The RTI Act defines the “right to information” in Section 2(j):

“The right to information accessible under this Act which is held by or under the control of any public authority and includes 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.

• 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 RTI (Regulation of Fee and Cost) Rules, 2005.

BPL applicants pay nothing at any stage, per Section 7(5).

1. Step 1: File the RTI application under Section 6 with the exact words “I wish to inspect the records” or “I request permission to inspect the records in person”. Attach the Rs 10 IPO. Use the First RTI template with the inspection-specific paragraph from further below on this page.
2. Step 2: The PIO must schedule the inspection within the 30-day limit under Section 7(1). A good PIO gives you three date and time options. If none suits, propose alternates in writing.
3. Step 3: Before inspection, the PIO must (a) number each page of the file, (b) prepare an index, and © intimate the file numbers to you. This is routine office procedure; refusal to do so is appealable.
4. Step 4: At the inspection, you may read every page, take notes in your own notebook, mark pages you want certified copies of, and note down file-noting references of interest. 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.

I have acted for applicants for two decades and I have also advised PIOs on how to run lawful inspections. The tactics below are what a reluctant PIO tries. Each has a clean counter.

The PIO writes that the file is too large for photocopying and invites you to inspect, but then never sets a date. The 30-day clock runs out. You have been parked.

A classic deflection. The PIO cannot refuse on this ground.

The PIO invokes Section 7(9) to refuse.

Used to invoke Sections 8(1)(d), 8(1)(e), 8(1)(j), or 11, often without proper severance analysis.

Some PIOs offer to post photocopies at Rs 2 per page and refuse in-person inspection. On a 400-page file, they know you may pay Rs 800 and still miss the critical file notings.

Often used to delay. A notarised authorisation is enough.

During inspection, a deputed officer sits next to you and watches your notebook. That is intimidation.

• CBSE and Anr. v. Aditya Bandopadhyay, (2011) 8 SCC 497. Section 7(9) permits only change of form, not refusal. Even “voluminous” records are disclosable. See our page.
• Registrar, Supreme Court of India v. R.S. Misra (Delhi HC, 2017). Judicial-side records of disposed matters are inspectable, subject to Supreme Court rules.
• Shail Sahni v. CPIO, Sanjeev Kumar (CIC, 2013). Inspection is a right; it cannot be denied merely on grounds of departmental inconvenience.
• Vasudev Pillai v. CPIO, CBEC (CIC, 2015). “First hour free” applies even when inspection ends under one hour. Only subsequent full hours carry the Rs 5 charge.
• Girish Ramchandra Deshpande v. CIC, (2013) 1 SCC 212, read with the DPDP 2025 substitution of Section 8(1)(j). For files that name third-party individuals, expect severance under Section 10; see our page.

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

Subject: Inspection of records — Section 6 read with Section 2(j)(i) of the RTI Act, 2005.

Sir/Madam,

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

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

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

3. Before the inspection is scheduled, kindly confirm:
   (a) The file numbers and page counts of the records to be inspected;
   (b) Three alternative date and time slots for the inspection;
   (c) The name, designation, and contact of the officer who will
       supervise the inspection.

I enclose an Indian Postal Order of Rs 10 payable to the Accounts
Officer, [department], towards the application fee under Rule 3
of the RTI Fees Rules, 2005. I propose to inspect in person on any
working day convenient to the public authority.

Yours faithfully,
[Name and full address]
Date:

1. Not writing “I wish to inspect” in the application. If you ask for copies only, you lose the inspection right for this request.
2. Accepting the first offered date without asking what files will be available.
3. Skipping the page-count confirmation before arriving. File pages can multiply between your letter and your visit.
4. Not carrying photo ID and a notarised authorisation (if a representative attends).
5. Forgetting a good notebook and spare pens. Phone photography is usually not allowed; note-taking and marking pages is your tool.
6. Not marking pages during inspection for later certified copies. Once you leave, the file goes back and you start from zero.
7. Leaving before noting every file noting and inter-office reference. Those are often the real story.

Only on exemption grounds under Section 8, Section 9, or Section 11, and only for the exempt portions. The non-exempt portion must be shown under Section 10 severance. A blanket refusal is appealable under Section 19(1) and punishable under Section 20.

Keep inspecting. From the sixty-first minute, Rs 5 per subsequent full hour applies. Per Vasudev Pillai v. CBEC (CIC), partial hours are not billed as full hours.

Most offices do not permit phone photography of files. Take notes and mark pages for certified copies at Rs 2 per page. Some pro-transparency departments allow photographs; check in writing beforehand.

Only Indian citizens can file RTI under Section 3. A minor citizen can inspect with a natural guardian. Foreigners cannot file directly, though Indian citizens (including advocates) can file on their behalf.

A “missing file” is not an exemption. The CIC has held that the public authority must reconstruct or produce secondary records. Ask for the First Information Report on the missing file, any enquiry report, and a copy of the file tracer. See Missing files under RTI.

No. The first hour is free regardless of how long you actually stay. Only the time beyond sixty minutes attracts a Rs 5 per additional hour fee.

If you are about to file an inspection RTI, start with the standard First RTI template and drop in the inspection-specific paragraphs above. If inspection is being blocked, use the First Appeal template and cite Section 5(4), Section 5(5), Section 2(j)(i), and CBSE v. Aditya Bandopadhyay. For the full Act, see The RTI Act, 2005. For the six top reasons RTIs get rejected, see Why RTI gets rejected.

• The RTI Act, 2005 (as amended)
• RTI Application Format (Copy-Paste)
• First Appeal Format
• Second Appeal Format
• Why RTI gets rejected and fixes
• File RTI Online in India: 12 Steps
• RTI vs Complaint: When to use RTI
• 20 RTI questions you can ask
• CBSE v. Aditya Bandopadhyay (SC, 2011)
• Girish Deshpande (SC, 2013)
• PIO reply after DPDP 2025
• 25 RTI Questions Answered
• Missing files under RTI

1. Right to Information Act, 2005. Full text and rti.gov.in.
2. RTI (Regulation of Fee and Cost) Rules, 2005 (Rules 3 and 4).
3. CBSE and Anr. v. Aditya Bandopadhyay, (2011) 8 SCC 497.
4. Girish Ramchandra Deshpande v. CIC and Ors., (2013) 1 SCC 212.
5. Shail Sahni v. CPIO Sanjeev Kumar, CIC order dated 14 February 2013.
6. Vasudev Pillai v. CPIO, CBEC, CIC order dated 7 May 2015.
7. Registrar, Supreme Court of India v. R.S. Misra (Delhi HC, 2017).
8. Department of Personnel and Training, Guide on the RTI Act, 2005 (August 2013, updated).
9. Central Information Commission, Annual Report 2023-24.

Last reviewed on: 20 April 2026