Appendix 3: Model Letters

The following sample letters are provided to assist public bodies in corresponding with applicants, third parties and others in the processing of access requests. The sample letters are intended to provide general guidance and may be altered to suit the circumstances of each request.

The sample letters have been provided in PDF format for printing. MS Word format files are also provided so users may customize these documents for their public bodies' use.

The letters are as follows:

A Acknowledgment of Request
A.1 Notice of Processing an Access Request under the Health Information Act
B Notification During a Continuing Request
C Transfer of Request
D Notice Regarding Extension of Time Limit
E Fee Estimate
F Abandonment of a Request
G Response to Access Request - Granting Access
H

Response to Access Request - Access to All or Part of Record(s) Refused

I Response to Access Request - Record Does Not Exist
J Refusal to Confirm or Deny Existence of a Record
K Letter to Speaker of the Legislative Assembly Regarding Parliamentary Privilege
L Notice to Third Party Under Section 30
M Notice to Applicant Under Section 30(5)
N Notice to Third Party Regarding Decision Under Section 31
O Notice to Applicant Regarding Decision Under Section 31
P Notice to Third Party Under Section 32 (disclosure in the public interest)
Q Notice to Third Party Under Section 32 After Disclosure of Information
R Notice to Third Party of Disclosure of Personal Information under Section 17(2)(b)
S Acknowledgment of Receipt of Correction Request
S.1 Notice of Processing a Request for Correction or Amendment under the Health Information Act
T Notification Concerning a Request for Correction or Annotation
U Notice to public bodies regarding correction or annotation of personal information
V Initial Letter to Expert Under Section 18(2)
W Letter Transmitting Records to Experts Under Section 18(2)