Records requests: United Kingdom.

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

Moraph for Good · Voice

Records requests: United Kingdom

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 the 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.

Official places to check:

GOV.UK: www.gov.uk/make-a-freedom-of-information-request
GOV.UK: www.gov.uk/make-a-freedom-of-information-request/organisations-you-can-ask-for-information
GOV.UK: www.gov.uk/make-a-freedom-of-information-request/how-to-make-an-foi-request
GOV.UK: www.gov.uk/make-a-freedom-of-information-request/if-your-request-is-turned-down
Information Commissioner’s Office: ico.org.uk/for-the-public/official-information
Information Commissioner’s Office: ico.org.uk/for-the-public/official-information/what-to-do-if-you-are-dissatisfied-with-the-response

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