File Notings under RTI — What They Are and How to Get Them

• Section 2(f) — “information” includes any material in any form, specifically records, documents, memos, emails, opinions, advices, press releases, circulars, orders, logbooks, contracts, reports, papers, samples, models, data material held in any electronic form and information relating to any private body.
• Section 2(i) — “record” includes any document, manuscript, and file.
• Section 7 — 30-day reply window covers file notings equally.
• Section 8 — the PIO can sever notings that are genuinely exempt (e.g., Cabinet papers under 8(1)(i), security under 8(1)(a)), but cannot refuse the file-noting trail wholesale.

On a physical file, the left side holds correspondences; the right side holds the noting sheets. Each officer who handles the file writes a dated, signed note. A decision file typically has:

• An initial “put-up” note by the dealing officer with facts and options.
• Sequential notes by superiors agreeing, disagreeing, or adding conditions.
• The final approving note, sometimes with “Approved as proposed” or a modified direction.
• Any post-decision notes on compliance, adjournment, or review.

The notings are therefore the decision diary. Missing them is missing the reason for the decision.

Use this wording in your RTI under Section 6:

1. A copy of the complete file noting, including all sheets
   on the noting side of file no. [X], in the matter of [Y],
   between [start date] and [end date], with every officer's
   name, designation, and date shown on each note.

2. Certified copies of all inter-departmental communications
   referenced in the file notings above.

3. Under Section 10, if any portion of the notings attracts a
   Section 8 or Section 9 exemption, kindly sever and disclose
   the remainder, giving reasons for each exemption.

4. A copy of the file movement register entry for file no. [X]
   showing its movement between officers during the period.

• Satyapal v. Telecommunications Consultants India Ltd., CIC Decision No. CIC/AT/A/2006/00113 (31 Jan 2007; reaffirmed 2008) — file notings are “information” under Section 2(f).
• DoPT Office Memorandum dated 2 August 2012 — clarified that file notings are to be disclosed subject to Section 8 exemptions. Contradicts any earlier circular suggesting blanket secrecy.
• CBSE v. Aditya Bandopadhyay, (2011) 8 SCC 497 — scope of “information” is broad; Section 7(9) does not permit refusal, only change of form.
• Girish Ramchandra Deshpande v. CIC, (2013) 1 SCC 212 read with the DPDP 2025 amendment — personal-information exemption narrowed; file notings on public duties remain disclosable.

1. Identify the matter — what decision are you asking about. Frame the RTI as a request for the noting trail.
2. Know the file number — if possible. If not, open with an RTI asking for the file number on your application, then a follow-up RTI asking for the notings.
3. Specify the date range — narrows the request and reduces refusal risk.
4. Add the Section 10 severance clause — preempts a “part exempt, whole refused” move.
5. Add a file-movement request — this reveals who had the file when, useful for deemed-CPIO claims under Section 5(5).
6. Submit and diarise 30 days.
7. On refusal, file a first appeal under Section 19(1) within 30 days, citing the authorities above.

Always add a request for inspection of the file under Section 2(j)(i). Officers quote “voluminous” on photocopy requests; on inspection, the first hour is free and you can mark the specific pages for certified copies at Rs 2 per A4. See the inspection procedure for the full counter-strategy playbook.

No, not routinely. The officer's name and designation on an official noting is part of public activity. Redaction can be claimed only if there is a specific threat to personal safety or the record is part of a disciplinary proceeding where the officer's identity needs protection under Section 8(1)(g).

Drafts are normally not placed on the file. If they are on the file, they are disclosable. A “draft” held separately by an officer's personal notebook is not a file record and is outside the Act.

Section 8(3) overrides most exemptions after 20 years (except Cabinet papers, sovereignty-security matters, and fiduciary relationships). Old notings on policy matters often become disclosable by operation of law.

Yes. Section 2(f) covers electronic records explicitly. Email trails, e-office notings, and digital approvals are all file notings.

Draft your RTI using the template above. Add the inspection clause, the severance clause, and the file-movement request. For the full first-RTI template, see First RTI template. For the rejection playbook, see Why RTI gets rejected.

• The RTI Act, 2005 (as amended)
• Information under RTI — Section 2(f) scope
• Severability under Section 10
• Justification for denial — Section 7(8)
• Missing files under RTI
• Procedure for inspection — Section 2(j)(i)
• First RTI template
• First Appeal template
• CBSE v. Aditya Bandopadhyay

1. Right to Information Act, 2005, Sections 2(f), 2(i), 6, 7, 8, 10, 19.
2. Satyapal v. TCIL, CIC Decision No. CIC/AT/A/2006/00113.
3. DoPT Office Memorandum F. No. 1/20/2009-IR dated 2 August 2012.
4. CBSE and Anr. v. Aditya Bandopadhyay, (2011) 8 SCC 497.
5. Girish Ramchandra Deshpande v. CIC, (2013) 1 SCC 212.

Last reviewed on: 20 April 2026