Subject Access Request Letter Template & Generator

If you need to request all personal data held about you by your employer, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong subject access request should include, plus a free tool to generate yours.

What this letter needs to cover

• State it is a Subject Access Request under Article 15 UK GDPR
• Request all personal data held
• Specify categories of data of interest (emails
• HR records
• Disciplinary records etc)
• State the 30 day response deadline
• Provide contact details for response

Requesting your full employment records

Under UK GDPR, you're entitled to a copy of all personal data your employer holds about you — this includes performance reviews, disciplinary records, emails mentioning you, and HR notes, not just the basic personnel file. This right applies regardless of whether you're still employed or have already left.

What to include before you send it

• A clear statement that you're making a Subject Access Request under UK GDPR
• Confirmation of your employee reference or personnel number if known
• Any specific categories of data you're particularly interested in, if helpful for prioritisation
• A note of the one-month statutory response deadline

Why this is often used alongside a grievance or tribunal claim

Requesting your full personal data can reveal internal communications, notes, or assessments relevant to a dispute that you wouldn't otherwise see — this is a legitimate and commonly used tool when preparing for a grievance, disciplinary appeal, or tribunal claim.

Frequently Asked Questions

Can my employer refuse to provide certain information?
Some exemptions exist, such as information that would identify another individual without their consent, or genuinely privileged legal advice, but these are narrower than employers sometimes assume.

What if my former employer ignores this request after I've left?
Your right to make a Subject Access Request isn't affected by your employment ending — you can complain to the Information Commissioner's Office if it's ignored.

See our full letter template & generator library for related letters, or use our free checkers for guidance specific to your situation.