FOIP - Appendix 3 - Model Letters

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Appendix 3 - Model Letters

The following sample letters are provided to assist public bodies in corresponding with applicants, third parties and others in the processing of access requests. The sample letters are intended to provide general guidance and may be altered to suit the circumstances of each request.

The sample letters have been provided in an HTML format for ease of viewing. However, these letters will print more easily in .pdf format. MS Word Format files are provided so users may customize these documents for their organizations' use. To Show or Hide formatting marks within the MS Word documents:

On the Tools menu, click Options, and then click the View tab.
Under Formatting marks, select the check boxes next to the characters you want to display.

Letters PDF Version (pdf).
MS Word Version

The letters are as follows:

A	Acknowledgment of Request
A.1	Notice of Processing an Access Request under the Health Information Act
B	Notification During a Continuing Request
C	Transfer of Request
D	Notice Regarding Extension of Time Limit
E	Fee Estimate
F	Abandonment of a Request
G	Response to Access Request - Granting Access
H	Response to Access Request - Denial of All or Part of Record(s)
I	Response to Access Request - Record Does Not Exist
J	Refusal to Confirm or Deny Existence of a Record
K	Letter to Speaker of the Legislative Assembly Regarding Parliamentary Privilege
L	Notice to Third Party Under Section 30
M	Notice to Applicant Under Section 30(5)
N	Notice to Third Party Regarding Decision Under Section 31
O	Notice to Applicant Regarding Decision Under Section 31
P	Notice to Third Party Under Section 32 (disclosure in the public interest)
Q	Notice to Third Party Under Section 32 After Disclosure of Information
R	Notice to Third Party of Disclosure of Personal Information under Section 17(2)(b)
S	Acknowledgment of Receipt of Correction Request
S.1	Notice of Processing a Request for Correction or Amendment under the Health Information Act
T	Notification Concerning a Request for Correction or Annotation
U	Notice to public bodies regarding correction or annotation of personal information
V	Initial Letter to Expert Under Section 18(2)
W	Letter Transmitting Records to Experts Under Section 18(2)

Guidelines and Practices

Detailed Contents (pdf)

Preface

Chapter 1: Purposes & Scope of the FOIP Act

Chapter 2: Administration of the FOIP Act

Chapter 3: Access to Records

Chapter 4: Exceptions to the Right of Access

Chapter 5: Third Party Notice

Chapter 6: Disclosure in the Public Interest

Chapter 7: Protection of Privacy

Chapter 8: Records and Information Management

Chapter 9: Privacy Compliance

Chapter 10: Information and Privacy Commissioner

Appendix 1: Definitions

Appendix 2: Delegation and Assignment of Responsibility Tables

Appendix 3: Model Letters

Appendix 4: Model FOIP Request Charts

Appendix 5:FOIP Forms

This publication can be purchased online from the Queen's Printer or by using the order form.