Subject Access Request (SAR) Letter Template – UK GDPR
Use this free subject access request template (United Kingdom): fill it in online, download it as Word or PDF, and follow our step-by-step guide – where to send it, whether it needs notarizing, what to attach and mistakes to avoid.
| Country | 🇬🇧 United Kingdom |
|---|---|
| Document type | Consumer & contracts |
| Format | Word, PDF & fill in online |
| Cost | Free |
| Time to complete | about 5 minutes |
| Notarization | Not required |
What is this letter for?
Under UK GDPR you have the right to access the personal data an organisation holds about you. They must normally reply within one month, free of charge.
Where do you send it?
Send it to the organisation's Data Protection Officer or privacy team, by email or post.
Does it need to be notarized?
Not required. No notarization is needed: sign the letter by hand (or electronically if accepted) and keep proof of when you sent it.
What you need before you start
- Details that identify you (account number, staff number)
- The data you want
- Proof of ID if requested
How to use this template
- Click each yellow field inside the letter and type your details directly (Enter jumps to the next field).
- Read the text through; the “Edit” button lets you change any sentence.
- Click “Word”, “PDF” or “Copy”, then sign and send.
Free template : subject access request template
Your full name
Address line 1
Town / City
Postcode
Email | Phone
Date
Data Protection Officer
Organisation name
Address
Re: Subject access request
Dear Sir or Madam,
I am making a subject access request under Article 15 of the UK GDPR and the Data Protection Act 2018.
Please send me a copy of all personal data you hold about me, including specific data – emails, CCTV, call recordings, together with the purposes of processing, the recipients and the retention period.
To help you find my data: account number / other identifiers.
I look forward to your response within one calendar month.
Yours faithfully,
Your full name
⚠️ Disclaimer: this template is for general guidance only and is not legal advice. Always check the requirements of the organization you are writing to before sending it.
Common mistakes to avoid
- ❌ Not giving details that help identify your data.
- ❌ Not keeping proof of the date sent.
- ❌ Not complaining to the ICO after the deadline.
Tips before you send it
- Send to the Data Protection Officer if there is one.
- Keep proof of the date sent.
- Complain to the ICO if they do not reply.
Frequently asked questions
Is a subject access request free?
Yes, usually free unless the request is manifestly unfounded or excessive.
How long do they have to respond?
One month, extendable by two months for complex requests.
Where do I send this letter (subject access request template)?
Send it to the organisation's Data Protection Officer or privacy team, by email or post.
Does this letter (subject access request template) need to be notarized?
Not required – No notarization is needed: sign the letter by hand (or electronically if accepted) and keep proof of when you sent it.