Under the Government Information (Public Access) Act (Woo), you can request various documents from the government. Not everything is accessible, but a lot of information is available to residents of Utrecht.
What constitutes a document?
According to the Woo, a document is considered any written material or other medium containing information. This includes:
- Correspondence such as letters and emails
- Policy reports and memos
- Minutes of meetings
- Visual materials such as photos and videos
- Digital data and files
Types of documents you can request
| Category | Examples |
|---|---|
| Official decisions | Permits, subsidy awards |
| Policy documents | Strategic plans, guidelines |
| Communication | Correspondence with residents or organizations |
| Analyses | Research results, evaluation reports |
| Agreements | Contracts with external parties |
| Meeting documents | Agendas and partially public minutes |
Proactive publication by the government
A lot of information is now published without a request, such as:
- Laws and local regulations via overheid.nl
- Documents from the Utrecht Municipal Council
- Decisions on Woo requests on rijksoverheid.nl
What cannot be requested?
- Documents that do not exist
- Information not in the possession of the government
- Data falling under an exception rule
- Information already publicly available
Frequently asked questions about Woo requests in Utrecht
Can I request WhatsApp messages from Utrecht civil servants?
Yes, provided these messages are work-related and concern an administrative matter, they fall under the Woo.
Is the government obliged to create documents for me?
No, the Woo only concerns existing documents. No new documents are created upon request.
Can historical documents be requested?
Yes, there is no time limit for requests. Note that old documents may have been destroyed in accordance with the Archives Act.
Practical information for Utrecht
How do I submit a request? You can submit a Woo request to the Municipality of Utrecht via their website or by email. Be specific about the desired document and the reason for your request. The response period is normally four weeks, with a possible extension of another four weeks.
Costs for a request: Requesting information is usually free of charge. For extensive requests, costs for copies or shipping may be charged. You will be informed in advance.
What if my request is refused? In case of refusal, you will receive a written explanation. You can file an objection with the Municipality of Utrecht within six weeks. If that does not help, appeal to the court is possible, for example via the District Court of Midden-Nederland (Vrouwe Justitiaplein 1, Utrecht). Consider legal advice, for example via the Juridisch Loket Utrecht (Catharijnesingel 55).