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Submitting FOI Requests

Uncovering hidden data: Your guide to government transparency

Intermediate 30 min read Updated: September 2025

📂 What is Freedom of Information?

💡 Your Right to Know

The Freedom of Information Act 2000 gives you the legal right to access information held by public authorities. It's one of the most powerful tools for government transparency and accountability available to UK citizens.

Core Principles

  • Presumption of Disclosure: Information should be released unless there's a good reason not to
  • Purpose Blind: Authorities can't refuse based on why you want the information
  • Format Neutral: You can request information in any format (email, paper, digital files)
  • Timely Response: Authorities must respond within 20 working days
  • Free Access: Most requests are free, with limited charging allowed
  • Appeal Rights: You can challenge refusals through multiple levels

What FOI Has Revealed

Major FOI Discoveries

  • MP Expenses Scandal: Revealed through systematic FOI requests
  • COVID-19 Contracts: Exposed VIP lanes and cronyism in PPE procurement
  • Police Misconduct: Revealed disciplinary records and complaint patterns
  • NHS Privatization: Uncovered private contracts and outsourcing data
  • Environmental Data: Pollution levels, planning decisions, environmental impact
  • Local Government Waste: Excessive spending, failed projects, consultant fees
"FOI requests are like democratic X-rays—they let citizens see through the opaque walls of government and expose what officials would prefer to keep hidden."
Transparency Campaign

👤 Who Can Submit FOI Requests

Eligibility

Anyone Can Request

  • UK Citizens: Full rights under the Act
  • Foreign Nationals: Equal rights to UK citizens
  • Companies: Businesses and organizations can request
  • Journalists: Media organizations frequently use FOI
  • Researchers: Academics and students have full access
  • Campaign Groups: NGOs and advocacy organizations
  • Anonymous Requests: You can request without giving reasons

No Requirements for

What You DON'T Need

  • Specific qualifications or credentials
  • Academic or professional justification
  • Explanation of why you want the information
  • Legal representation or assistance
  • Payment upfront (in most cases)

What You DO Need

  • Valid contact details (email or postal address)
  • Clear description of the information you want
  • Patience (responses can take time)
  • Persistence (may need follow-ups and appeals)

📋 What You Can Request

Types of Information Available

🏛️ Government Documents

  • Internal Communications: Emails, memos, meeting minutes
  • Policy Documents: Briefings, reports, analysis
  • Decision Records: How and why decisions were made
  • Correspondence: Letters with external organizations
  • Contracts: Procurement documents, supplier agreements
  • Financial Records: Spending, budgets, invoices

📊 Data and Statistics

  • Performance Data: Service delivery statistics
  • Survey Results: Public opinion research
  • Complaint Records: Public complaints and responses
  • Audit Reports: Internal and external audits
  • Risk Assessments: Identified risks and mitigation plans
  • Monitoring Data: Environmental, health, safety data

🏢 Organizational Information

  • Staff Records: Numbers, grades, expenses (anonymized)
  • Training Records: Staff development and costs
  • Policies: Internal procedures and guidelines
  • Structure Charts: Organizational hierarchy
  • Meeting Records: Board meetings, committee decisions

Who You Can Request From

Central Government

  • All government departments
  • Executive agencies
  • Non-departmental public bodies
  • Prime Minister's Office
  • Cabinet Office

Local Authorities

  • County, district, and city councils
  • Parish and town councils
  • London boroughs
  • Combined authorities
  • Local government partnerships

Public Services

  • NHS trusts and health boards
  • Police forces
  • Fire and rescue services
  • Schools and universities
  • Housing associations

Other Public Bodies

  • Regulators (Ofcom, Ofgem, etc.)
  • Quangos and arm's length bodies
  • Public corporations
  • Some privatized utilities
  • Professional regulatory bodies

📤 How to Submit FOI Requests

Submission Methods

1. WhatDoTheyKnow.com (Recommended)

Free online platform that simplifies FOI requests:

  • Automatically finds correct contact details
  • Tracks responses and deadlines
  • Makes requests publicly searchable
  • Helps avoid duplicate requests
  • Provides templates and guidance

2. Direct Email

Email directly to the organization:

  • Look for FOI contact details on websites
  • Usually foi@[organization].gov.uk
  • Include "FOI Request" in subject line
  • Keep copies of all correspondence

3. Online Forms

Many organizations have dedicated FOI forms:

  • Check organization's website first
  • Forms may have character limits
  • Usually generate automatic acknowledgments
  • May integrate with their tracking systems

4. Postal Requests

Traditional letter format:

  • Send to FOI officer or information governance team
  • Include return address for response
  • Keep proof of posting
  • Slower but sometimes more effective for complex requests

✍️ Writing Effective FOI Requests

Request Structure

⚠️ Precision is Key

Vague requests get poor responses. Be specific about what information you want, the time period, and the format you prefer. Well-crafted requests are much more likely to succeed.

Essential Elements

Request Template

Subject: Freedom of Information Request - [Brief Description]

Dear FOI Team,

I am writing to request information under the Freedom of Information Act 2000.

I would like to request:

[Specific description of information wanted]

Please could you provide this information for the period [specific dates/timeframe].

If possible, I would prefer to receive this information in [format preference - email, spreadsheet, etc.].

If any of this information is exempt from disclosure, please explain which exemptions apply and consider whether the public interest favors disclosure.

If the request is likely to exceed the cost limit, please contact me to discuss how it might be refined.

Please confirm receipt of this request and provide an estimated response date.

Thank you for your assistance.

[Your name]
[Your address]
[Your email]
[Date]

Writing Tips

Do's and Don'ts

  • DO: Be specific about dates, departments, and document types
  • DO: Ask for information in searchable formats (Excel, CSV)
  • DO: Break complex requests into separate submissions
  • DO: Research what information might exist first
  • DON'T: Ask for information that's already published
  • DON'T: Use vague terms like "all information about..."
  • DON'T: Ask for opinions or analysis not already documented
  • DON'T: Submit multiple similar requests to the same body

Example Requests

Good Request:
"Copies of all emails sent between the Director of Planning and [Developer Name] regarding planning application ref: [number] between 1 January 2024 and 31 March 2024."

Bad Request:
"All information about planning decisions in the last year."
Request Quality Comparison

🚫 Understanding Exemptions

Types of Exemptions

Absolute Exemptions

Information that is always exempt:

  • Personal Information: Data about identifiable individuals
  • Information Provided in Confidence: Third-party confidential information
  • Court Records: Information relating to court proceedings
  • Parliamentary Privilege: Some parliamentary communications
  • Security Services: Information relating to MI5, MI6, GCHQ

Qualified Exemptions

Information that may be exempt if disclosure would cause harm:

  • National Security: Information that could harm national security
  • International Relations: Could damage relationships with other countries
  • Economic Interests: Could harm UK's economic interests
  • Law Enforcement: Could prejudice criminal investigations
  • Commercial Interests: Trade secrets or commercial confidentiality
  • Policy Formulation: Could harm policy development process

Public Interest Test

💡 Challenging Exemptions

For qualified exemptions, authorities must prove that the public interest in withholding information outweighs the public interest in disclosure. You can argue why disclosure serves the public interest.

Arguments for Public Interest Disclosure:

  • Accountability: Public need to scrutinize government decisions
  • Transparency: Democratic right to understand how public money is spent
  • Informed Debate: Information needed for public discussion
  • Learning from Mistakes: Understanding what went wrong
  • Preventing Waste: Exposing inefficiency or corruption

💰 Costs and Fees

FOI Charging Rules

What's Free

  • Most Requests: No charge for standard requests
  • Search Time: Up to 18 hours of staff time (at £25/hour = £450 limit)
  • Electronic Format: Email responses are always free
  • Reasonable Photocopying: Small amounts of copying

Potential Charges

  • Photocopying: Usually 10p per page after first 100 pages
  • Postage: Actual cost of sending documents
  • Excessive Requests: Beyond the 18-hour limit
  • Repeated Requests: If deemed vexatious

Managing Costs

Cost-Effective Strategies

  • Request electronic formats wherever possible
  • Narrow your request if told it exceeds cost limits
  • Ask for cost estimates before proceeding
  • Consider multiple smaller requests instead of one large one

⚖️ Appeals Process

When to Appeal

Grounds for Appeal

  • Information Withheld: You believe exemptions are wrongly applied
  • Incomplete Response: Part of your request wasn't addressed
  • Poor Search: You suspect they haven't looked properly
  • Excessive Costs: You think the cost estimate is wrong
  • Late Response: They exceeded the 20-day limit
  • Wrong Format: Information provided in unusable format

Appeal Stages

Stage 1: Internal Review

Challenge the decision with the same organization:

  • Must be requested within 40 working days
  • Different person reviews the original decision
  • Should respond within 20 working days
  • Can uphold, overturn, or modify original decision
  • Free of charge

Stage 2: Information Commissioner

Independent review by the ICO:

  • Must be submitted within 6 months of internal review
  • Free service with investigative powers
  • Can order disclosure or uphold refusal
  • Usually takes 6-12 months
  • Submit online at ico.org.uk

Stage 3: First-tier Tribunal

Appeal ICO decisions to independent tribunal:

  • Must appeal within 28 days of ICO decision
  • Formal legal proceedings
  • Can overturn ICO decisions
  • May require legal representation
  • Usually takes 6-18 months

🎯 Strategic FOI Techniques

Advanced FOI Strategies

🔍 Intelligence Gathering

Building a picture through multiple requests:

  • Organizational Charts: Map who's responsible for what
  • Meeting Lists: Find out what meetings happen and when
  • Contact Lists: Discover who external stakeholders are
  • Spending Patterns: Track where money goes
  • Document Registers: Find out what documents exist

🕸️ Network Analysis

Following the connections:

  • Email Chains: Track who talks to whom
  • Meeting Attendees: Map influence networks
  • Contract Relationships: Follow procurement patterns
  • Advisory Groups: Identify external influencers
  • Cross-Department Links: Find coordination mechanisms

Investigative Techniques

1. Start Broad, Then Narrow

  • Begin with general requests to understand structure
  • Use responses to identify specific documents
  • Follow up with targeted requests for details
  • Build comprehensive picture over time

2. Follow the Money

  • Request spending data and contract details
  • Look for unusual patterns or large payments
  • Check if proper procedures were followed
  • Compare with similar organizations

3. Timeline Analysis

  • Request information around key dates
  • Look for patterns in timing of decisions
  • Check if external events influenced decisions
  • Identify decision-making processes

Common FOI Tactics

Proven Request Strategies

  • Ask for Email Searches: "All emails containing [keyword] between [dates]"
  • Request Meeting Minutes: Often reveal decision-making processes
  • Follow Procurement: Track contracts from tender to award
  • Calendar Requests: "Diary entries for [specific period]"
  • Draft Document Chains: Show how policies evolved
  • External Communications: Letters and emails with outside organizations

🏆 Success Stories

Major FOI Victories

📰 MP Expenses Scandal (2009)

The Telegraph's systematic FOI requests exposed widespread abuse:

  • Impact: Multiple MPs prosecuted, Speaker resigned, system reformed
  • Method: Persistent requests over several years
  • Challenge: Parliament initially refused, leading to lengthy legal battle
  • Outcome: Complete transparency in MP expenses

🏥 COVID-19 VIP Lane (2020-2021)

FOI requests revealed preferential treatment for government contacts:

  • Discovery: "VIP lane" for PPE contracts with political connections
  • Evidence: Email chains showing preferential treatment
  • Impact: Legal challenges, parliamentary investigations
  • Ongoing: Continuing scrutiny of pandemic contracts

🚔 Police Stop and Search Data

FOI requests exposed racial bias in policing:

  • Method: Systematic requests to all police forces
  • Findings: Disproportionate targeting of ethnic minorities
  • Impact: Policy reviews, training changes, public debate
  • Ongoing: Regular monitoring through FOI

Local Government Successes

Planning Corruption

  • FOI revealed communications between developers and councillors
  • Exposed undeclared interests and conflicts
  • Led to criminal prosecutions
  • Reformed local planning processes

Council Spending Waste

  • Uncovered excessive executive pay
  • Revealed failed IT projects
  • Exposed consultant spending
  • Forced public accountability

Tips from Successful FOI Users

"The key to successful FOI is persistence and precision. Don't give up after the first refusal, and always be specific about what you want. Most of the big stories come from connecting multiple small pieces of information."
Investigative Journalist

Lessons from Successful Requests

  • Persistence Pays: Most major discoveries required multiple requests and appeals
  • Start Small: Build understanding before making complex requests
  • Use Multiple Angles: Request same information from different bodies
  • Share Intelligence: Coordinate with other researchers and journalists
  • Document Everything: Keep detailed records of all interactions
  • Public Interest: Frame requests in terms of public benefit

💪 Your FOI Power

Freedom of Information is one of the most powerful tools for government accountability available to citizens. Every successful FOI request contributes to transparency and democracy. Your questions matter, and persistent investigation can uncover important truths that serve the public interest.