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FOI Templates Library: 15 Ready-to-Use Request Templates

15 copy-and-paste FOI templates curated for UK journalists. Click any template to view, copy to clipboard, or print. Replace the [BRACKET] placeholders with your own details and send.

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Why template letters matter

A well-drafted FOI request is more likely to get the information you want, less likely to be refused on technicalities, and easier to escalate if the authority plays games. A poorly worded request — too broad, ambiguous, or missing key legal phrases — gives authorities an easy route to delay, refuse, or request unnecessary clarification. These templates have been written with the common refusal tactics in mind so you can anticipate them before they happen.

Every template in this library is free to use. They are not exhaustive — you will always need to adapt the information description to your specific investigation. But the structure, the legal citations, the format preferences, and the escalation language are all included so you do not have to reinvent the wheel for each request.

When each template is most useful

Standard FOI Request

Your starting point for any request to any UK public authority.

Narrow FOI Request

When you expect a cost limit pushback — keep the scope tight.

Dataset Request

Data journalism: when you need a CSV or Excel, not a PDF.

Spending / Procurement

Investigating contracts, expenses, or supplier payments.

NHS Waiting List

RTT data, longest waits, and specialty-level breakdowns.

Police Incident Data

Crime volumes, response times, use of force, and misconduct.

Council Enforcement

Planning enforcement, noise complaints, licensing decisions.

Complaints Data

Volume, categories, outcomes, and ombudsman escalations.

Internal Review

After a refusal — the first formal challenge step.

ICO Complaint Draft

After a failed internal review — escalating to the regulator.

EIR Request

Any request touching on environment, land, water, planning, or biodiversity.

Follow-up / Chaser

When 20 working days have passed with no response.

Clarification Response

When the authority asks you to narrow — reply promptly to restart the clock.

Refusal Challenge

Challenging the substance of a specific exemption claim.

Red flags in poorly drafted requests

  • Requests worded as questions ("Can you tell me…") rather than information descriptions — always describe the recorded information you want.
  • Including your reasons for the request — not required and can give authorities a route to claim vexatiousness.
  • Requesting information with no date range — always scope by time period to reduce cost limit risk.
  • Using vague language like "all documents relating to" — be specific about the type and format of records you seek.
  • Addressing the request to the wrong department or a named individual rather than the FOI Officer.
  • Sending the same request to multiple authorities simultaneously without good reason — this can look like a coordinated campaign and trigger aggregation arguments.
  • Forgetting to specify format — always ask for electronic delivery and, for data, a machine-readable format.

All 15 templates

Click any card to open the full template. Use the Copy button to copy to clipboard, or Print to open a print-ready version.

Before you send — checklist

  • I have replaced every [BRACKET] placeholder with my own details.
  • The authority name in the letter matches the authority I am actually sending it to.
  • I have described the specific information I want, not just a topic area.
  • I have included a date range or other scope limiter to keep the request manageable.
  • I have asked for electronic delivery in a machine-readable format (CSV/Excel) where relevant.
  • I have noted today's date and calculated the 20-working-day deadline.
  • I have saved a copy of the request email / letter for my records.
  • I have checked WhatDoTheyKnow.com to see if the same information has already been released.

Need a custom request?

Our FOI Request Builder lets you generate a fully customised, compliant FOI request for any UK public authority type — NHS, police, council, government department, or quango — in under two minutes.

Open FOI Request Builder

Common mistakes when using templates

  • Sending the template exactly as-is without filling in the [BRACKET] placeholders.
  • Using the Standard template when a Narrow template would better serve a borderline cost-limit request.
  • Using the FOI template for environmental information requests — use EIR instead.
  • Forgetting to update the date — an undated or incorrectly dated request looks unprofessional.
  • Sending the Internal Review template before the 20-working-day deadline for the original request has actually passed.
  • Using the ICO Complaint template before completing an internal review — the ICO usually requires a prior internal review.
  • Sending a Refusal Challenge without identifying the specific exemption by section number.

Related guides

How to File an FOI Request
Step-by-step guide to the 8-step FOI process from request to ICO complaint.
FOI Deadlines: The 20 Working-Day Rule
How the clock works, extensions, and what to do when a deadline passes.
Understanding and Challenging Refusals
Reading a refusal notice and pushing back on bad-faith exemption claims.
Internal Review Guide
What an internal review is, when to use it, and how to write one.

Primary sources

Frequently asked questions

Can I copy and use these FOI templates without changes?
Yes, but you should always personalise them. Replace every [BRACKET] placeholder with your own details — your name, the authority name, the specific information you are requesting, and the date. A generic template sent without personalisation looks unprofessional and may result in the authority asking for clarification, which pauses the 20-working-day clock. Tailor the information description to be as specific as possible.
Which template should I use for a first FOI request?
Start with the Standard FOI Request template for most requests to any UK public authority. If you are concerned the request might be near the cost limit (for example, you are asking for a large volume of records), use the Narrow FOI Request template instead, which is specifically drafted to head off a Section 12 refusal. For data journalism, use the Dataset Request template to make clear you want machine-readable data rather than a PDF.
Are there specific templates for NHS and police requests?
Yes. The NHS Waiting List template is pre-structured for referral-to-treatment (RTT) data requests to NHS trusts, and the Police Incident Data template covers crime statistics, response times, and use-of-force data for UK police forces. Both templates include specific language about anonymisation and format preferences that helps reduce the risk of a personal data exemption refusal.
Do I need to send my internal review request by a particular deadline?
There is no statutory deadline in the FOIA 2000 for requesting an internal review. However, the ICO expects you to request one "promptly" after a refusal and generally expects you to do so within 40 working days of the refusal. Wait longer than that and the ICO may decline to investigate. In practice, ask for an internal review as soon as you have read and understood the refusal — ideally within two to four weeks.
What is the EIR request template for?
The Environmental Information Regulations 2004 (EIR) cover requests for environmental information — anything relating to air, water, land, biodiversity, planning, waste, or the built environment. EIR has a wider scope than FOI (it can catch some private companies exercising public functions), a presumption in favour of disclosure, and more limited exceptions. If your request touches on environmental matters, use the EIR template rather than the standard FOI template. If unsure, you can cite both regimes in one request.
How should I send my FOI request — email or post?
Email is almost always preferable. It creates a timestamped record of when the request was sent and received, which is important for calculating the 20-working-day deadline. Most public authorities accept FOI requests by email. If you want your request to be publicly archived, use WhatDoTheyKnow.com — this sends the request on your behalf and publishes the full correspondence online. For sensitive investigations where you do not want your interest to be public, send directly by email to the authority's FOI address.

Primary sources

Related guides

FOI & DataCouncil FOI RequestsRead →FOI & DataFOI Appeal Case StudiesRead →FOI & DataFOI DeadlinesRead →FOI & DataFOI ExemptionsRead →FOI & DataFOI Exemptions By Type DetailRead →