing charge for documents with your own personal information.
- If you’re refused. A refusal must give reasons and explain your review rights. You can ask the agency for an internal review within 30 days of the decision, or apply to the Office of the Australian Information Commissioner for an Information Commissioner review; for a refusal of access, apply within 60 days.