How to Make a PAIA Request in South Africa

The Promotion of Access to Information Act (PAIA) gives every person in South Africa the right to request information from public and some private bodies. This guide explains what PAIA is, what you can ask for, how to submit a request, and what to do if your request is refused.

What is PAIA?

PAIA stands for the Promotion of Access to Information Act 2 of 2000. It gives effect to section 32 of the Constitution, which says everyone has the right of access to information held by the state, and information held by another person that is required for the exercise or protection of any rights.

In plain English, PAIA lets you ask government departments, municipalities, and certain private organisations to give you records or documents they hold.

What can you request under PAIA?

You can request any record held by a public body, unless the record is specifically excluded by law. Common requests include:

  • Municipal spending reports or tender documents
  • Departmental policies, circulars, or internal memoranda
  • Environmental impact assessments
  • Disciplinary records of public officials (where legally allowed)
  • Information held by a private body that you need to enforce or protect a right

Some records are automatically available without a formal PAIA request, such as annual reports and certain notices published in the Government Gazette.

Who can make a PAIA request?

Anyone can make a PAIA request, including:

  • South African citizens
  • Permanent residents
  • Foreign nationals
  • Children, acting through a parent or guardian
  • Companies, organisations, and community groups

You do not need a lawyer to make a request.

How to submit a PAIA request

Step 1: Identify the correct body

Work out which department, municipality, or organisation holds the information. Sending the request to the wrong place will cause delays.

Step 2: Find the PAIA manual

Every public body must have a PAIA manual that explains how to request information. The manual is usually on the body's website, often under "PAIA" or "Information Access." It should include a request form.

Step 3: Complete the request form

Most bodies use a standard PAIA request form. You must provide:

  • Your full name and contact details
  • Whether you are requesting the information for yourself or on behalf of someone else
  • A clear description of the records you want
  • The format you prefer, such as printed copies, electronic copies, or inspection in person
  • Whether you can afford to pay any fees and, if not, a request for fee exemption

Be as specific as possible. Vague requests can be refused or delayed.

Step 4: Submit the form

Submit the form to the information officer named in the PAIA manual. You can usually submit by email, post, or in person. Keep proof of delivery.

Step 5: Wait for a response

The body must respond within 30 days of receiving your request. It can extend the period by another 30 days in complex cases, but it must notify you.

How much does a PAIA request cost?

Public bodies may charge a reasonable fee for:

  • Photocopying
  • Printing
  • Search and preparation time
  • Electronic copies on a storage device

You can ask for a fee estimate before the request is processed. If you cannot afford the fee, you can apply for a fee exemption. Some records, such as those needed to protect or exercise a right, may be free.

What if your request is refused?

A body can refuse a PAIA request only on specific legal grounds, such as:

  • The record does not exist
  • The request is too vague
  • The information is protected by privacy, commercial, or national security laws
  • The information is legally privileged

If your request is refused, you must be given written reasons. You can appeal to the internal deputy information officer within 60 days, or apply to the Information Regulator if you are not satisfied.

Frequently asked questions

How long does a PAIA request take? A public body must respond within 30 days. Complex requests may be extended by another 30 days with notice.

Can I request information about myself? Yes, but requests for personal information about yourself are usually handled under the Protection of Personal Information Act (POPIA), not PAIA. Ask the body which law applies.

Can a government department ignore my PAIA request? No. If a public body ignores your request, you can complain to the Information Regulator. The regulator can investigate and issue binding decisions.

Do I need a lawyer? No. PAIA requests are designed to be made by ordinary people. However, a lawyer or advocacy organisation can help if the request is complex or refused.

What is the difference between PAIA and POPIA? PAIA gives you access to records held by public and some private bodies. POPIA protects your personal information and gives you rights over how your data is used.