Request Council Road Inspection Records
A practical EIR and FOI guide with focused templates for highway inspection, defect-report and repair records.
At a glance
- Answer first
- Ask the responsible highway authority for recorded inspection, defect and repair information for a tightly defined location and date range.
- Likely regime
- Road-condition and maintenance records are commonly handled under the Environmental Information Regulations 2004 (EIR), even if a request mentions FOI.
- Normal deadline
- EIR regulation 5 ordinarily requires information as soon as possible and no later than 20 working days, subject to the Regulations.
Step-by-Step Guide
Define one location and useful time window
Ask for recorded information, not an explanation
Keep the request and response together
Focused EIR request template
Subject: Environmental information request — [road and location]
Please provide the following recorded information for [precise location] covering [start date] to [end date]:
- the highway safety-inspection policy and road hierarchy applicable to this location;
- completed safety-inspection records, including dates, method and recorded findings;
- defect reports and repair records, including receipt, assessment, priority and completion dates;
- records of complaints or reports matched to the specified location; and
- any location-specific risk assessment or temporary warning record.
Please treat this as a request under the Environmental Information Regulations 2004, or under the Freedom of Information Act 2000 to the extent you consider any part is not environmental information. Electronic copies are preferred.
If the response is late, broad or refused
Check whether the authority asked for clarification or relied on a specific exception. Narrow an overly broad request if that will produce the location-specific records you need. If dissatisfied, follow the internal-review instructions in the response and then the Information Commissioner's published route where appropriate.
Do not overstate third-party reports
Then use the Section 58 guide to understand how the disclosed records may fit into the authority's response.
Scope and legal boundary
This guidance covers England and Wales. Welsh Government manages motorways and trunk roads in Wales; local authorities manage other Welsh local roads. DfT council ratings cover England only and must not be applied to Wales.
Do not stop on a motorway or live carriageway to take photographs. Protect people before collecting evidence and use an existing safe place away from moving traffic.
Related resources: council reports, the England-only ratings dataset, and the free eligibility journey.
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