Freedom of information (FOI) in 90 seconds for public authority staff

Latest updates

28 September 2023 - this guide was published

This 90 second guide will help staff who have limited experience of freedom of information to understand what they need to do.

Be aware that people have the right to ask for information held by your public authority, if you are based in England, Wales and Northern Ireland, or a UK-wide public authority based in Scotland.
Proactively publish information about your organisation’s activities and routinely review it to ensure it’s up-to-date.
Know what information you hold, where you hold it, and how you hold it.
Publish the contact details for where people should send their requests or make enquiries.

Check that requests include the name and contact details of the requester.
Respond to verbal requests for information on the environment. Send the requester a written record of their request anytime you accept a verbal request.
Respond to requests made through any social networking sites your organisation uses, as long as they include the requester’s name and contact details.
Provide advice and assistance to requesters if they don’t know how to make a request or are not sure what they’re asking for. Speak to them if it will help understand their information needs.

Translate the information you disclose, if required. Be aware of your organisation’s obligations under other legislation, such as the Equality Act 2010.
Respond informally, as you would a business-as-usual activity, if you’re able to provide the requested information before the statutory deadline.
Let the requester know if the information they requested is available to them elsewhere (eg because you have published it).
If you decide to refuse a request, explain your reasons under FOI law in writing, and let the requester know they have the right to appeal (use our response templates to help you).

Log requests so you can track progress and show how you are complying.
Set internal deadlines to ensure you can respond within 20 working days.
Conduct a thorough search for the requested information before you respond.
Don’t alter, conceal, delete or dispose of information to prevent you disclosing it. This is a criminal offence.
If you need support, speak to colleagues in your FOI team, if you have one. Alternatively, get in touch with our Business Advice Services.

Further reading