UK subject access request letter template
Ask a UK organisation for your personal information with a clear request, useful search details, and a response format that works for you.
A UK subject access request letter asks an organisation for your personal information and the supplementary information that accompanies a right of access response. Name the records and date range, give an account reference, and state your preferred format. The Information Commissioner's Office says organisations usually have one month to respond, subject to identity checks, clarification, extensions, and exemptions.
Sample letter
Subject access request: Riley Patel, reference Customer 510284
Riley Patel Formerly Riley Shah 7 Larch Road, Leeds LS6 2QF riley.patel@example.com, 07700 900123 27 August 2026 Example Services Ltd Data Protection Officer, 10 Market Street, London EC2A 4BX Subject access request: Riley Patel, reference Customer 510284 Dear data protection team, I am making a subject access request for a copy of the personal information your organisation holds about me. Please search for: my account notes, support calls, emails about my complaint, and the personal data used to make the decision. The relevant dates, people, accounts, or systems are: 1 January to 31 July 2026, the support team, and complaint case 7842. My identifying reference is Customer 510284. Please also provide the supplementary information that accompanies a right of access response, including the purposes and categories of processing, recipients, retention period, source, my rights to rectification, erasure, restriction and objection, any automated decision-making, relevant safeguards, and how I can complain to the ICO, where applicable. Please provide the response in an electronic copy by email or secure download. My accessibility requirements are: None. If you need reasonable information to confirm my identity or clarify this request, please contact me promptly and explain what you need. Please confirm receipt of this request and tell me if you need anything further. Yours faithfully, Riley Patel
Download the files
Download the sample letter as a Word file or PDF and adapt it yourself.
What to keep in mind
A subject access request works best when the organisation can tell what records you mean and how to find them. This template gives you a clear heading, a defined request, search details, and a practical response format. Check the organisation's current privacy notice or subject access process for its preferred email address, form, or postal route.
- 01
Put "Subject access request" in the heading. The ICO says you do not need special legal wording, but a clear label helps the organisation route the request.
- 02
Be specific about the information, dates, people, accounts, or systems you mean. The ICO says useful detail can help the organisation find the information faster and avoid sending a large, unfocused bundle.
- 03
Use the organisation's current privacy notice or SAR process to choose where to send the request. The ICO says a request can be made online, by email, by post, by phone, or in person.
- 04
The ICO says organisations usually have one month to respond. It may ask for reasonable and proportionate identity information, or extend the period by up to two further months for a complex request or multiple requests.
- 05
Keep a copy of the request, attachments, proof of receipt, and any identity information you provide. Do not send original documents unless the organisation's current process clearly requires them.
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Ask for records someone can find
You can ask for all your personal information, but a useful date range and record list can make the response easier to review. Include the names, accounts, cases, or systems that distinguish the records you need from unrelated information.
- The type of information, such as account notes, support calls, messages, or decision records.
- A date range and relevant account, case, employee, or policy reference.
- The teams, people, systems, or correspondence subjects that may help the search.
- The supplementary information you want with the copy, such as processing purposes, recipients, retention, or automated decision-making where relevant.
- A former name or contact detail only when it helps identify your records.
- A preferred format and any accessibility requirement for reading the response.
Choose the response format
Use the contact route in the organisation's current privacy notice or subject access process. You can make a request online, by email, by post, by phone, or in person, according to the ICO. Ask for an electronic or printed format you can actually open and review, and give a secure contact route for follow-up questions.
Keep the request, any attachments, proof of receipt, and identity information you provide. Send copies rather than original documents unless the organisation's current process clearly requires an original.
What may change the timeline
The ICO says the normal response period is one month. The organisation may need reasonable and proportionate information to confirm your identity or authority, or ask you to clarify a broad request. It may extend the period by up to two further months for a complex request or multiple requests, and it should explain an extension within the initial month. The ICO's guidance is under review after changes made by the Data (Use and Access) Act, so check the current guidance when the organisation responds.
Frequently asked questions
Do I need to use the words subject access request?
No. The ICO says a request is valid when it is clear that you want your own personal information. Using the phrase in the subject line or heading makes the purpose easier to spot, so this template includes it.
Can I ask for all the information an organisation holds about me?
Yes, the ICO says you can ask for all your personal information and the supplementary information that accompanies a right of access response. A focused date range or record list may produce a more useful response, and exemptions or other people's information can affect what the organisation discloses.
How long does an organisation have to answer?
The ICO says the normal period is one month from receipt, or from receipt of information needed to confirm your identity or authority. The organisation may extend the period by up to two further months for a complex request or multiple requests, but it should explain that within the initial month.
Can an organisation charge for a subject access request?
The ICO says organisations usually cannot charge a fee. A reasonable fee may be allowed for a manifestly unfounded or excessive request, or for further copies, so do not describe the request as guaranteed to be free in every case.
Can someone make the request for me?
Yes. The ICO says another person can make a request with appropriate authority, such as written permission or a power of attorney. The organisation may ask for evidence that the person is authorised to act for you.
Sources
These official sources show what the template is based on.
- Getting copies of your information (subject access request)Information Commissioner's Office
- A guide to subject accessInformation Commissioner's Office
How to Send a Letter Online (No Printer, No Post Office)
Last reviewed 8/27/2026.