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🌐 English · Free Subject Access Request (UK GDPR) Letter template

Subject Access Request (UK GDPR) Letter

Request to an organisation for a copy of the personal data it holds about you under UK GDPR and the Data Protection Act 2018; they must reply within one month.

🇬🇧 United Kingdom

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Subject Access Request (UK GDPR) Letter - sample

Alex Morgan
+44 7700 900123

Date: 06/10/2026

To
____________

Subject: Subject access request under UK GDPR

Dear Data Protection Officer,

I am writing to make a subject access request (SAR) under Article 15 of the UK GDPR and the Data Protection Act 2018.

Please confirm whether you process personal data about me and, if so, provide me with: a copy of the data; the purposes of the processing; the categories of data; the recipients to whom it has been or will be disclosed; how long it will be kept; where it came from; and whether any automated decision-making, including profiling, is used.

In particular, I would like: Emails and call recordings from January 2025

Please reply within one month of receiving this request, as required by Article 12(3). There should be no charge. To confirm my identity I enclose a copy of a photo ID and proof of address, which you may use for that purpose only. If you need clarification, please contact me promptly rather than delay.

Yours faithfully,


Alex Morgan

Fill in and download - free

Subject Access Request (UK GDPR) Letter

Anyone in the UK can ask what personal data an organisation holds about them. The organisation must respond within one month (extendable by two months for complex requests) and generally cannot charge a fee.

When to use it

  • Police and cyber complaints
  • School admissions and utilities
  • RTI and public requests
  • Personal letters of thanks, apology and condolence

How to write Subject Access Request (UK GDPR) Letter

  1. Find the correct office and officer for your request and address the letter to them by designation.
  2. Give your full identity details, the exact request and the facts in order.
  3. List the documents you attach and keep a copy with the office's receiving stamp.
  4. Note the date you filed it - many offices must reply within a fixed time.

Attach with it

  • ID and address proof
  • Evidence and photographs

Common mistakes

  • Wrong office or officer
  • No date or contact number

Options you can choose

Tone and salutation, validity statement, ID-copies note, witness boxes, execution note (notary / stamp paper / oath), QR or reference box, four layouts and - in any language except English - a side-by-side English copy.

How to write a Subject Access Request (UK GDPR) Letter

  1. Fill in the form: Your full name, Your address, Phone, Organisation / Data Protection Officer, Customer or account number, Specific data or period (optional).
  2. Add your letterhead, logo, footer or watermark if you like.
  3. Download a print-ready PDF - or send it for e-signature.

Applications & civic letters →

FAQ

What if the organisation ignores my request?

Complain to the organisation first, then to the Information Commissioner's Office (ICO). You can also apply to court.

Which officer should I address an application to?

The officer with authority over the matter - for example the Station House Officer for a police complaint or the Principal for a school request. Use the designation, not just the name.

Should I keep a stamped copy?

Yes. The receiving stamp with date is your proof of filing.

Is this Subject Access Request (UK GDPR) Letter template free?

Yes. You can fill it in online and download it as a PDF for free, without installing anything.

Can I change the wording?

Yes. Every sentence of the document can be edited on the page before you download it.

This is a general template, not legal advice. Check any requirements that apply in your country or organisation.

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