Tips for successful FOI requests

Remember you don't always need to go down the formal route. If it's a routine enquiry, you could try phoning the relevant service first. It's friendlier and might be quicker.

To qualify under the Freedom of Information legislation your request must be in writing and must specifically be for information i.e. not opinion.

Remember there is a limit to the amount of officer time the council is obliged to spend in complying with your request. Currently that limit is 18 hours. When deciding whether or not your request is likely to exceed that limit, the council can take into consideration the following:

How long it is likely to take the council to confirm whether it holds the information.
The amount of time required to locate the information or a document which may contain the information.
The work required to retrieve the information or a document which may contain the information.
The time required to extract the information from a document containing it or redacting a document before disclosure.

This council will usually consider requests for copies of documents provided the request is specific. But it is important to remember the Freedom of Information Act gives you a right to have information not documents so a request asking for "all emails and correspondence relating to [X]" or "all documents relating to" is usually destined for refusal as it is not a request for information. In any case, such a request is likely to exceed the 18-hour limit because it is too general, taking into consideration the preceding bullet point.

Make it clear what you want to know. You don't have to say why you want the information but this can be helpful to us - it avoids misunderstandings and can help us to focus on finding the information you are most interested in.

Avoid making several requests for similar information. The council can add the total time spent on requests for similar information, made by the same person within 60 days - and if it exceeds or is likely to exceed the 18 hour limit, the council can refuse to comply. So it's best to plan that first request well.

Please note that the council can refuse to respond to certain requests if it is not clear what information is requested or if the request itself is 'vexatious'. A vexatious request is a request, which may be the latest in a series of requests, would impose a significant burden and:

If you are thinking about making a Freedom of Information request you may contact us if need further advice. However if you are ready to make your request you can do so on line, using our online FOI request form.

Information Rights Officer
Guildford Borough Council
Millmead House
Millmead
Guildford
Surrey
GU2 4BB

Tel: 01483 444053
Email: iro@guildford.gov.uk