We recommend that your request is clear and specific about the information or documents you are looking for. In most cases it is not required by law to identify a specific document by any formal reference (Italy is an exception to this rule). At the same time, try to have in mind the job of the public official who has to answer your request: the clarity of your request will help him or her identify the information you need. A well-formulated request also gives public authorities fewer reasons to reject your request for not being clear (although as we noted, in most laws public officials have a duty to clarify the request).

In the first requests you send, it’s a good idea to keep the requests relatively simple and not ask for huge volumes of information nor include multiple requests in the same letter. That way you have a better chance of getting a quick answer and you can always make follow-up requests if necessary. If you have a lot of requests, you might want to file a series of requests broken down by subject: this also helps the public institution forward the requests internally to the relevant departments so that they can prepare the response.

TIP! Usually the law does not require that you mention the access to information law or freedom of information act, but this is recommended because it shows you know your legal rights and is likely to encourage correct processing of the requests according to the law. We note that for requests to the EU it’s important to mention that it’s an access to documents request and mention the Regulation 1049/2001.

It is also recommended that you use language and etiquette appropriate to any other professional communication in your country.

Here is an example of a typical access to documents request:Dear Sir/Madam

I am writing to request the following information under the Law on Access to Administrative Documents (1996):

- Copies of the minutes of the meeting at which the decision was taken to grant planning permission to construction of a new hotel on the site of the old park.

I would prefer to have this information electronically sent to my e-mail address which is given below.

If you have any questions or need to clarify this request, please do not hesitate to contact me.

Yours faithfully,

Jane Smith
15 Old Town Street, Capital City
e-mail: jane[at]janesmith.com

Here is an example of an access to information request: Dear Sir/Madam

I am writing to request the following information under the Law on Access to Information (2004):

- The total spent by the Ministry on purchase of new colour printers in the financial years 2007 and 2008.

I would prefer to have this information electronically sent to my e-mail address which is given below.

If you have any questions or need to clarify this request, please do not hesitate to contact me.

Yours faithfully,

Jane Smith
15 Old Town Street, Capital City
e-mail: This e-mail address is being protected from spambots. You need JavaScript enabled to view it

Remember: There is also no need to say why you want the information, nor to answer questions about the reason for asking or what you will do with the information.