Freedom of Information and Privacy Manual
APPENDIX IV: SAMPLE NOTIFICATION LETTERS
#4 Fee Estimate/Interim Decision Regarding Disclosure
[Requester's name and address]
Thank you for your request which we received on [insert date] under the [Municipal]
Freedom of Information and Protection of Privacy Act for access to [describe records
requested]. An initial review of the records indicates that it will cost an estimated [enter
amount] to process your request. The fee estimate is based on [explain fee estimate].
As we have not yet reviewed the records in detail, no final decision has been made
regarding access but the following exemptions will likely apply. [Generally describe
what exemptions might apply to the records].
[AND: Where the fee estimate is over $100.00]
Regulation 460/823 s.7, says that where the fee estimate is over $100.00, an institution
may request a deposit equal to 50% of the estimated fee. We will wait until we receive
the amount of [enter amount] from you before we resume processing the request.
The Act provides that all or part of the fee can be waived if in our opinion it is fair and
equitable to do so, if the fee will cause you financial hardship or if dissemination of the
record will benefit public health or safety. You may be required to provide proof to
support any waiver claims. Please notify [insert name, title and phone number] as soon
as possible of your wish to proceed with a request for a fee waiver.
If you disagree with any aspect of the fees, or wish to revise your request, please discuss
the matter with us. Afterward, you may request that this fee estimate be reviewed by the
Information and Privacy Commissioner. The Commissioner can be reached at:
See also Additional Information #11
Please note that you have 30 days from the receipt of this letter to request a review from
the Commissioner. If we have not heard from you within 30 days we will close your file.
Enclosed is a copy of section 57/45 of the Act and the relevant regulations [optional].
Please contact [name, title and phone number of person responsible] with any
questions. We would appreciate you using the Request number [#] assigned to your
request in any further correspondence
[signed by head or delegate]