What is a Public Information Officer (PIO)?

Every government office that qualifies as a “public authority” under the RTI Act must appoint at least one officer — the PIO — whose job is to handle RTI requests. Think of the PIO as the official RTI coordinator: they receive your application, gather the records from within their department, and send you either the information or a reasoned refusal within 30 days.

The PIO is personally accountable. If they delay without reason or refuse unlawfully, the Information Commission can fine them personally up to ₹25,000 under §20. This personal accountability is what gives the PIO role its teeth.

Example: You file an RTI to the Ministry of Railways about your pending PF claim. The CPIO of the relevant Railways division receives it, coordinates with the HR department, and either sends you the information or refuses it citing a specific §8 exemption — all within 30 days.

• Receive and acknowledge RTI applications under §6(1).
• Transfer mis-directed applications to the correct public authority within 5 days under §6(3).
• Process requests and supply information within 30 days (48 hours for life-and-liberty matters).
• Notify the applicant of any additional fee within 7 working days.
• If refusing, specify the exact §8 sub-clause and give written reasons under §7(8).
• Notify third parties under §11 when their information is sought.
• Maintain records properly under §4(1)(a).

• Always address your application to the PIO by name or designation — not just “the department.” Find the PIO name under §4(1)(b)(xvi) on the department's website, or on rtionline.gov.in for central ministries.
• If no PIO is named, file to “The Public Information Officer, [Department], [Address]” — the department is still obligated to process it.
• The PIO is the first line of accountability — if they fail, you escalate to the FAA (First Appellate Authority) and then the CIC/SIC.

• §5(1) — mandatory designation of PIO/CPIO.
• §5(2) — optional APIO designation at sub-offices.
• §6(1) — application addressed to PIO.
• §7(1) — 30-day response obligation.
• §20 — personal penalty on PIO for violations.

• AI RTI Drafter — identifies the correct PIO for central ministries.
• PIO Reply Checker — evaluates whether the PIO's response is legally adequate.
• First Appeal Builder — escalates to the FAA above the PIO.

Address your application to “The Public Information Officer, [Full Department Name], [Address].” Under §5(1), every public authority must have a PIO — if none has been designated, that is a systemic failure you can complain about under §18 directly to the CIC/SIC.

No. A PIO has no legal authority to refuse to accept a valid RTI application. Refusing to accept is itself a violation — you can file a §18 complaint with the Information Commission.

No — usually not. The PIO is typically a mid-level officer (Section Officer or equivalent). The FAA (First Appellate Authority) is typically the Head of Department or a more senior officer. The PIO processes; the FAA reviews on appeal.

• Right to Information Act, 2005 — §§5, 6, 7, 20
• CIC directions on PIO designation and accountability

Last reviewed: May 2026. Part of the RTI Wiki definitions series.