SAMPLE
LETTER B
INFORMAL
EXTENSION/ACKNOWLEDGEMENT RESPONSE
NOTE TO PREPARER OF
CORRESPONDENCE: There are instances when you are unable to provide a response
within the 20 working day time limit. We highly recommend that whenever
possible you call or e-mail the requester to negotiate an informal extension
of time and then follow-up with a letter that confirms the agreement.
This kind of response does not require the signature of an
Initial Denial Authority (IDA) or appeal rights.
Dear [MR/MS/MRS
_________]:
This responds to your Freedom of Information Act (FOIA)
request of [DATE OF REQUEST LETTER] in
which you seek [RESTATEMENT OF WHAT REQUESTER IS SEEKING]. Your request was received by this office
on [DATE REQUEST RECEIVED] and
assigned file number [FILE NUMBER].
This
also confirms your telephone conversation with [NAME] of my
staff
on [DATE OF PHONCON], in which you
were advised that we will
not
be able to provide you a substantive determination on your request within the
20 working-day time frame established by the FOIA because [DESCRIPTION OF REASON] and will
require additional time to process your request. As you were advised, we expect to complete action on your
request by [ANTICIPATED COMPLETION
DATE].
I
understand that you are agreeable to an informal extension of the statutory
time limits while we continue to process your request. However, be advised that this arrangement
in no way affects your right to request a prompt substantive determination on
your request. If you believe a
diligent effort is not being made to process your request, you may terminate
this informal agreement by advising the undersigned in writing.
Any questions
concerning this matter should be directed to
[ACTION OFFICER'S NAME AND CODE] at
[ACTION OFFICER'S TELEPHONE NUMBER].
Sincerely,
SIGNATURE