RTI Cell SOP for Ministries, Departments, Municipalities and Universities

A clear SOP turns RTI from an irritant into a routine. The departments that get the fewest complaints are those whose RTI cells have written procedures, named officers and a day-by-day workflow. Use this SOP as a starting template; adapt to your authority's size and structure.

• As an annexure to the public authority's Citizen's Charter.
• On the office website under “RTI” — alongside Section 4(1)(b) disclosures.
• In every PIO / FAA induction pack.
• As part of the public authority's vigilance and audit documentation.

• Section 4(1) — record management and disclosure.
• Section 5 — designation of PIOs and APIOs.
• Section 6 to 11 — application, fees, exemptions, third-party.
• Section 19 — appeals.
• Section 25 — annual return.
• DoPT Office Memoranda on RTI cell functioning, latest revision on cic.gov.in.

1. Nodal Officer (NO). Senior officer (Director / Joint Secretary level) heading the RTI cell. Reports to the head of office. Owns Section 25 annual return.
2. Public Information Officer (PIO). Designated under Section 5(1). Responsible for replying to RTIs.
3. Assistant PIOs (APIOs). Designated under Section 5(2) at sub-offices to receive applications and forward.
4. First Appellate Authority (FAA). Senior in rank to PIO. Disposes of Section 19(1) appeals.
5. Dealing Assistant. Maintains the registers, runs the workflow.
6. IT support. Maintains the online portal interface, the DMS and the website Section 4 page.

1. RTI Receipt Register. Application number, date, applicant, subject, fee mode, PIO assignment, due date, disposal date.
2. Appeals Register. Appeal number, date, appellant, original RTI reference, FAA, hearing dates, disposal date, outcome.
3. Fee Register. Fee receipts, additional-fee demands, additional-fee payments, refunds.
4. Section 20 Penalty Observations Register. FAA orders that flag a matter for the Commission's penalty consideration.

1. Day 0. Application received at front desk / portal / APIO sub-office. Issue acknowledgement within 48 hours bearing reference number.
2. Day 1. PIO receives the file from the dealing assistant. PIO reads, identifies records held, decides on:
   • Direct supply.
   • Section 6(3) transfer (must be done by Day 5).
   • Section 11 third-party notice (must be issued by Day 5).
   • Section 8 exemption to plead.
3. Day 2 to 5. PIO drafts response or transfers. Where third-party notice is issued, ten-day clock runs in parallel.
4. Day 6 to 25. Records pulled, severed under Section 10 if applicable, fee computed under Section 7(3) if applicable, draft reply prepared.
5. Day 26. Final reply approved by PIO.
6. Day 27 to 30. Despatch by registered post / portal / email per applicant's preference. Update register.
7. Day 31 onwards (if appeal). First appeal received → FAA workflow.

1. Day 1. Acknowledge appeal, issue notice of hearing within seven days.
2. Day 7 to 21. Hearing held; representations recorded.
3. Day 22 to 30. FAA dictates speaking order; despatch.
4. Day 30 to 45. Extension only with reasons recorded.

1. PIO identifies that the records lie with another public authority.
2. PIO drafts a transfer letter quoting Section 6(3).
3. Despatch within five days of receipt.
4. Inform the applicant of the transfer with the new public authority's PIO contact.
5. Update RTI Receipt Register with “transferred out”.

1. PIO identifies third-party content.
2. Issue notice under Section 11(1) within five days.
3. Receive representations within ten days of notice.
4. Apply public-interest balance.
5. Decide within forty days (Section 11(3)).
6. Inform third party of right of appeal under Section 19(2) within thirty days.

The RTI SOP should be quoted in the office's Citizen's Charter:

• “RTI applications are acknowledged within 48 hours.”
• “We aim to dispose of all RTI applications within 25 days, well within the statutory limit of 30.”
• “First appeals are decided within 30 days of receipt.”

• No nodal officer — RTI is everyone's and no one's job.
• No acknowledgement — applicants do not know if the application was received.
• PIO does not assign within 24 hours — the file sits.
• APIOs not designated at field offices — citizens have to travel to head office to file.
• Registers maintained on paper only — no MIS for the nodal officer.
• No Section 11 notice — leads to second-appeal reversals.
• No Section 6(3) transfer — rejection on jurisdiction.

By 30 April every year, the nodal officer audits:

• SLAs met (% applications disposed in 25 days).
• Appeals filed (% of total applications).
• Appeals upheld (% of appeals).
• Section 8 invocation by clause (which clauses dominate?).
• Section 4 sub-page freshness.
• Section 25 return submitted.

In large ministries yes. In smaller offices the RTI cell is a function added to the existing Establishment / Administration section.

PIO holds hearings during her own enquiry stage; the FAA holds the appeal hearings. Appellants attend either.

The portal generates a reference number; assign to the PIO digitally; reply through the portal. Maintain offline register linkage for audit.

Designate a substitute PIO in writing. Section 5(1) requires every public authority to have a PIO at all times.

No. Section 19(1) requires the FAA to be senior in rank to the PIO. Different officers.

The Act has no “frivolous” filter, but the PIO can ask the applicant to clarify. Refusal must be on Section 8 grounds.

Read Section 7(9) — different form of supply. For bulk RTIs, offer inspection. Do not refuse.

• The Right to Information Act, 2005.
• Department of Personnel and Training, cic.gov.in — guidance on RTI cell functioning.
• Central Information Commission, cic.gov.in — illustrative directions to public authorities.
• Comptroller and Auditor General, cag.gov.in — RTI compliance audits.

• Section 4(1)(b) checklist
• RTI record management system
• Annual RTI return
• PIO and FAA details on website
• RTI compliance audit checklist

Last reviewed: 9 May 2026.