SAMPLE LETTER C TOTAL RELEASE OF DOCUMENTS   NOTE TO PREPARER: There are instances when you will release in their entirety all records being requested.   In such cases, you need to ensure that you still build an administrative record of the action taken on the request.   Total releases or releases with referrals to other activities do 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].    NOTE:  IF REQUEST DOES NOT DELINEATE DATE/TIME FRAME OF DOCUMENTS OR SEARCH TO BE UNDERTAKEN, THEN ADD THIS PARAGRAPH:  Pursuant to procedures established in Secretary of the Navy Instruction (SECNAVINST) 5720.42F, our search for responsive records will encompass only those records in existence as of [DATE REQUEST RECEIVED OR DATE REQUEST PROCESING COMPLETED].   IF DOCUMENTS ARE NOT CENTRALLY LOCATED, YOU MAY WISH TO DEFINE THE AREA OF SEARCH:  During our search, we examined the files maintained by [IDENTITY OF SEARCH LOCATION(S)] as responsive to your request.   We have reviewed the attached documents which are responsive to your request and they are released to you in their entirety.   [INSERT APPLICABLE FEE LANGUAGE]       Option 1 (no fees involved):    The fees associated with the processing of your request are waived in this instance.             Option 2 (fees incurred, but total less than $250.00):    The fees incurred during the processing of your request amount to [INSERT FEE AMOUNT], for search [INSERT SEARCH AMOUNT], review [INSERT REVIEW FEE AMOUNT, if applicable], and reproduction [INSERT REPRODUCTION FEE AMOUNT].  Please forward a check or money order, payable to the Treasurer of the United States, for the stated amount to this office within 30 calendar days from the date of this correspondence.       Option 3 (fees required in advance -- over $250.00 or poor payment history):    The fees incurred during the processing of your request amount to [INSERT FEE AMOUNT], for search [INSERT SEARCH AMOUNT], review [INSERT REVIEW FEE AMOUNT, if applicable], and reproduction [INSERT REPRODUCTION FEE AMOUNT].  Please forward a check or money order, payable to the Treasurer of the United States, for the stated amount to this office within 30 calendar days from the date of this correspondence.    Upon receipt of payment, we will forward the requested documents.  If, however, we do not hear from you within 30 calendar days from the date of this correspondence, we will administratively close this request file with no further action required.       Option 4 (examination of records): The documents you seek are available for examination.  Please contact [NAME OF POC] at [PHONE NUMBER OF POC] to arrange a time and place for this examination.    Any questions concerning this matter should be directed to [ACTION OFFICER'S NAME AND CODE] at [ACTION OFFICER'S TELEPHONE NUMBER].                                   Sincerely,                                       SIGNATURE   List the enclosures

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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. SECNAV/CNO FOIA Office Chief of Naval Operations (DNS-36) 2000 Navy Pentagon Washington, DC 20350-2000 1-202-685-6545 Fax: 1-202-685-6580 Contact FOIA Office via E-mail Contact Webmaster via E-mail Comments and Suggestions