Subject: FOI refinement under s.16 – PCN processing data (your ref: [FOI reference])

Hi, I’m [Your Name]. Thanks for your response dated [DD/MM/YYYY]. I note the refusal under section 12 FOIA (cost limit). 
Please treat this email as a request for **advice and assistance under section 16** to bring the request within the appropriate limit. 
Below are two refinement options; I’m happy to adopt whichever is quickest for you to supply.

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REQUESTED CLARIFICATIONS (to help me refine precisely)
1) Please indicate which parts of my original scope are the main cost drivers (e.g., time to locate vs extract; which datasets/years). 
2) Confirm the **format** in which the requested data is routinely held/reported (CSV/XLSX, monthly dashboards, etc.). 
3) If you aggregate this with other requests under the 60‑working‑day rule, please identify the **other request(s)** (date/reference) you are aggregating with.

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REFINED SCOPE – OPTION A (Last 12 months only; monthly aggregates; by PCN type: Parking / Moving Traffic / Bus Lane)
Please provide the following for the **most recent 12 complete months** (e.g., [MM/YYYY]–[MM/YYYY]), in **CSV/XLSX**:

1) Volumes & outcomes
   a) PCNs issued per month.
   b) Formal representations: number received; number **accepted**; number **rejected**.
   c) London Tribunals: appeals **registered**; outcomes per month — **Allowed**, **Refused**, **Do‑Not‑Contest (DNC)**, **Withdrawn** (counts).

2) Timeliness
   a) **Average and median days** from receipt of formal representations → **service of the Notice of Rejection (NoR)** (per month).
   b) **Late NoRs** (NoR served >56 days after receipt of formal reps): count per month.

3) Staffing (snapshot)
   a) **FTE staff** handling challenges/representations/appeals (month‑end snapshot) and any vacancy count.

4) Templates (single current copy, not historic)
   a) The **current** standard letter templates: informal rejection, Notice of Rejection, Charge Certificate, and Tribunal evidence cover letter.

(If any sub‑item above still risks s.12, please prioritise items 1a–1c, 2a–2b, and 3a; and omit item 4.)

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REFINED SCOPE – OPTION B (Sampling approach to minimise extraction time)
EITHER:
• **One financial year only**: [YYYY/YY] (12 months), same fields as Option A; OR
• **Quarterly sample** covering three distinct periods: last complete **Q1, Q2, Q3** (or **Apr/Aug/Dec**) with the same fields; OR
• A **management report** you already produce monthly/quarterly that contains any subset of: PCNs issued; formal reps volumes and outcomes; Tribunal registered/allowed/refused/DNC; median days to NoR; late NoR count; FTE staffing. (Please include its field definitions/notes.)

Please let me know which sample will be fastest to supply; I am content with the **easiest available subset** that delivers the indicators above.

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FORMAT & COSTS
• Please provide data in **CSV/XLSX**. I am content to accept reasonable **disbursements** only. 
• **Do not proceed** above the appropriate limit without checking with me.
• If only **part** of this refined scope can be provided within the limit, please supply that part and specify which items exceed the limit.

PARTIAL DISCLOSURE & SIGNPOSTING
• If some information is **not held**, please confirm that explicitly. 
• If another authority holds part of it, please **transfer** or signpost as appropriate.

NEXT STEPS
If the refined scope is still considered over the limit, please advise the **shortest workable subset** you can supply within the limit, and provide a brief breakdown of the estimated hours for the activities that count toward s.12 (determine/locate/retrieve/extract). 
If you maintain refusal, please register this as a request for **internal review**.

Many thanks,

[Your Name]
[Role / Company]
[Email] • [Phone]
[Postal address – optional]
[Date]