SAMPLE
LETTER G
UNPERFECTED
REQUEST - FAILED TO REASONABLY DESCRIBE REQUESTED RECORDS
NOTE TO THE
PREPARER: Because requesters do not completely understand how our records
are maintained, they may not include sufficient information to permit a
search of records.
Since you are familiar with how your files are maintained,
records disposition, etc., you will want to provide the requester with
guidance on what information to provide so that a search may be undertaken.
This type of response does not require the signature of
your Initial Denial Authority (IDA).
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].
Please be advised that, while we wish to fully cooperate
in processing your request, your letter does not provide sufficient detail to
allow for the ready identification and retrieval of the desired
documents. Additionally, be advised
that the Navy does not maintain a central index or database of all Department
of the Navy records. At a minimum,
your request must contain such facts as type of record, subject area, date
the record was created, and/or the originator of the record.
In view of the above, your request is returned for
refinement. If you can provide
additional information to identify the specific documents you seek, you may
resubmit your request to this office or directly to the Navy official that
holds those records.
Any questions
concerning this matter should be directed to
[ACTION OFFICER'S NAME AND CODE] at
[ACTION OFFICER'S TELEPHONE NUMBER].
Sincerely,
SIGNATURE
1-202-685-6545