Making a request

How to make a request#

Making an FOI request is simpler than most people expect. You just need to write to a public authority and ask for the information you want. That’s it.

You don’t need to use special forms, legal language, or to have special knowledge of the Freedom of Information (Scotland) Act. This page explains what makes a request valid, how to write a good one, and what happens after you send it.

What makes a request valid#

Your request must meet three conditions:

1. It must be in writing or another permanent form. This includes emails, letters, and audio or video recordings. Under FOISA, the request must be “in writing or in another form which, by reason of its having some permanency, is capable of being used for subsequent reference.” That covers anything the authority can store and refer back to. If you find it difficult to put your request in writing, you can record it — an audio file sent by email counts. What doesn’t count is a phone call or an in-person conversation, unless you’re asking for environmental information, which has a different set of rules. See Environmental information.

2. It must include your real name. Your name must appear in the request itself - in the text or in your signature - not just in your email address. You need to use your first name and surname, or an initial and surname, or a title and surname. A first name on its own isn’t enough.

   Why does this matter? Without a valid name in the request, it isn’t a valid FOI request, so the legal deadlines never start running. The authority should tell you what’s missing — the duty to advise and assist covers people who are trying to make a request — but it doesn’t have to answer the request itself.

3. It must include a return address. An email address or a postal address, so they can send the response to you.

That’s it. You don’t need to mention the Freedom of Information Act, cite any section of the law, give a reason for your request, explain what you’ll do with the information, or use any particular form or template.

How to write a good request#

Here are some tips for writing an effective request.

Ask for recorded information and not answers to questions. FOI gives you the right to ask for recorded information, not explanations or opinions.

Instead of: “Why did the council decide to close the library?”

Try: “Please provide copies of all reports, minutes, and correspondence from the past 12 months relating to the decision to close Newtown Library, including any options appraisals or financial assessments.”

Under FOISA, you don’t have a right to copies of documents themselves, but you can describe the information you are looking for by referring to the documents it’s likely to be in. Authorities will often provide them because it’s the easiest way to give you the information that you have asked for.

Be specific. The more precisely you describe what you want, the easier it is for the authority to find it. Include dates, names, departments, or reference numbers if you have them.

Keep it focused. One topic per request works better than a long list covering different subjects. A focused request is less likely to hit the cost limit and more likely to get a clear answer.

Don’t mix your request with other things. Don’t combine an FOI request with a complaint, a policy objection, or general correspondence. Send the FOI request on its own.

Think about format. You can ask for information in a particular format, such as a spreadsheet rather than a PDF, or as an accessible document. The authority must accommodate your preference if it’s reasonable. If you have a disability that means you need information in a particular format, the authority must provide it and cannot charge you extra for doing so. Tell them what you need.

Where to send your request#

Most public authorities list an FOI contact address on their website. You can also find contact details in the Scottish Information Commissioner’s directory.

If you can’t find a dedicated contact, you can send your request to any official address. Once the authority has received it, the clock starts.

You can make and track requests through WhatDoTheyKnow, a free service that publishes requests and responses online so others can find them too.

What happens next#

The authority has 20 working days to respond, starting the day after they receive your request. Working days don’t include weekends or national bank holidays.

Some authorities will acknowledge your request, but not all do. They may come back to ask you to clarify what you’re looking for. If they do, the 20 working day clock does not start until you reply with the clarification. Once you reply, the full 20 working days begins from scratch. They may also ask about your format preference, for example whether you want paper copies.

At the end of the process, they must either give you the information or explain why they’re withholding it, citing the specific legal exemption they’re relying on.

If you hear nothing after 20 working days, you don’t have to wait. You can request a review straight away. See Challenging a refusal.

What it costs#

Most FOI requests are free. The rules on charging are set out in regulations, and they work like this:

• If it costs the authority £100 or less to deal with your request: free. No charge at all.
• If it costs between £100 and £600: they can charge you 10% of the amount over £100. So if it costs them £300, they can charge you £20. The most you’d ever pay under this rule is £50.
• If it costs more than £600: they can refuse the request entirely, on the grounds that the cost of compliance is excessive.

The cost is based on the authority’s projected staff time to locate, retrieve, and provide the information, calculated at up to £15 per hour of staff time. The £600 limit works out to about 40 hours of staff time. They cannot include time spent deciding whether exemptions apply.

If they want to charge you, they must send a fees notice explaining how they calculated the amount. You then have three months to decide whether to pay.

In practice, you are extremely unlikely to be charged, and almost all requests are responded to completely free of charge.

Good to know: If an authority refuses your request on cost grounds, they should consider whether your request could be narrowed to bring it under the limit. FOISA requires them to help you with this. If you get a cost refusal, ask what you could request instead that would come under the limit.

An example request#

Here’s what a real FOI request might look like:

Dear Edinburgh City Council,

I would like to request the following information:

1. The total amount spent by the council on temporary accommodation for homeless households in the financial year 2024-25.

2. A breakdown of this spending by type of accommodation (bed and breakfast, hotel, hostel, private rental).

3. Copies of any contracts or framework agreements currently in place with private providers of temporary accommodation.

I would prefer to receive this information in an electronic format.

Yours faithfully, Sarah McLeod

This request works because it’s specific, asks for recorded information, gives a clear time period, and keeps to one topic.

What next?#

Think they might say no? See What can they refuse? to understand the reasons an authority can withhold information.