Dear [APPLICANT'S NAME]
The Department of Veterans’ Affairs (the department) has received your [revised] request for access
to information under the
Freedom of Information Act 1982 (FOI Act). I note you have requested
access to the following:
[QUOTE ORIGINAL REQUEST OR IF REQUEST REVISED, QUOTE REVISED REQUEST. STATE
UNDERSTANDING OF REQUEST IF YOU NEEDED TO REFRAME FOR CLARITY e.g. I have understood your request
to be a request for the fol owing documents…]
Your request was received by the department on [DATE] and the ordinary 30 day statutory period
for processing your request commenced from the day after that date.
Extension of Time
Due to an increase in the number of information access applications currently being received by the
department, we are asking your agreement to an extension of time for a further 30 days to process
this request under section 15AA of the FOI Act. This would mean that your request is due on
XX
Month 202X.
If we are in a position to make a decision on your request earlier than this date, we will endeavour to
do so.
The statutory period may also be extended if we need to consult third parties or for other reasons
permitted under the FOI Act. We wil advise you if this happens.
Please reply by return email if you agree to this extension of time. If you do agree we wil notify the
Office of the Australian Information Commissioner (OAIC) of your agreement under section 15AA of
the FOI Act.
Administrative access [
Remove if not applicable]
The department considers that your request is more appropriately processed under administrative
access arrangements, which may allow for more efficient processing of your request. Where
requests are made under the FOI Act, the department is required to consider whether any
exemptions apply to the material, preventing its release. The department must also prepare a formal
statement of reasons for the decision. As your request relates to your own personal information, the
department may be able to make a more timely release of information under administrative access
arrangements, as the above requirements do not apply.
If you agree, please reply to this email by [INSERT DATE - 7 DAYS] acknowledging your agreement for
the department to process your request administratively and withdrawing your request under the
FOI Act. The department endeavours to make decisions on administrative access requests within 30
days.
OR
Based on a preliminary document search exercise, we are of the opinion that the likely volume of
documents falling within the scope of your request, may give rise a practical refusal reason under
section 24AA of the FOI Act, on the basis that the processing of your request under the FOI Act
would constitute a substantial and unreasonable diversion of the department’s resources.
In these circumstances, the department considers that your request is more appropriately processed
under administrative access arrangements, which may also allow for more efficient processing of
your request. The department endeavours to make decisions on administrative access requests
within 30 days after receipt. If you are agreeable, I kindly ask that you let us know, in writing, by
[INSERT DATE - 7 DAYS], that you agree to the department processing your request administratively
and withdrawing your request under the FOI Act.
Charges [
Remove if not applicable]
The department will advise you if a charge is payable to process your request and the amount of any
such charge as soon as practicable. No charge is payable for providing a person with their own
personal information.
Your address
The FOI Act requires that you provide us with an address that we can send notices to. You have
advised your [postal/electronic] address is [ADDRESS]. Unless you tell us otherwise, we will send all
notices and correspondence to this address.
Disclosure log [
Remove if not applicable]
Information released under the FOI Act may be published on a disclosure log on our website, subject
to certain exceptions. These exceptions include where publication of personal, business, professional
or commercial information would be unreasonable.
Request to treat certain material as out of scope or irrelevant to the request
To the extent the department has documents in its possession that fal within the scope of your
request, we intend to treat the following information as out of scope or irrelevant to your request,
pursuant to section 22(1)(b)(ii) of the FOI Act:
1. The surnames, signatures and direct contact details of non-SES Commonwealth employees
and contractors, including clinical staff working for Open Arms – Veterans & Families
Counselling;
2. The surnames, signatures and direct contact details of serving members of the Australian
Defence Force; and
3. The signatures of third party individuals.
If you agree to the department treating these details as irrelevant, please advise by [INSERT DATE - 7
DAYS].
Further assistance
If you have any questions about your request, please emai
l xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
We look forward to receiving your response to our request for an extension of time and for the
removal of certain information as out of scope from your request.
Yours sincerely
First name
Name (Position Number XXXX)
Information Access Officer
Information Access Unit
Department of Veterans’ Affairs
xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Date
Dear XXXX,
Thank you for sending in the request on behalf of XXXX that has now been registered under
reference
LEX XXXX.
Please accept this as the formal acknowledgement and copies of relevant documents will be
sent to you in due course.
Contacting you about your request
We will contact you using the email address you have provided. Please advise if you would
prefer us to use an alternative means of contact.
If you have any questions, please contact us using the following details:
Post: Information Access Unit
Client Access and Rehabilitation Branch
GPO Box 9998 BRISBANE QLD 4001
Email: xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Kind Regards,
NAME (position number XXXXXX)
Information Access Officer
Information Access Unit
Department of Veterans’ Affairs
e xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Dear XXXX
Thank you for sending in the request that has now been registered under reference
LEX
XXXX.
Please accept this as the formal acknowledgement and copies of relevant documents will be
sent to you in due course.
Contacting you about your request
We will contact you using the Email address: email, you have provided. Please advise if you
would prefer us to use an alternative means of contact.
If you have any questions, please contact us using the following details:
Post: Information Access Unit
Client Access and Rehabilitation Branch
GPO Box 9998 BRISBANE QLD 4001
Email: xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Regards
NAME (position number XXXXXX)
Information Access Officer
Information Access Unit
Department of Veterans’ Affairs
e xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Dear [APPLICANT'S NAME]
The Department of Veterans’ Affairs (the department) has received your [revised] request on behalf
of XXX for access to information under the
Freedom of Information Act 1982 (FOI Act). I note you
have requested access to the fol owing:
[QUOTE ORIGINAL REQUEST OR IF REQUEST REVISED, QUOTE REVISED REQUEST. STATE
UNDERSTANDING OF REQUEST IF YOU NEEDED TO REFRAME FOR CLARITY e.g. I have understood your request
to be a request for the fol owing documents…]
Your request was received by the department on [DATE] and the ordinary 30 day statutory period
for processing your request commenced from the day after that date.
Extension of Time
Due to an increase in the number of information access applications currently being received by the
department, we are asking your agreement to an extension of time for a further 30 days to process
this request under section 15AA of the FOI Act. This would mean that your request is due on
XX
Month 202X.
If we are in a position to make a decision on your request earlier than this date, we will endeavour to
do so.
The statutory period may also be extended if we need to consult third parties or for other reasons
permitted under the FOI Act. We wil advise you if this happens.
Please reply by return email if you agree to this extension of time. If you do agree we will notify the
Office of the Australian Information Commissioner (OAIC) of your agreement under section 15AA of
the FOI Act.
Administrative access [
Remove if not applicable]
The department considers that your request is more appropriately processed under administrative
access arrangements, which may allow for more efficient processing of your request. Where
requests are made under the FOI Act, the department is required to consider whether any
exemptions apply to the material, preventing its release. The department must also prepare a formal
statement of reasons for the decision. As your request relates to your own personal information, the
department may be able to make a more timely release of information under administrative access
arrangements, as the above requirements do not apply.
If you agree, please reply to this email by [INSERT DATE - 7 DAYS] acknowledging your agreement for
the department to process your request administratively and withdrawing your request under the
FOI Act. The department endeavours to make decisions on administrative access requests within 30
days.
OR
Based on a preliminary document search exercise, we are of the opinion that the likely volume of
documents falling within the scope of your request, may give rise a practical refusal reason under
section 24AA of the FOI Act, on the basis that the processing of your request under the FOI Act
would constitute a substantial and unreasonable diversion of the department’s resources.
In these circumstances, the department considers that your request is more appropriately processed
under administrative access arrangements, which may also allow for more efficient processing of
your request. The department endeavours to make decisions on administrative access requests
within 30 days after receipt. If you are agreeable, I kindly ask that you let us know, in writing, by
[INSERT DATE - 7 DAYS], that you agree to the department processing your request administratively
and withdrawing your request under the FOI Act.
Charges [
Remove if not applicable]
The department will advise you if a charge is payable to process your request and the amount of any
such charge as soon as practicable. No charge is payable for providing a person with their own
personal information.
Your address
The FOI Act requires that you provide us with an address that we can send notices to. You have
advised your [postal/electronic] address is [ADDRESS]. Unless you tell us otherwise, we will send all
notices and correspondence to this address.
Disclosure log [
Remove if not applicable]
Information released under the FOI Act may be published on a disclosure log on our website, subject
to certain exceptions. These exceptions include where publication of personal, business, professional
or commercial information would be unreasonable.
Request to treat certain material as out of scope or irrelevant to the request
To the extent the department has documents in its possession that fall within the scope of your
request, we intend to treat the following information as out of scope or irrelevant to your request,
pursuant to section 22(1)(b)(ii) of the FOI Act:
1. The surnames, signatures and direct contact details of non-SES Commonwealth employees
and contractors, including clinical staff working for Open Arms – Veterans & Families
Counselling;
2. The surnames, signatures and direct contact details of serving members of the Australian
Defence Force; and
3. The signatures of third party individuals.
If you agree to the department treating these details as irrelevant, please advise by [INSERT DATE - 7
DAYS].
Further assistance
If you have any questions about your request, please emai
l xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
We look forward to receiving your response to our request for an extension of time and for the
removal of certain information as out of scope from your request.
Yours sincerely
First name
Name (Position Number XXXX)
Information Access Officer
Information Access Unit
Department of Veterans’ Affairs
xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Date
Dear [APPLICANT'S NAME]
The Department of Veterans’ Affairs (the department) has received your request on behalf of XXXX
for internal review of the Department’s decision (LEX XXXX) under the
Freedom of Information Act
1982 (FOI Act). Your internal review request reads as follows:
[QUOTE ORIGINAL IR REQUEST OR STATE UNDERSTANDING OF REQUEST IF YOU NEEDED TO
REFRAME FOR CLARITY e.g. I have understood your internal review request to be a request for the fol owing
documents…]
Your request for internal review was received by the department on [DATE] and the 30 day statutory
period for processing your request commenced from the day after that date.
Where possible, your request for internal review will be handled by an FOI officer authorised
decision-maker who was not involved in the original decision.
Your address
The FOI Act requires that you provide us with an address that we can send notices to. You have
advised your [postal/electronic] address is [ADDRESS]. Unless you tell us otherwise, we will send all
notices and correspondence to this address.
Disclosure log [
Remove if not applicable]
Information released under the FOI Act may be published on a disclosure log on our website, subject
to certain exceptions. These exceptions include where publication of personal, business, professional
or commercial information would be unreasonable.
Further assistance
If you have any questions about your request, please emai
l xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Yours sincerely
First name
Name (Position Number XXXX)
Information Access Officer
Information Access Unit
Department of Veterans’ Affairs
xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Date
Dear [APPLICANT'S NAME]
The Department of Veterans’ Affairs (the department) has received your request for internal review
of the Department’s decision (LEX XXXX) under the
Freedom of Information Act 1982 (FOI Act). Your
internal review request reads as follows:
[QUOTE ORIGINAL IR REQUEST OR STATE UNDERSTANDING OF REQUEST IF YOU NEEDED TO
REFRAME FOR CLARITY e.g. I have understood your internal review request to be a request for the fol owing
documents…]
Your request for internal review was received by the department on [DATE] and the 30 day statutory
period for processing your request commenced from the day after that date.
Where possible, your request for internal review will be handled by an FOI officer authorised
decision-maker who was not involved in the original decision.
Your address
The FOI Act requires that you provide us with an address that we can send notices to. You have
advised your [postal/electronic] address is [ADDRESS]. Unless you tell us otherwise, we will send all
notices and correspondence to this address.
Disclosure log [
Remove if not applicable]
Information released under the FOI Act may be published on a disclosure log on our website, subject
to certain exceptions. These exceptions include where publication of personal, business, professional
or commercial information would be unreasonable.
Further assistance
If you have any questions about your request, please emai
l xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Yours sincerely
First name
Name (Position Number XXXX)
Information Access Officer
Information Access Unit
Department of Veterans’ Affairs
xxxxxxxxxxx.xxxxxx@xxx.xxx.xx
Date
Document Outline