What a PIO reply looks like, and why RTIs get delayed

Two things decide whether an RTI actually gets you the record: knowing what a compliant reply must contain, and knowing why replies run late. This page covers both, and it is the reference our service pages link to so the explanation lives in one place.

What the government reply typically looks like

Under Section 7(1) of the RTI Act, the PIO must provide information as requested, reject it citing a specific Section 8 exemption, or transfer the application to the correct PIO under Section 6(3). A compliant reply arrives by post or email and includes:

• An official reference number ("F.No." or "Dy.No.") and date stamp
• The specific information requested, either inline or as enclosed copies of file notings, orders, and correspondence
• The name, designation, and contact details of the First Appellate Authority (required under Section 19(1))
• Details of the further fee payable (if any — typically ₹2-10 per photocopy page for voluminous records)
• Signature of the notified PIO — unsigned or autogenerated replies are challengeable at First Appeal

Why RTIs sometimes take longer than the 30-day statutory window

Even though the RTI Act 2005 mandates a 30-day response, real-world delays are common. Understanding the typical bottlenecks helps us draft the RTI so these causes are minimized from the start — and escalate faster when they occur.

• Missing or incomplete supporting documents in the file. The PIO cannot release information about a matter if the underlying file is incomplete. Our drafting explicitly asks for the file-completion status, forcing disclosure.
• PIO transferred, retired, or on long leave — file not reassigned. When the originally notified PIO is unavailable and the department has not formally reassigned the PIO role, RTIs get stuck. Our legal team cites Section 5(4) to demand immediate deemed-PIO action.
• Jurisdictional confusion between offices. Some matters touch multiple offices (for example, property matters that span SRO + Tehsildar + Municipality). Our drafting addresses all relevant PIOs in parallel to prevent "not my department" deflection.
• Inter-departmental correspondence pending. The PIO may need information from a sister department. Under Section 6(3), the receiving PIO must transfer the application within 5 days if it concerns another public authority — we explicitly invoke this section to avoid silent forwarding.
• File physically misplaced at the office. Surprisingly common with older matters. An RTI asking specifically for the file's physical-tracking movement (who last handled it, where it currently is) forces the department to either locate or formally acknowledge the loss — which in itself triggers reconstruction.

If the department misses the deadline

A reply that never arrives is itself actionable: non-response by the statutory deadline is treated as a deemed refusal, and the next step is a First Appeal to the First Appellate Authority under Section 19(1). Our RTI Deadline Clock works out the exact dates for your application, and the First Appeal Generator drafts the appeal.