Request Ontario government’s records with an FOI request

If a provincial government’s department, representative or provincially-funded body’s record, report, email, contract, memo, report, database or other document is not publicly available through an Open Data portal or website, and contacting the department responsible for the information was not successful, you can request a copy by submitting a Freedom of Information (FOI) request. In Ontario, you can make a request online under the Freedom of Information and Protection of Privacy Act. Each province and territory in Canada has its own access to freedom of information legislation.

You don’t need a lawyer, just $5 and a written request specific enough for a public servant to locate the record. It only takes 5 minutes.

Here’s how you can do it step by step:

1. Go to Access or Correction Request

Go to: https://www.ontario.ca/page/freedom-information-request

Scroll down and click the blue “File an online request” button.

It will send you to https://forms.mgcs.gov.on.ca/en/dataset/on00089

Scroll down to “Forms, Links, and Information” and click “Access link” next to “English – on00089e-link – Access or Correction Request.”

2. Select your request type and enter your contact details

Under “Type of Request”, check “Access to general records (non-personal information)”.

Under “Name of institution request made to” select the Ministry responsible in the dropdown.

Click Next.

Fill in your information (first and last name, address, etc.) and click Next.

3. Enter your request

In the “Description of Records or Correction Requested” text box, describe the records you’re requesting. Secret Canada has some great letter templates for requesting different kinds of records.

Copy/paste this template:

Template

NOTE: You can request absolutely anything to any ministry. The principle of freedom of information laws is “Open by Default“, meaning all information held by government institutions is available to the public by default, unless it falls under one of a limited number of specific exceptions where it needs to stay private to protect privacy, confidentiality and security.

If one of the exemptions does apply, the government must disclose as much of the record as can reasonably be severed without disclosing the information that falls under one of the exemptions.

• Ontario Provincial Police investigations notes and reports
• Chief Coroner records
• Procurement records related to provincial highway maintenance
• Who Searched Me records

Tips

• Specific: Make your request as specific as possible. Find the document title, reference/ID number and file type of the records that have the information you’re looking for by searching Open Data portals, websites and other publicly available documents (eg. meeting minutes, studies, annual reports, etc.).
• Time-bound: Include a beginning and end date
• Format: Include: “Please send the information electronically.”

If you’re unable to find then and are unsure what kind of records might exist, try contacting the Freedom of Information and Privacy coordinator at the institution that holds the information. They are responsible for assisting the public. The Directory of Institutions also lists and provides contact information for FOI coordinators for provincial and municipal public sector institutions.

Enter the time period of the records you’re requesting.

Select “receive copy”.

Click “Review Form”.

Review the summary of your request and click “Submit” at the bottom.

FOI request examples

Real examples of past Freedom of Information requests can be found on some municipalities’ Open Data portals:

• Toronto
• Kingston
• Burlington
• Sudbury

Secret Canada, a project by The Globe and Mail, is an online database of over 320,000 FOI summaries for requests filed from April, 2010, to March, 2023 from across all jurisdictions and levels of government. Their website is the best source of advice, inspiration and guidance for filing FOI requests. They also have a list of stories they’ve published using information from FOI requests. You can get updates about the project by subscribing to the newsletter.

The federal government publishes past requests and responses here: Completed Access to Information Requests

4. Select a payment method and pay the $5 fee

You successfully submitted a FOI request!

FOI requests are crucial to democracy because it’s how journalists found out about the Greenbelt scandal, Ontario Place corruption, Skills Development Fund scandal, and Doug Ford’s staff vehicles moving at stunt driving speeds.

Additional processing fees

The processing fee is determined by the time it will take staff to search and prepare records, which depends on the:

• type of information you requested (for example, general records or personal information)
• format you wish to receive the information (for example, paper, electronic or multimedia records)
• total costs incurred by the institution to produce or prepare the information

You will receive a fee estimate from the FOI office or institution where you submitted your FOI request, if the processing fees will be more than $25. When processing fees are over $100, a deposit may be required.

Important note: You have the right to request a waiver of fees if the total charges incurred for preparing the records will cause financial hardship or if the information will benefit public health or safety.

5. Institution processes your request

Within 30 days, the institution will send you a decision indicating what information and records are available and what can be released to you.

Appeal an FOI decision

If you are denied access or disagree with an institution’s decision regarding their requests (including fees), you have the right to appeal any decision with the Information and Privacy Commissioner (IPC) within 30 days of receiving the decision by completing the online appeal form.

You can alternatively mail the following documents:

1. Completed appeal form
2. The file number of the request (eg. FOI 2023-14)
3. Copy of your original request
4. Copy of the decision letter
5. Cheque or money order in the amount of $10 (for personal information) or $25.00 (for general records) payable to the Minister of Finance.

To the following address:

Office of the Information and Privacy Commissioner of Ontario (IPC)
Information and Privacy Commissioner
2 Bloor Street East, Suite 1400, Toronto ON M4W 1A8

You have 30 days to appeal the decision with the IPC after the notice of decision is given (Section 20(8)), which is the date you actually receive the FOI decision/response – not the date on the response letter.

Appeal fees

• $10 for appeals related to access to, or correction, of your personal information
• $25 for appeals related to access to general records