I refer to the request which you have made under the Freedom of Information Acts 1997 and 2003 for records held by this Department/ Body.
The staff of this Department/Body have had several discussions with you about the records you seek. The goal of these discussions was to agree a more specific description of the records involved which we would then use to identify the actual records which relate to your request.
In your request, you described the records as:
[insert quote from actual request here].
The Freedom of Information Act requires that you, the requester, give us 'sufficient particulars' to enable us to identify the records you require. We are then required to take 'reasonable steps' to identify and locate those records. Section 7(1) (b) of the Act is the relevant section here, and a copy of it is enclosed.
As the staff of this Department/Body have advised you, I must now explain formally that your request does not contain sufficient particulars to enable the records sought to be identified and may have to be refused on this basis. In accordance with the FOI Act, I wish to offer further assistance to you with your request. Below, I set out information on particular records which we hold relating to the subject matter of your request:
[enter suggested descriptions of records that may meet section 7(1) (b)]
If you wish to consider revising the wording of your request to identify more specifically the records you seek, we may be able to proceed with consideration of your request. Alternatively, you might propose your own suitably specific description.
Should you wish to discuss the above, please contact me by telephone at [insert telephone number].