RTI Inspection of Records: Procedure, Fee, Format and Appeal Remedy

Section 2(j) of the RTI Act, 2005 defines the right to information to include:

“the right to (i) inspection of work, documents, records; (ii) taking notes, extracts or certified copies of documents or records; (iii) taking certified samples of material; (iv) obtaining information in the form of diskettes, floppies, tapes, video cassettes or in any other electronic mode.”

Three things flow from this for every citizen:

• Inspection is a first-class right, not a concession. A PIO cannot offer photocopies instead of inspection if you have asked to inspect.
• Taking notes during inspection is free, under Section 2(j)(ii). Your notebook is your tool.
• Certified copies during inspection cost Rs 2 per A4 / A3 page under Rule 4(a) of the Central RTI (Regulation of Fee and Cost) Rules, 2005, unless the state rule prescribes a different rate.

For the full statutory text of the relevant sections, see Section 2 (definitions), Section 7 (disposal of requests), and Section 19 (appeals). The official RTI portal hosts the complete Act and Rules.

The Central rule's “Rs 5 per hour or fraction” language means that if you spend 1 hour 10 minutes inspecting, you pay Rs 5 for the second hour (the first is free). It does not mean Rs 5 every fifteen minutes; that figure is not in the Central rules.

For a state-by-state breakdown of all RTI fees including inspection charges, see the RTI fees by state guide and the 2026 fee structure guide.

The RTI Act does not give the PIO extra time just because you asked for inspection instead of photocopies. The same 30-day clock under Section 7(1) applies. Here is how the timeline breaks down:

Key points:

1. The PIO cannot extend the 30-day deadline by claiming the file is “being processed” or “in transit between sections.” That is an internal administrative matter, not a statutory exemption.
2. If the information pertains to life or liberty (e.g., medical emergency, imminent demolition, custodial matter), the entire inspection must happen within 48 hours, not 30 days.
3. If third-party information is involved under Section 11, the PIO may need an additional 5 working days for the third-party hearing — but this is an exception, not the norm.
4. For deemed-refusal scenarios, see the deemed-refusal first appeal template and the First Appeal guide.

Yes — and this is one of the most powerful uses of RTI inspection. The Department of Personnel and Training clarified through OM No. F.10/2/2008-IR dated 21 October 2008 that file notings are part of the record and are fully inspectable under Section 2(j)(i). The CIC reinforced this in multiple decisions, including the landmark suo-motu case documented in CIC 2008 file notings decision.

What you can inspect:

• File notings — the handwritten or typed comments that officers write on the file as it moves through the approval chain. These reveal who approved what and when.
• Internal correspondence — inter-departmental letters, memos, office orders, and circulars that are part of the file.
• Email records — if correspondence was done via official email and the emails are preserved as part of the record, they are inspectable. The medium (paper, email, digital file) does not matter under Section 2(j)(i).
• Annexures and enclosures — every document attached to the main file, including reports, estimates, and bills.

What is exempt from inspection (see Section 8 exemptions):

• Information affecting sovereignty, strategic, or scientific interests of India — Section 8(1)(a)
• Information expressly forbidden by a court or whose disclosure would constitute contempt of court — Section 8(1)(b)
• Information causing a breach of privilege of Parliament or State Legislature — Section 8(1)©
• Commercial confidence, trade secrets, or intellectual property — unless the larger public interest warrants disclosure — Section 8(1)(d)
• Information available in fiduciary relationship — unless the larger public interest warrants — Section 8(1)(e), but note: after the DPDP Act 2023, Section 8(1)(j) personal information exemptions are being interpreted more broadly. See the Section 8(1)(j) post-DPDP analysis.

Even where an exemption applies, the PIO must apply Section 10 severance — separating exempt portions and allowing inspection of the rest. The PIO cannot deny the entire file because one page is exempt.

1. Step 1: File an RTI application under Section 6 using the words “I wish to inspect the records” or “I request permission to inspect the records in person”. Do not also ask for photocopies of the entire file - you will mark pages during inspection. Attach the Rs 10 IPO (Indian Postal Order). See the format in the next section.
2. Step 2: The PIO must schedule the inspection within the 30-day limit under Section 7(1). A reasonable PIO will offer three alternative date / time slots by Day 25.
3. Step 3: Before the inspection, the PIO must (a) number every page of the file, (b) prepare an index of file notings and annexures, and © intimate the file numbers and page-counts to you. This is routine office procedure; refusal to do any of these is appealable.
4. Step 4: At the inspection you may read every page, take notes in your own notebook, mark pages for certified copies, and note file-noting references. The PIO (or a deputed officer) supervises but must not read your notes.
5. Step 5: After inspection, pay Rs 2 per marked page for certified copies. The copies are dispatched within two working days in most offices; insist on a written acknowledgement of the fee paid.

Important: If the information concerns life or liberty, the entire process must be completed within 48 hours under the proviso to Section 7(1). If the PIO fails, file a complaint under Section 18 or a First Appeal under Section 19(1) immediately.

The Central RTI Fee Rules prescribe the “first hour free, Rs 5 per subsequent hour” structure, but State Governments have their own RTI Rules notified under Section 27 and Section 28 of the Act. Below is a comparison of major states. Always verify the current rate with your State Information Commission or on the state RTI portals directory before paying.

Most states follow the Central rate. Kerala is a notable exception at Rs 10 per subsequent hour. For the complete state-by-state guide including application fees, copy charges, and CD rates, see the state RTI master guide and state RTI portal rankings.

Yes. The CIC has repeatedly held that an authorised representative can inspect records on behalf of the applicant. This is critical for elderly applicants, persons with disabilities, or those who cannot travel to the office location.

Requirements for a representative:

• A notarised authorisation letter naming the representative, their ID details, and the specific RTI application reference number.
• A photocopy of the applicant's photo ID (Aadhaar, PAN, voter ID, or passport).
• The representative's own original photo ID.
• Both the applicant's and representative's signatures on the authorisation letter.

The CIC has held in multiple orders that denying inspection to a duly authorised representative is a violation of Section 2(j)(i). For a dedicated guide on this topic, see can someone else attend RTI inspection.

Many applicants confuse inspection with certified copies. They are two distinct rights under Section 2(j), and understanding the difference helps you choose the right approach:

Strategy tip: File for inspection first. Once you see the full file, mark the specific pages you need as certified copies. This way you never miss a critical document and you only pay for copies you actually need. Many applicants who request “all documents” via certified copies end up paying for hundreds of pages they don't need — inspection avoids this.

As government offices transition to the e-Office / e-File system (digitised file management), the question of inspecting digital records is increasingly important. The answer is yes — Section 2(j)(i) is medium-neutral. The right to inspect applies to records regardless of whether they are in paper, digital, or hybrid form.

How digital inspection works in practice:

• The PIO may provide access via a computer terminal at the public authority's office, where you can view the e-file on screen.
• You can take notes from what you see on screen, just as with paper files.
• If you want copies, the PIO can print specific pages at Rs 2 per A4/A3 page (same as photocopies) or provide them on CD/USB at Rs 50 per unit under Rule 4©.

1. The RTI Online portal also facilitates digital requests; see the online RTI filing guide for step-by-step instructions.

Important: The PIO cannot refuse inspection by claiming “the file is only in digital format” or “we don't have a terminal for public use.” The public authority is obligated to provide reasonable facilities for inspection under Section 7(1). If digital records are involved and the office cannot provide a terminal, the PIO should print the relevant pages for your inspection.

To,
The Central / State Public Information Officer,
[Department / Ministry name],
[Full address with PIN code].

Subject: Inspection of records under Section 6 read with Section 2(j)(i)
of the Right to Information Act, 2005.

Sir / Madam,

Under the Right to Information Act, 2005, I request:

1. Permission to INSPECT, in person, the records, files, file notings,
 and annexures relating to [subject], in particular file number [X]
 for the period [date range].

2. Certified copies, at Rs 2 per A4 / A3 page under Rule 4(a) of the
 RTI (Regulation of Fee and Cost) Rules, 2005, of the pages I identify
 and mark during the inspection.

3. Before the inspection date is fixed, kindly intimate:
 (a) the file numbers and page counts of the records to be made
   available;
 (b) three alternative date and time slots within the 30-day limit
   under Section 7(1);
 (c) the name, designation, and contact number of the officer who
   will supervise the inspection.

I am a citizen of India. I enclose an Indian Postal Order of Rs 10
payable to the Accounts Officer, [department], towards the application
fee under Rule 3.

Yours faithfully,
[Full name and Indian residential address]
[Email and phone]
Date:   Place:

For more format options, see the 2026 RTI format guide and the how to fill an RTI application form guide. The official RTI portal also provides model application formats.

If the 30-day limit is approaching and the PIO has not scheduled the inspection, send a polite reminder before filing a first appeal:

To, The CPIO / SPIO, [department].
Subject: Reminder - inspection request dated [date], please schedule
within Section 7(1) limit.

Sir / Madam,

Reference my application dated [date], registered as RTI no. [X].
Twenty-five days have elapsed and no inspection date has been fixed.
Kindly intimate three alternative slots within the next five working
days, failing which I will be constrained to treat the matter as a
deemed refusal under Section 7(2) and file a First Appeal under
Section 19(1).

Yours faithfully,
[Name]

• Original photo ID (Aadhaar, PAN, voter ID, or passport) plus a photocopy.
• Copy of your RTI application and the PIO's scheduling letter.
• Notebook + at least two working pens. Phone photography is usually not allowed; note-taking is your main tool.
• A list of file references / dates you want to focus on, so you don't lose time browsing.
• Sticky-tabs or page-flags to mark pages during inspection (if the PIO permits - most do).
• Cash for certified-copy fees at Rs 2 per page (small denominations preferred).
• A typed authorisation letter if a representative is attending in your place; both your IDs in original.
• A polite, patient temperament. Inspection is a marathon, not a sprint.

If the PIO refuses inspection, ignores your application, or insists on photocopies-only, escalate in this order:

1. First Appeal under Section 19(1) - within 30 days of the PIO's order (or Day 31 if there was no reply). Address the First Appellate Authority (FAA) of the same public authority. State the ground: “The PIO has denied inspection contrary to Section 2(j)(i) and Rule 4(b).” See the First Appeal guide, the First Appeal format guide, and the deemed-refusal first appeal template.
2. Second Appeal under Section 19(3) - within 90 days of the FAA's order or Day 31 of FAA silence. File at the Central Information Commission for Central bodies, or the relevant State Information Commission for state bodies. See Second Appeal under Section 19(3).
3. Section 18 complaint - for refusal-to-accept, illegal fee demand, or no-PIO-appointed cases. See Section 18 complaint vs Section 19 appeal and Section 18.

The Supreme Court in CBSE and Anr. v. Aditya Bandopadhyay, (2011) 8 SCC 497 held that Section 7(9) permits only a change of form, not refusal. So a PIO cannot refuse inspection by claiming “voluminous” records.

Penalty for the PIO: If the CIC or SIC finds that the PIO denied inspection without reasonable cause, the PIO can be penalised at Rs 250 per day up to a maximum of Rs 25,000 under Section 20(1). See Section 20 penalty analysis and the Section 20 penalty complaint template. The CIC has also awarded compensation to applicants in cases where inspection denial caused demonstrable loss — see penalty and compensation under RTI and Section 20 penalty guide.

If the PIO refuses inspection, ignores your application, or insists on photocopies-only, escalate in this order:

1. First Appeal under Section 19(1) - within 30 days of the PIO's order (or Day 31 if there was no reply). Address the First Appellate Authority (FAA) of the same public authority. State the ground: “The PIO has denied inspection contrary to Section 2(j)(i) and Rule 4(b).” See the First Appeal guide.
2. Second Appeal under Section 19(3) - within 90 days of the FAA's order or Day 31 of FAA silence. File at the Central Information Commission for Central bodies, or the relevant State Information Commission for state bodies. See Second Appeal under Section 19(3).
3. Section 18 complaint - for refusal-to-accept, illegal fee demand, or no-PIO-appointed cases. See Section 18 complaint vs Section 19 appeal.

The Supreme Court in CBSE and Anr. v. Aditya Bandopadhyay, (2011) 8 SCC 497 held that Section 7(9) permits only a change of form, not refusal. So a PIO cannot refuse inspection by claiming “voluminous” records.

After inspection you have two ways to get certified copies of the marked pages:

• Pay on the same day at Rs 2 per A4 / A3 page; collect copies within two working days; or
• Receive a fee-demand letter from the PIO (under Rule 4) intimating the total; pay by IPO / DD; receive copies by post.

If the PIO sends a fee-demand letter, the 30-day clock under Section 7(1) freezes between the date of intimation and the date you remit. So a delay in fee remittance does not put you at fault for any further appeal.

1. Not writing “I wish to inspect” in the application. If you ask only for copies, you forfeit the inspection right for that application.
2. Asking for photocopies of the entire file at the outset. That converts a free / Rs 5-per-hour exercise into a per-page fee bill.
3. Skipping the page-count confirmation before arriving. File pages can multiply between your letter and your visit; demand the index in writing.
4. Forgetting photo ID and authorisation letter (if a representative attends).
5. Leaving without marking pages. Once you leave, the file goes back; certified copies need page references.
6. Not noting the supervising officer's name + designation. If the inspection is sabotaged, you need that name in the first appeal.
7. Not requesting the file index before arrival. The PIO must number pages and prepare an index — demand it in your application.

A common PIO tactic is to claim the file is “missing,” “destroyed,” or “not traceable.” This is not a valid ground for denying inspection under the RTI Act.

1. The CIC has held in Surinder Kumar Sharma v. Delhi Police (CIC, 2015) that a “missing file” is not an exemption. The public authority must reconstruct or produce secondary records.
2. If the file is genuinely lost, the PIO must initiate a file tracer process, lodge an FIR (for files with legal significance), and conduct an internal enquiry.
3. File a fresh RTI requesting: (a) the status of the file tracer report, (b) the FIR number if filed, © the enquiry report findings, and (d) who was responsible for the file's custody.

See the missing government file RTI guide and the missing file sample RTI application for ready-to-use drafts.

No. The Supreme Court in CBSE v. Aditya Bandopadhyay (2011) held that Section 7(9) allows only a change of form of disclosure, not refusal. “Voluminous” is the classic reason to offer inspection, not to refuse it. Quote that case in your first appeal.

The first-hour-free + Rs 5-per-subsequent-hour rule is from the Central RTI Fee Rules, 2005 and binds Central Government bodies. State Government bodies follow their state's RTI Rules, which vary. Before paying any inspection fee at a state body, check the state RTI master guide for that state.

Record the fact in writing on the spot and ask for the file tracer / FIR / enquiry report about the missing file. The CIC has held in Surinder Kumar Sharma v. Delhi Police (CIC, 2015) that a “missing file” is not an exemption - the public authority must reconstruct or produce secondary records. File a fresh RTI for the file-missing-status records.

Yes. The Department of Personnel and Training's OM No. F.10/2/2008-IR dated 21 October 2008 confirms that file notings are part of the record and inspectable, subject only to the Section 8 / 9 / 11 exemptions and Section 10 severance.

Most public authorities do not permit photography of files during inspection. Take notes and mark pages for certified copies at Rs 2 per page. A few transparency-leaning departments allow phone photos - confirm in writing before the inspection.

No. The first hour is free regardless of how long you actually stay. Only the time beyond sixty minutes attracts the Rs 5-per-subsequent-hour fee under the Central rule.

Yes. Send a notarised authorisation naming the representative and his / her ID details, with a photocopy of your own ID. The CIC has held repeatedly that authorised representatives are entitled to inspect. See the dedicated guide on representative inspection.

No — not under the Central RTI Fee Rules. The Central rule says Rs 5 per hour or any fraction of an hour, which means if you inspect for 1 hour and 5 minutes, you pay Rs 5 for the second hour (the first is free). The “Rs 5 per 15 minutes” calculation has no basis in the Central rules. However, some state rules may prescribe different rates — always verify with your State Information Commission.

Inspection (Section 2(j)(i)) is about reading and reviewing records. Taking samples (Section 2(j)(iii)) is about collecting physical material samples — for example, a sample of soil from a public works site, or a sample of food grain from a PDS shop. Both are separate rights. Inspection is free for the first hour; sample-taking costs are governed by Rules 4(x) and the actual cost of the material.

Only if the private company is substantially financed, controlled, or owned by the government — making it a “public authority” under Section 2(h). Otherwise, RTI does not apply to private entities directly. However, you can file RTI with the government regulator that oversees the private company (e.g., TRAI for telecom, IRDAI for insurance, RBI for banks) and request inspection of regulatory files about that company.

Under the Central rules, the first hour of inspection is free. The PIO cannot demand an inspection fee before you begin. The Rs 5-per-subsequent-hour fee applies only after the first free hour. If a PIO demands advance payment for the first hour, record the demand in writing and cite Rule 4(b). If the demand persists, file a First Appeal.

Yes. Under Rule 4© of the Central RTI Rules, information can be supplied on a CD or USB drive at Rs 50 per unit. During or after inspection, you can request digital copies of marked pages instead of (or in addition to) paper photocopies.

1. Right to Information Act, 2005 - Sections 2(j), 6, 7, 19. DoPT.
2. RTI (Regulation of Fee and Cost) Rules, 2005 - Rules 3 and 4. cic.gov.in.
3. Supreme Court of India - CBSE and Anr. v. Aditya Bandopadhyay, (2011) 8 SCC 497.
4. Central Information Commission - Surinder Kumar Sharma v. Delhi Police (CIC, 2015); Vasudev Pillai v. CPIO, CBEC (CIC, 2015); Shail Sahni v. CPIO Sanjeev Kumar (CIC, 2013).
5. Department of Personnel and Training - OM No. F.10/2/2008-IR dated 21 October 2008 (file notings are records).
6. RTI Online Portal — official Government of India RTI portal for filing and tracking applications.
7. Press Information Bureau — government announcements on RTI Act amendments and DPDP Act impact.
8. National Portal of India — citizen services and RTI overview.
9. DoPT, Guide on the RTI Act, 2005 (August 2013, updated).

Need a one-click inspection-request application that names the file numbers, the period, and the citizenship declaration in the right form? The AI RTI Drafter does it in two minutes - free, no signup. See also the AI RTI Drafter how-to-use guide.

• Guide hub - Right to Information for citizens
• Who can file RTI: citizen, NRI, OCI, company, NGO
• How to fill an RTI application form
• Section 24: where RTI does not apply
• When information must be supplied free of cost
• RTI fee structure 2026
• RTI application format 2026
• How to find your PIO
• How to file RTI online
• First Appeal under Section 19(1)
• First Appeal format guide
• Second Appeal under Section 19(3)
• Section 18 complaint vs Section 19 appeal
• Fundamental facts about RTI
• Missing government file RTI guide
• Section 20 penalty guide
• Penalty and compensation under RTI
• State RTI master guide - fee variations
• RTI fees by state
• Can someone else attend RTI inspection
• Deemed refusal first appeal template
• Section 20 penalty complaint template
• Section 2 of the RTI Act
• Section 7 of the RTI Act
• Section 8 exemptions
• Section 18 complaints
• Section 19 appeals
• Section 20 penalties

Last reviewed: 10 July 2026 - RTI Wiki editorial team.

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