FOIA Response Determination Letter Template

Template for documenting a FOIA determination letter, including request details, applied exemptions, pages released and withheld, and appeal rights.

Request and Case Identification

• FOIA Request ID
• Request Received Date
• Requester Name
• Requester Email
  Optional if the response will be sent by mail or another approved channel.
• Response Delivery Method

Determination Summary

• Determination Type
• Determination Date
• Records Reviewed
  Briefly describe the records searched or reviewed. Use minimum necessary detail.
• Number of Responsive Pages or Records

Release and Withhold Decision

• Disposition for Responsive Records
• Pages or Records Released
  List page ranges, record identifiers, or file names released to the requester.
• Pages or Records Withheld
  List page ranges, record identifiers, or file names withheld or withheld in part.
• Redaction Summary
  Describe the portions redacted and the reason for redaction at a high level.
• Referred Office or Agency

Applied Exemptions

• Applied Exemptions
• Exemption Rationale
  Explain, in plain language, why each exemption applies. Avoid unnecessary PII and include only the minimum necessary detail.
• Segregability Review Completed
  Confirm whether a segregability review was completed to determine if any reasonably segregable portions could be released.

Appeal Rights and Next Steps

• Appeal Rights Included in Letter
  Confirm that the determination letter includes the requester’s appeal rights and deadline.
• Appeal Deadline (Days)
  Number of days the requester has to appeal, if applicable.
• Appeal Instructions
  Summarize where and how the requester may submit an appeal.
• Fee or Cost Notice
  Include any fee assessment, waiver, or cost-related notice if applicable.

Approval and Audit Trail

• Prepared By
• Reviewed By
• Approved By
• Letter Issue Date
• Final Determination Letter File
  Upload the final signed determination letter, if retained in the case file.