Archived - Access to Information Guidelines - Model Letters

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1. Introduction

This chapter contains model letters for use in notifying requesters of requirements under the Access to Information Act or actions taken in response to their request under the Act. Institutions are not required to use the exact content or structure of these letters, however care should be taken to ensure that all of the necessary components are present.

Appendix A - Notification of Requirement for Formal Request Under the Act

Requester's name:

Date:

Address:

Reference number:

Dear ___________:

In order to process your request for information, a formal request must be made under the Access to Information Act. An Access to Information Request Form is enclosed for your convenience, however, formal requests may also be made by letter, making reference to the Act and including the prescribed application fee.

If you would like to exercise your right of access under the Act, please complete and mail the enclosed form (or your letter of request) and the prescribed application fee to us so that we may process your request.

Yours sincerely, 

Access to Information Coordinator

Enclosure

Appendix B - Request for Correction of Errors,Omissions, or Insufficient Information to Locate the Record

Requester's name: 

Date:

Address:

Reference number:

Dear ___________:

In order to complete the processing of your request for access to information under the Access to Information Act which was received by us on ________, ______, additional information is required.

We are returning your original Record Access Request Form, indicating the areas to be completed or corrected.

Please complete the enclosed blank request form with the necessary adjustments and return it to us for processing.

Yours sincerely,

Access to Information Coordinator

Enclosures

Appendix C - Request for Missing Application Fee

Requester's name: 

Date:

Address:

Request Reference number:

Dear ___________:

In order to process your request for information under the Access to Information Act, a prescribed application fee of $______ is required to accompany the request. Please mail the above amount to us so that we may proceed with your request, making your cheque or money order payable to ________________.

Yours sincerely,

Access to Information Coordinator

Appendix D - Notice That Information is Not Available Under the Access to Information Act (exclusions)

Requester's name: 

Date:

Address:

Reference number:

Dear ___________:

We have received your request for the following information on ____________________________________________________

The information to which you have requested access may not be disclosed as it is excluded from access under the Access to Information Act, as expressed by:

  • s.68(a) of the Act which states

or

  • s.68(b) of the Act which states

or

  • s.68(c) of the Act which states

or

  • s.69(1) of the Act which states

Please be advised that you are entitled to bring a complaint to the Information Commissioner regarding the decision to exclude there quested information pursuant to (cite provision) of the Act, within one year of your request being received by this office (insert date). Notice of complaints should be addressed to:

Information Commissioner

______________________

______________________

______________________

Yours sincerely,

Access to Information Coordinator

Appendix E - Notice of Transfer of Access Request to Institution With Greater Interest

Requester's name: 

Date:

Address:

Reference number:

Dear ___________:

We have received your Access to Information Request Form on ______________, ___________. A review of your request indicates, that another government institution, the ___________________ has greater interest in the records in question. Your request therefore, has been transferred to the above institution, with their agreement to process the request under the access to Information Act. All future correspondence and communications elating to this request should be directed to and will be received from _________________.

Yours sincerely,

Access to Information Co-ordinator

Appendix F - Notification of Exemption

Requester's name: 

Date:

Address:

Reference number:

Dear ___________:

This is in reply to your request for information under the Access to Information Act, which was received in this institution on _____________. We cannot provide the records you have requested as they are exempt under the Act.

Specifically, the records in question fall under s._____ of the Act, which states:

Please be advised that you are entitled to bring a complaint regarding the denial of access to the records requested by you to the Information Commissioner, within one year of the date of your request being received by this office. Notice of complaints should be addressed to:

Information Commissioner

______________________

______________________

______________________

Yours sincerely,

Access to Information Coordinator

Appendix G - Notification of Partial Exemption (severability)

Requester's name: 

Date:

Address:

Reference number:

Dear ______________:

This is in reply to your request for information under the Access to Information Act, which was received in this institution on ______________.

Attached please find copies of all the accessible records you requested under the Access to information Act. Please note that portions of the record(s) have been severed, pursuant to section 25 of the Act. The sections severed qualify for exemption under:

section ______, which states

Please be advised that you are entitled to bring a complaint, regarding the withholding of the severed information in the records you have requested, to the Information Commissioner, within one year of your request being received by this office. Notice of complaints should be addressed to:

Information Commissioner

______________________

______________________

______________________

Yours sincerely,

Access to Information Coordinator

Attachment

Appendix H - Notification of Time Extension to Process Request

Requester's name: 

Date:

Address:

Reference number:

Dear _____________:

This is in response to your request under the Access to Information Act, received by us on ____________.

An extension of up to ______ days is required beyond the 30 day statutory limit to process your request because

Please be advised that you are entitled to bring a complaint regarding the time extension to the Information Commissioner within one year of your request being received by this office. Notice of complaints should be addressed to:

Information Commissioner

______________________

______________________

______________________

Yours sincerely,

Access to Information Coordinator

Appendix I - Notification of Refusal to Acknowledge Existence of Certain Records

Date:

Record Access Request Form:

Reference Number:

Dear _____________:

This is in reply to your request for information under the Access to Information Act, which was received in this institution on ________________.

This is to advise you that we cannot comply with your request. If such information did exist, however, it would qualify for exemption under

section _____, according to which

Please be advised that you are entitled to bring a complaint regarding your request to the Information Commissioner within one year of receipt of your request by this office. Notice of complaints should be addressed to:

Information Commissioner

_______________________

_______________________

_______________________

Yours sincerely,

Access to Information Coordinator

Appendix J - Notice of Assessment of Fees

Requester's name: Date:

Address:

Reference Number:

Dear ____________:

We received your Access to Information Request Form on ________.

In order to provide you with access to the information you have requested, charges have been assessed under subsections 11(2), (3) and (4) of the Act.

A total of $________ is assessed for the processing of your information request. Please note that the cost of processing for the first5 hours has been borne by our institution. The charges are required to cover the following:

Please note that the reproduction costs assessed for your request may be reduced if you choose to examine the record(s) in person rather than receive your own copies.

If you wish us to proceed with the processing of your request, please use the reference number assigned to your request and forward the required deposit of $____________ payable to _________________. The balance owing will be payable before the records are disclosed to you. Payment of your deposit must be received by this office before we will continue the processing of your request.

Please be advised that you are entitled to bring a complaint regarding the amount of fees to the Information Commissioner within one year of your request being received by this office. Notice of complaints should be addressed to:

Information Commissioner

______________________

______________________

______________________

Yours sincerely,

Access to Information Coordinator

Enclosures