How to Calculate Additional Fee under RTI

Use this guide whenever a request involves more than a handful of pages, inspection of files, electronic media, large-format drawings, or specially printed registers. Common situations: copies of tender file (50+ pages), inspection of mutation register, copy of digital recordings, photocopy of bound register, printout of large CCTV stills.

• RTI Act 2005, Section 6(1): prescribed application fee.
• Section 7(3): further fee on cost intimation; time between intimation and payment is excluded from the 30-day clock.
• Section 7(5): BPL exemption; no fee for inspection or copies for BPL applicants.
• Section 7(6): free if PIO does not respond within the time limit.
• RTI (Regulation of Fee and Cost) Rules 2012 for central authorities; equivalent state rules for state authorities.

The Department of Personnel and Training has issued Office Memoranda fixing the per-page rate and inspection rate for central authorities. Most states have notified mirror rates. Always check the latest state rule because variations exist.

A PIO should follow this sequence to calculate and intimate the additional fee.

1. Identify the form of supply. Photocopy / certified copy / electronic file / inspection / sample / printout of large register.
2. Count the pages or units. A4 page = one unit; A3 = two units; large-format drawing = special rate.
3. Apply the rate.
   • Central authorities: Rs 2 per A4 page; Rs 50 per CD or DVD; Rs 5 per fifteen minutes of inspection beyond the first hour; actual cost for samples or large-format printouts.
   • State authorities: equivalent rates in state RTI Rules; check before quoting.
4. Check BPL status. If the applicant has produced a BPL certificate, the fee is zero under Section 7(5).
5. Apply Section 7(6). If the PIO has missed the 30-day deadline, the information is to be supplied free.
6. Issue the cost intimation letter. Inform the applicant of the amount, mode of payment, account head and last date of payment.
7. Record in the noting. Date of intimation, mode of dispatch, amount, last date.
8. Wait for payment. Time between intimation and payment is excluded from the 30-day clock. After payment, dispatch the certified copies promptly.

Sample cost intimation letter under Section 7(3).

File no. RTI/[Year]/[Section]/[Serial]
Office of [Public Authority]
Date: [DD/MM/YYYY]

To,
[Applicant name and address]

Sub: Cost intimation under Section 7(3) of the RTI Act, 2005, for your application dated [date]

Sir / Madam,

With reference to your RTI application dated [date], the information sought has been collated. The certified copies / inspection charges as applicable are calculated as below.

(a) Certified copies of [number] A4 pages at Rs 2 per page: Rs [amount]
(b) Certified copies of [number] A3 pages at Rs 4 per page: Rs [amount]
(c) Inspection of files, beyond the first free hour, [number] of fifteen-minute slots at Rs 5 per slot: Rs [amount]
(d) CD / DVD of digital records: Rs [amount]
(e) Special printing of large-format drawing [number] sheets at actual cost of Rs [amount]

Total: Rs [amount].

You are requested to pay the above by [Indian Postal Order / Demand Draft / online challan] in favour of [accounts officer] within [number, typically 30] days from the date of receipt of this letter.

The time taken in remittance of the above fee is excluded from the 30-day reply timeline under Section 7(3).

Yours faithfully,
[PIO Signature]
[Name, designation, telephone, email]

• Verbal intimation. Section 7(3) requires written intimation. Verbal communication does not pause the clock.
• Charging for the first hour of inspection. First hour is free. Charges start in the second hour and run per fifteen minutes.
• Charging BPL applicants. Section 7(5) bars any fee for BPL applicants who have produced the certificate.
• Not noting “actual cost”. For large-format prints or certified microfilm, “actual cost” must be supported by a quotation or invoice.
• Charging for searching. RTI Rules do not allow a search fee or a labour fee. The fee is for the deliverables and inspection.
• Mixing IPO and DD limits. IPO works up to a fixed face value (typically Rs 100 per IPO; verify current limit); for larger amounts, suggest DD or online challan.
• No record of receipt of payment. Always record the receipt number, date and mode in the noting.

• First Appeal under Section 19(1) if applicant disputes the cost.
• Section 7(6) free supply if the PIO missed the deadline.
• CIC second appeal under Section 19(3) for systemic over-charging.
• Refund of excess fee where applicant has paid more than required, on receipt request.

Central rules: Rs 50 per disk. State rules vary; check the local notification.

First hour is free; thereafter Rs 5 per fifteen minutes (central; state may differ).

Most states have notified rates for electronic media; where not notified, charge actual cost (eg cost of USB stick) and send by email at no extra cost.

No. IPO, DD, court fee stamp, online challan and cash (where the office accepts) are all valid for central authorities. State rules may restrict.

Send a deficiency intimation. The clock pauses on the deficiency intimation and resumes on the corrected payment.

A current BPL certificate from the competent authority is enough. Some states accept the AAY card or NFSA Antyodaya entry as well.

Yes, once disclosed, the noting pages count like any other certified pages.

• RTI (Regulation of Fee and Cost) Rules 2012: rti.gov.in
• DoP&T Office Memoranda on RTI fee: dopt.gov.in
• State RTI Rules, refer to the relevant state RTI authority website
• Central Information Commission: cic.gov.in
• RTI Online: rtionline.gov.in

Last reviewed: 9 May 2026.

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