How to use the freedom of information agency templates
These freedom of information agency templates have been developed to guide agencies when communicating with applicants, third parties, other agencies and internally. The templates can be customised to suit the needs of individual agencies and different circumstances.
The templates use three instructional mechanisms:
Blue highlight – indicates options to consider based on different circumstances that may apply to a request. In most instances a blue highlight will indicate that an option should be used and the alternative deleted from the template.
Yellow highlight – indicates information to insert into the template. For example, dates and contextual information.
Purple text box – provides additional information to explain the kind of information to be inserted into the template and why, with reference to applicable sections of the Freedom of Information Act 1982 (Vic) and the Professional Standards. These boxes must be deleted from the template before finalising the correspondence.
Each template heading also refers to any related Practice Note for further guidance on the relevant topic.
Freedom of information agency templates
Template 1 – Processing an FOI request checklist
Template 2 – Internal search request with checklist
Template 3 – Record of document search
Template 4 – Third party consultation record
Template 5 – Freedom of information application form – request for documents – section 17
Template 6 – Freedom of information application form – request for an amendment – Section 39
Template 7 – Providing informal or alternative access to documents
Template 8 – Request is valid and being processed
Template 9 – Request is not valid and action is required
Template 10 – Transfer of request notice – agency
Template 11 – Transfer of request notice – applicant
Template 12 – Request for extension of time
Template 13 – Notice of extension of time
Template 14 – Access charges deposit required
Template 15 – Section 25A(6) consultation notice – unreasonable diversion of resources
Template 16 – Third party consultation letter
Template 17 – Disclosure of third party information notice
Template 18 – Decision letter – release in full, in part, deny in full
Template 19 – Decision letter – documents do not exist or cannot be located
Template 20 – Decision letter – refusal under section 25A(1)