Freedom of Information (FOI) Request
Information is routinely available to the public. Occasionally, a review is required, or a coordinated effort is needed to gather information for release. The Freedom of Information and Protection of Privacy Act (the 'Act') provides specific information and privacy rights regarding information that is collected or controlled by public bodies in British Columbia.
Start your Search with an Informal Request
Before you make a formal request for information, try contacting the departments within the City that may have the information you are seeking. The Act is not intended to replace existing means of obtaining information.
Some Departments release routine information and are authorized by bylaw to collect a fee. You will be advised whether or not a formal request is needed, and the department may be able to assist you with the wording of your request so that the information can be easily researched.
Information you can receive through an informal request with front line staff includes:
- answers to questions related to departmental operations,
- open agendas, open minutes, bylaws, and
- certain property related information, publications, policies and procedures.
City of Surrey Main Department Contacts:
- City Manager email@example.com
- Engineering firstname.lastname@example.org
- Finance & Technology email@example.com
- Human Resources firstname.lastname@example.org
- Investment & Intergovernmental Relations email@example.com
- Parks, Recreation & Culture firstname.lastname@example.org
- Planning & Development email@example.com
- Surrey Libraries firstname.lastname@example.org
- Surrey RCMP Call 9-1-1 to report an emergency. Surrey RCMP District Offices
- General Information: 604-591-4011
- Emergency Issues (missing stop signs and broken water mains): 604-591-4152
- Broken traffic signal or streetlight: 604-591-4338
- Waste Collection Hotline: 604-590-7289
- Bylaw & Animal Control Complaints: 604-591-4370
- Parking Complaints: 604-591-4352
Requests for records held by Fire Services must be requested directly from the Fire Department. This includes Fire Incident Reports, Traffic Accident Attendance/Medical Assistance, Incident Questionnaires and Dispatch Recordings.
If you are unsure of what department your request should be directed to, please feel free to contact General Information: 604-591-4011 or email@example.com for assistance.
How to make Formal Request
If the department you contact is unable to provide information, you may file a formal request for the records you are seeking. A formal request for recorded information is a formal process to access records that are not routinely available (as noted above).
When you send us electronic email, we collect your email address and your message so that we may respond to you. There is a chance that the email you send to us or that we send to you could be intercepted in transit or sent to the wrong address. If you are concerned about the confidentiality of information, including your personal information, in transit, submit your request securely online.
1. Make a formal FOI request
2. Review and acknowledgment
Your request will be reviewed to determine whether the information you are seeking is routinely available, or if further searching, compiling and review is required. We will contact you within 3 business days to confirm your request, provide you with a file number, and to advise of any delays we expect. The Act allows a maximum of 30 business days for us to respond to your request; we will respond sooner if possible. You should also be aware that the Act does allow, in certain cases, for the 30-day time period to be extended and for fees to be charged. We will notify you as soon as possible if there is a need to extend the time limit for responding to your request or to charge fees.
3. Gathering of information
Once your request is received, we will contact the appropriate City Departments to retrieve the records you are seeking. Your identity is kept confidential throughout the process.
You will be advised if there is a large quantity of records, and/or if there is likely to be a fee associated with your information request.
4. Review of information
We will review the information for completeness and privacy concerns. If there is information that we cannot provide, we will remove that information from the document and mark it with the relevant section(s) of the Act to explain why it has been withheld.
Your request may be subject to fees. These fees are listed in by By-law No. 13662. We will provide you with an estimate if it appears that your request may result in fees.
6. Release of information
We prepare your information release and send it to you by email secured link (preferred), mail, or advise you that it is ready to be picked up.
You can also download and print an information request form. You can scan and submit the form by email to firstname.lastname@example.org, submit it by fax: 604-501-7578, or mail it: 13450 104 Ave, Floor 5E, Surrey, BC V3T 1V8.
How to File a Complaint
Sometimes a request for information is subject to exceptions under the Act. If you are not satisfied with our response to your request you may contact the Office of the Information & Privacy Commissioner for British Columbia. The Commissioner is an independent Officer of the Legislature of British Columbia who monitors how public bodies respond to your requests for access to information and how they protect the privacy of your personal information. The Commissioner ensures that your rights under the Act are protected and that disputes are resolved in a fair and unbiased manner.
Contact us by phone at 604-591-4132 or by email email@example.com for more information.