Freedom of Information and Privacy Manual
APPENDIX IV: SAMPLE NOTIFICATION LETTERS
#9 Notice to Requester Regarding an Access Decision
[Requester's name and address]
In response to your request under the [Municipal] Freedom of Information and Protection
of Privacy Act for access to [describe records requested].
Option: access granted
I am pleased to inform you access is granted to [insert details].
Option: subject to copyright
Please note that you are bound by any copyright that applies to the records you receive
under this Act.
Option: no records exist
Access cannot be provided to [insert details of nonexistent records] as the records do
Option: denial of access
Access is denied to [insert details of withheld records] under section(s) [insert section
numbers] of the Act. The provisions apply to the record(s) because [insert reasons].
Option: refusal to confirm existence
Under section [12(5)/14(5)] OR [14(3)/8(3)], we cannot confirm or deny the existence of
Option: summary of records categories
Due to the complexity of your request, we have summarized the records categories in
order to provide you with an overview of the access decision made.
You may request that this decision 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.
Enclosed is a copy of section [insert relevant section number] of the Act for your
convenience and information [optional]. Please contact [name, title and phone number
of person responsible] if you have any questions. We would appreciate you using the
Request number [#] assigned to your request in any further correspondence
[signed by head or designate]
NOTE: In this notice (if partial access is granted), the institution may wish to:
indicate the fees for access to the records, if any;
give the requester the option to view the record; or
indicate that identification will be required if access is given to an
individual's own personal information