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Website:  http://foia.navy.mil   Date: 10/14/2004   Time:  7:51:20 PM

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




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About this Site: This is an official Department of the Navy website provided as a public service of the Office of the General Counsel in cooperation with the SECNAV/CNO Freedom of Information Act Office (FOIA). The FOIA Office reports to the Director of Navy Staff. Registered with GILS as: Department of the Navy Freedom of Information Act Web Site. Before contacting us read our Privacy Policy.

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