Office of Government Information Services (OGIS)

FOIA Terms of Art: Routing, Referrals and Consultations

FOIA Ombuds Observer - NARA and OGIS logo

The Office of Government Information Services (OGIS) offers dispute resolution services to Freedom of Information Act (FOIA) requesters and agencies. This function allows OGIS to observe and examine the interactions between requesters and agencies across the federal government, and note common questions and issues that arise in the FOIA process. The FOIA Ombuds Observer addresses questions and issues frequently seen in our individual cases. Our goal is to increase efficiency and transparency in the FOIA process.

FOIA Terms of Art: Routing, Referrals and Consultations

March 18, 2026
No. 2026-03

The Office of Government Information Services (OGIS) has observed that even the most seasoned Freedom of Information Act (FOIA) requesters can conflate various terms of art used in the administration of FOIA, which can lead to confusion. This is one of four Ombuds Observers that explains FOIA terms of art that OGIS observes are often conflated. Knowing the definition of these terms can help everyone better understand and navigate the FOIA process.

Routing, Referrals, and Consultations

When a requester submits a FOIA request to an agency, the agency may have to route the request, refer the request, or consult on the request. The terms “routing,” “referral,” and “consultation” may sound very similar; however, in the context of the federal FOIA they refer to different scenarios.

Routing

Routing occurs when a FOIA request is sent to the wrong office or component within the same agency. The office that receives the misdirected request must forward, or route, it to the appropriate office for processing. In this situation, the receiving office has 10 days to route it before the clock starts on the 20-day response time.

Referrals

In processing a FOIA request, an agency may find information that is of interest to another agency or component. Agencies generally refer records to another agency for processing and direct response to the requester when the records originated with that other agency. It is a common practice for the agency that sends out the direct referral to inform the FOIA requester of the name of the agency to which the referral was directed, and include the originating agency’s tracking number, and the contact information for the agency that will process the referred request.

Consultations

Other times, when processing records for a FOIA request, an agency may discover the records contain information belonging to another agency or component. When the records originated with the agency processing the request, but contain potentially sensitive information of interest to another agency, the agency processing the request will typically consult with that other agency. Agencies are expected to use the most time-efficient way to conduct the consultation. For example, in certain situations a phone call or e-mail to the agency whose views are being sought may be enough.

If you have concerns about a FOIA request that is being referred, routed, or consulted on, contact the originating agency FOIA Public Liaison, who is tasked by the FOIA statute with assisting in resolving disputes with requester.

At an impasse? Contact OGIS. We’re here to help.

The Takeaway

Routing occurs within an agency—from one component to another.
Referrals occur when records—or certain information in records—originate with another agency. The agency that receives the FOIA request refers records to the originating agency to process and to directly respond to the requester.
Consultations occur when the agency that receives a request locates records that contain information of interest to another agency. The agency processing the request will typically consult with that other agency when determining if FOIA exemptions need to be applied.

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