Information Guide

Introduction

The Freedom of Information Act (FOIA) (5 U.S.C.§552) generally provides that any person has 

a right, enforceable in court, to obtain access to Federal agency records, except to the extent

that such records (or portions of them) are protected from public disclosure by one of nine 

exemptions.

Requesters should be aware that there is no central office in the government that processes 

FOIA requests for all federal agencies. Each agency responds to requests for its own 

records. Therefore, before sending a request to General Services Administration (GSA) you 

should determine whether this agency is likely to have the records you are seeking. Each 

agency should have information about its programs and operations on its website, so you 

may wish to review various agencies program descriptions on their respective websites 

before making a FOIA request. Please be aware that the FOIA does not require agencies to 

answer questions, or to create records to respond to a request

Many GSA documents are already available at its website accessed at: www.gsa.gov. This 

website includes a wealth of information available without filing a FOIA request

How to Request a Document

A FOIA request can be made for any agency record. This does not mean, however, that GSA 

will disclose all records sought. There are statutory exemptions that authorize the withholding of 

information of a sensitive nature. 

Requests may be submitted by USPS, fax, or, at our FOIA On-Line Request form located at the 

site listed below:

http://www.gsa.gov/portal/content/103778

Make sure your request is complete and clear.

In making your request you should be as specific as possible with regard to names, dates, 

events, subjects, the office likely to maintain the records, etc. In addition, if you are requesting 

records about a contract or a solicitation, you should provide the contract number, contracting

officer’s name or location, solicitation number or any other information associated with the 

administration of the contract. 

If the records you are requesting are likely to cost more than $25 (see fee category), include in 

your letter assurance that you are willing to pay the required fees. 
Response Times

Once the FOIA request is received by the Agency, it as twenty working days in which to make 

a determination on the request. 

GSA will in all cases attempt to comply with the time limits for responding to requests under the 

FOIA. An extension of ten additional days can be granted when (1) the office needs to collect 

responsive documents from field offices (2) the request involves a “voluminous” amount of 

records that must be located, compiled and review; or (3) GSA needs to consult with another 

agency that has a substantial interest in the request. When such a time extension is needed, the 

office will notify you in writing. 

 Creation of New Records: The FOIA does not require that GSA compile a record that does 

not already exist. For example, FOIA does not require GSA to collect and compile information 

from multiple sources to create a new record or develop a new computer program to extract 

requested records. GSA may compile records or perform minor reprogramming when doing so 

will not significantly interfere with the operation of the automated system in question.

 Applying Exemptions: GSA may deny a request for a GSA record if it falls within an 

exemption under the FOIA. GSA will not withhold a record unless it is classified or disclosure 

would violate a Federal statute, or unless there is a compelling reason to do so; i.e., disclosure 

will likely cause harm to a Governmental or private interest. In the absence of a compelling 

reason, GSA will disclose a record even if it otherwise is subject to exemption. GSA will cite the 

compelling reason(s) to requesters when any record is denied under FOIA, and will, if possible, 

show the location and extent of deletions.

Expedited Handling

A request for expedited processing should be submitted with your FOIA request. You 

must include a statement in your request describing a compelling need for expedited 

processing certifying that this need is true and correct to the best of your knowledge and 

belief. You must demonstrate to the satisfaction of GSA that your request meets one of 

the following criteria:

 Imminent threat. Failure to obtain requested records on an expedited basis could 

reasonably be expected to pose an imminent threat to the life or physical safety of an 

individual.

 Imminent deadlines for media requests. With respect to a request made by a 

person primarily engaged in disseminating information (the media), urgency to inform 

the public concerning actual or alleged Federal Government activity may justify 

expedited processing.

GSA will notify you of its decision about whether to grant expedited processing within no 

more than 10 calendar days after receiving your letter. If your request is denied, you 

will be advised of your right to submit an administrative appeal of that denial.

Fee Waivers
A request for a waiver of fees must be included with your FOIA request. GSA will waive 

or reduce fees for requests if disclosure will contribute significantly to public 

understanding of the operations and activities of the Government or agency and will not 

be primarily in the commercial interest of the requester. Requests for waivers must 

explain: 

* How the subject matter of the requested information directly and clearly 

concerns identifiable operations or activities of the Federal Government; 

* How disclosure will contribute to the public's understanding of Government 

operations or activities, including how and in what forum the requester will 

publish the information to inform and educate the public; 

* How the materials are unique and do not duplicate materials already in the 

public domain; and 

* What the impact on the commercial interests of the requester will be, if any.

Fees

There is not initial fee to file a FOIA request. However, by law an agency is entitled to 

assess fees to recover some of the direct costs of locating and reproducing records for 

specific categories of requesters. Requesters are not charged if the fee is $25 or less.

The FOIA divides requesters into three categories as listed below:

1. Commercial users pay for all search, review, & copying. 

2. News media and educational requesters pay for copying only (but the first 100 

pages are provided free). 

3. "All Others" pay for all search and all copying (but the first 2 hours of search and 

the first 100 pages are provided free).

Our current fee schedule is shown below:

Manual searches by clerical staff $13 per hour or fraction of an hour

Manual searches and reviews by professional staff $29 per hour or fraction of an hour

Computer searches Direct cost to GSA
Transportation or special handling Direct cost to GSA

Make checks or money orders payable to the General Services Administration. Requesters may 

also pay by MasterCard or Visa. 

Appealing a Denial of a Request

You may file an appeal if you are not satisfied with GSA’s initial response. This would 

include a denial of records in full or in part, a fee waiver denial, denial of expedited 

processing and no records responses. Send the appeal to the GSA FOIA Office 

(ACMC) in Washington, DC, 20405, no later than 120 calendar days after you receive 

GSA's denial of your request for records. Your appeal must be in writing, and must 

include the following:

- A brief statement of the reasons that you think GSA should release the 

records, find the records, or grant the waiver or expedited processing;

- A copy of the initial request; and 

- A copy of GSA's denial. 

Include the words "Freedom of Information Act Appeal" on the face of the appeal letter 

and on the envelope.