Records requests: Canada.

A take-home sheet for people at the session. Other countries: United States · United Kingdom · Australia.

Moraph for Good · Voice

Records requests: Canada

Handout · moraph.org/commons/sessions/voice/records-requests

In many places you have a legal right to ask public bodies for the information they hold. This sheet covers how to ask clearly and what to do next.

Before you ask

Check the body’s website, meeting papers and any disclosure log.
Work out which body holds the records.

Writing your request

Describe the records you want, plainly and specifically.
Give dates and the format you’d like.
Ask for records, not answers to questions.
Keep a copy and note the date you sent it.

Deadlines and fees

Time limits and fee rules depend on the country and the body: see the country section.
Ask for an estimate before any charges, and narrow the request to reduce them.

If you’re refused

The reply should say why and how to ask for a review.
Ask for a review promptly, then go to the independent body if needed.

In 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.

Official places to check:

Office of the Information Commissioner of Canada: www.oic-ci.gc.ca/en/canadas-access-information-system
Treasury Board of Canada Secretariat: www.canada.ca/en/treasury-board-secretariat/services/access-information-privacy/access-information/how-access-information-personal-information-requests-work.html
Treasury Board of Canada Secretariat: www.canada.ca/en/treasury-board-secretariat/services/access-information-privacy/access-information/request-information.html
Office of the Information Commissioner of Canada: www.oic-ci.gc.ca/en/information-commissioners-guidance/timeframe-filing-complaint
Office of the Information Commissioner of Canada: www.oic-ci.gc.ca/en/frequently-asked-questions

General information, not advice about your own situation. Checked 19 October 2026. If an official source says something different, it is right. Free to copy and adapt. moraph.org/commons/sessions/voice/records-requests