Subject Access Request (SAR) Extension letter template
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In cases where more time is needed to respond to a SAR, this template informs the individual of the extension and provides an updated timeline for completion, along with an explanation for the delay.
- 1 page / 149 words
- Instantly download as Word / PDF / plain text
- Suitable for United Kingdom use only
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Subject Access Request (SAR) Extension letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
I am writing to acknowledge receipt of your Subject Access Request (SAR) dated [Date]. We appreciate your cooperation and understand the importance of providing you with access to your personal data in a timely manner.
Due to the complexity of your request or the volume
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This Subject Access Request (SAR) Extension letter template aims to offer you a versatile and customisable tool, serving as a solid foundation for your needs. Utilise it to ensure consistency, enhance accuracy, and save valuable time.
Adapt it to suit your unique requirements, ensuring efficiency and effectiveness in your HR processes.
Direction:
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Subject Access Request (SAR) Extension letter template, to understand the workflow.
Subject Access Request (SAR) Response letter
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.
Practical example
Practical example
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Scenario
ABC Limited, a multinational company based in the UK, receives a Subject Access Request (SAR) from one of its former employees, Sarah Thompson. Sarah, who left the company six months ago, has requested access to all personal data held by the company relating to her employment.
Initial Response
Upon receiving Sarah's SAR, the HR department promptly acknowledges receipt and begins the process of gathering the requested information. However, due to the complexity of Sarah's employment history and the volume of data involved, the HR team realises that they may need more time to fully comply with the request.
Need for Extension
As the deadline for responding to SARs under GDPR approaches, the HR manager, David, assesses the progress made in collating Sarah's data. Despite their best efforts, the team realises that they require additional time to ensure they provide a comprehensive response without overlooking any relevant information.
Drafting the SAR Extension Letter
David drafts a SAR Extension letter addressed to Sarah Thompson, acknowledging receipt of her request and expressing the company's commitment to fulfilling it in accordance with GDPR regulations. The letter explains the reasons for the extension, citing the volume and complexity of the data involved, and assures Sarah that her request remains a priority.
Content of the Letter
In the SAR Extension letter, David provides a new deadline for responding to Sarah's request, extending it by an additional 30 days as permitted by GDPR regulations. He also includes contact details for any further inquiries Sarah may have regarding her SAR.
Sending the Letter
Once reviewed and approved by the legal team, the SAR Extension letter is sent to Sarah via registered mail and email, ensuring proof of receipt. David also keeps a copy of the letter and its delivery confirmation for the company's records.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Subject Access Request (SAR) Extension letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. Like the Subject Access Request (SAR) Extension letter template, all of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise this template for my organisation?
Yes, in the Subject Access Request (SAR) Extension letter template, as with all of our templates, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access to the template?
Yes. Once purchased, you'll be able to download the Subject Access Request (SAR) Extension letter template instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include the Subject Access Request (SAR) Extension letter template along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need a complete HR library.
