Letter 8-1: Response to Access Request - Granting Access

  • use this letter when you are granting full access to the applicant

File Number:

Date

Applicant’s name and address

Reference Number

Re: Freedom of Information and Protection of Privacy Act Request for Information

Dear [applicant’s name]:

I am writing in response to your request of [date of request] for access to records under the Freedom of Information and Protection of Privacy Act (the Act). You requested copies of [records].  The [name of public body] is pleased to grant you access to the records you requested.

[Option 1: Copy enclosed]

A copy of the record is enclosed.

[Option 2: Applicant may view originals as requested]

You requested to examine the original records rather than receive copies.  We invite you to examine the record(s) at [address] on [date] at [time].  Please confirm that the date and time will be suitable to you.  If you are unable to examine the record(s) at that time, please contact [name and telephone number] to arrange an alternate appointment.
  
[Option 3: Applicant cannot copy, but may view originals]

The record(s) you have requested cannot be copied.  Therefore, we invite you to examine the original record(s) at [address] on [date] at [time].  Please confirm that the date and time will be suitable to you.  If you are unable to examine the record(s) at that time, please contact [name and telephone number] to arrange an alternate appointment.
  
[Option 4: Fee estimate was issued, remainder of fee required]

Prior to the records being released to you the [name of public body] will require you to submit the remaining fee balance of $X.  Please send your cheque or money order payable to the Minister of Finance to [name of analyst], the Analyst assigned to your file.  Once we have received your cheque or money order the records will be forwarded to you.

Under section 52 of the Act, you may ask the Information and Privacy Commissioner to review the [name of public body]’s response to your request.  You have 30 days from receipt of this notice to request a review by writing to:

Office of the Information and Privacy Commissioner
3rd Floor, 756 Fort Street
Victoria, British Columbia V8W 1H2
Tel: (250) 387-5629   Fax: (250) 387-1696

If you wish to request a review, please provide the Commissioner’s office with:

  1. Your name, address and telephone number;
  2. The request number assigned to your request (the “reference number” quoted at the top of this letter);
  3. The type of request that you made to the public body, i.e., access, correction, fee complaint, time limit complaint, etc., or a copy of the request;
  4. A copy of the [name of public body]’s decision; and
  5. The reasons or grounds upon which you are requesting the review.

If you feel that your request has not been answered completely or you have any other questions, please write or call [name of analyst], the Analyst assigned to your file, at [phone number], prior to initiating a formal review process with the Office of the Information and Privacy Commissioner. You may be transferred to this number free of charge by calling Service BC at 604 660-2421 in Vancouver or at 1 800 663-7867 outside Victoria and Vancouver.

Sincerely,

 

Director/Manager
Information and Privacy

[Enc.]