Subject Access Request (SAR) Response letter template

£ 15

This template provides a formal response to the SAR, confirming the information that will be provided, any exemptions applied, and details of how the information will be delivered (e.g., electronically or via hard copy).

Reading time
How long to understand and prepare this letter?
5 mins
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What is a Subject Access Request (SAR) Response letter?

The purpose of this Subject Access Request (SAR) Response letter template is to provide you with a flexible and customisable document to serve as a robust and effective starting point for you.

By using our Subject Access Request (SAR) Response letter template, you can streamline your process, maintain consistency and accuracy, and save time, and it can be easily adapted to fit your specific scenario.

Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
Applicable legal jurisdiction
In which jurisdiction can this letter be used?
Great Britain & NI (United Kingdom)

Subject Access Request (SAR) Response [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Response to Subject Access Request (SAR)

I am writing to acknowledge receipt of your Subject Access Request (SAR) dated [Date of Request], in which you requested access to personal data held by [Your Organisation's Name]. We take data protection and privacy matters seriously, and we are committed to fulfilling your request in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR) in the UK.

We have initiated the process of gathering the requested information, which includes [Brief Description of Information Requested]. Our team is currently reviewing and collating the relevant data to ensure that we provide you with a comprehensive response.

As per GDPR guidelines, we aim to respond to SARs within one month of receipt of the request. However, in certain circumstances, this timeframe may be extended by an additional two months if the request is complex or if we receive multiple requests from you. Rest assured that we will keep you informed of any such extensions and provide updates on the progress of your request.

Please note that we may need to verify your identity further to ensure the security and confidentiality of your personal data. If additional information or documentation is required for verification purposes, we will contact you promptly to request the necessary details.

Once we have completed our review and compilation of the requested information, we will provide you with a detailed response, including the personal data held, any applicable exemptions or limitations, and information on how to exercise your rights under data protection laws.

If you have any questions or concerns regarding your SAR or the processing of your personal data, please do not hesitate to contact our Data Protection Officer at [Contact Information].

Thank you for your patience and cooperation in this matter.


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Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

What communication / process sequence is this part of?

Previous step
Subject Access Request (SAR) Request form template

A standardised form for employees to use when submitting a SAR.

This step
Subject Access Request (SAR) Response letter template

Why buy our Subject Access Request (SAR) Response letter template?

  • It's easily editable and implementable, saving you time and money
  • It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
  • You will maintain compliance with ACAS guidelines, legislation, and industry best practices
What other advantages does buying from offer?
  • Email notifications for any updates made to this template or its accompanying materials
  • 12 months of unrestricted access without any additional costs (any update in that period is free to you)
  • A 25% discount on all library, toolkit, and template purchases/renewals

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