3. MAKE THE MOST OF YOUR REQUEST
To ensure you receive the information you are looking for, it can be a good idea
to spend a little bit of time thinking about your request to get it right. The better
you can describe the information you're looking for, the easier it will be for the
public authority to find it for you.
4. TYPES OF REQUEST
1. Is the information already published?
2. Is the information you want suitable for general publication?
3. Keep it simple, specific and focused
4. Seek advice and assistance from the public authority
5. Be polite!
6. Check before sending
5. 1. IS THE INFORMATION ALREADY PUBLISHED?
Before submitting an FOI (Freedom of Information) request, it's a good idea to
check whether the information you're looking for is already published. If it is,
you'll be able to access it straight away, and won't have submit a request or
wait for a response.
6. 2. IS THE INFORMATION YOU WANT SUITABLE FOR GENERAL
PUBLICATION?
• The aim of the FOI (Freedom of Information) is to make information available
to the general public.
• Some information, such as records about a dead relative, or documents you
need for legal purposes, may not be available under the Act but you may
have a right to see the information you want under other legislation [laws].
• The public authority holding the information you want should be able to
advise you.
7. 3. KEEP IT SIMPLE, SPECIFIC AND FOCUSED
• Try and be as specific as you can when describing the information you want.
• Help the authority find the information you're looking for quickly by focusing
your request as much as you can on the information you really need.
• Specifying the issue that you're interested in (e.g. the closure of the school
playground)
• Specifying the types of information that you're interested in (e.g. information
contained in reports, minutes, or email correspondence relating to the issue)
8. 4. SEEK ADVICE AND ASSISTANCE FROM THE PUBLIC
AUTHORITY
• Every public authority has a duty to advise and assist people who are making
requests for information.
• If you're not sure how to word your request, or what might be held by the
authority, you can contact them for advice.
• It can often be helpful to have a quick chat with the authority before putting in
your request or if you have questions about the information that is sent to you in
response.
9. 5. BE POLITE!
• You may feel strongly about the subject of your request, but try and be as polite
as you can when requesting information.
• Use everyday language, and avoid using any language that could be considered
inappropriate or abusive - this could lead to your request being refused because
it is "vexatious".
10. 6. CHECK BEFORE SENDING
• Read through your request before you send it.
• Try and put yourself in the shoes of the member of staff receiving your request.
• Is the information you're looking for clearly described? Is the information
you've asked for likely to be recorded?
12. HOW TO ASK QUESTIONS DURING LECTURE
• Do you ever feel stuck on how to ask questions during lectures? Have you felt
nervous about how to create a question because you are very confused?
• Being confused is an opportunity to ask questions so your instructors can support
your understanding. Here, I will outline Bloom’s Taxonomy and how to use it to
formulate questions.
15. There are many ways to form an appropriate request in English depending on
the context. First, look at the following examples of requests.
MAKING REQUESTS
16. Can you guess which ones are very indirect, and which ones are more direct?
a. Let me see your notes.
b. Do you think I could see your notes?
c. I seem to have lost my notes
d. I want your notes.
e. Can I borrow your notes?
f. Please show me your notes.
g. Would it be alright if I borrowed your notes for a bit?
MAKING REQUESTS
17. USING THE PAST TENSE
To make a request less direct (and therefore, more polite), there are a couple strategies. The
first one is to use the past tense, such as the simple past or past progressive. By phrasing
requests in the past tense, a sense of distance is created between the speaker and the thing
being requested. In this way, the request is seen as being less direct, and therefore, less
confrontational toward the speaker. Look at the following examples:
I was hoping to leave work a little early today.
I wondered if I could leave work a little early today.
18. MODAL VERBS
Another way to increase the politeness of a request is to add modal verbs (might,
would, could, should, etc.). Look at the following examples:
• Might I take a look at the report?
• Could I take a look at the report?
• Would you be able to show me the report?
19. SOFTENING
Softening is a pragmatic strategy that helps you make your requests sound softer,
or more polite. There are three common strategies for softening:
1. using common “softener” phrases that precede a request;
2. inserting hesitation markers; and
3. omitting “you.”
20. OTHER CONSIDERATIONS WHEN MAKING A
REQUEST
Some phrases commonly precede or follow requests that affect the context in which
the request is made.
For example:
1. Checking on availability (If you’re free this evening,… / If you don’t have anything
going on,…)
2. Getting a pre-commitment (Would you mind doing me a favor? / Could you help me
for a sec?)
21. OTHER CONSIDERATIONS WHEN MAKING A
REQUEST (CONTINUE)
3. Giving background (It was too heavy for me to carry by myself. / Sorry, I seem to
have lost the assignment guidelines.)
4. Complimenting (Wow, your notes are so much more organized than mine. / You
seem like you have a good handle on your section.)
5. Disarm (Please let me know if this is an issue… / I hope this doesn’t sound too
forward of me, but…)
