Subject Access Request (SAR) Refusal letter template

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If certain exemptions apply, and the organisation is unable to fulfill the SAR in full, this template outlines the reasons for refusal and provides information on how the individual can appeal the decision.

Why this letter is necessary

This Subject Access Request (SAR) Refusal 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.

Workflow sequence

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Subject Access Request (SAR) Request form template

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

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Subject Access Request (SAR) Refusal letter template
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Employee appeal (general) letter template

Our Employee Appeal Letter Template provides a structured format for employees to appeal decisions, ensuring clarity and fairness in the process.


Reading time icon
Time to read / prep / use
5 mins
Document specs icon
Word count / length
216 words, 1 page A4
Date last reviewed icon
Date last reviewed
1 July 2024
subject access request (sar) refusal letter template

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],

I am writing to respond to your recent Subject Access Request (SAR) dated [Date]. We have carefully reviewed your request and regret to inform you that we are unable to fulfill it in its entirety for the following reasons:

[Explain the reasons for refusal, which may include but are not limited to]:

  • Your request is manifestly unfounded or excessive, and it would require disproportionate effort to respond.

  • The requested information is subject to legal privilege or falls under an exemption under data protection laws.

  • Providing access to the requested information would adversely affect the rights and freedoms of others.

  • We are unable to verify your identity to a reasonable degree of certainty.

Please note that while we are unable to fulfill your request in full, we are committed to complying with our obligations under data protection laws. If you have any concerns or wish to discuss this matter further, please feel free to contact me at [Your Contact Information].

Additionally, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe that your data protection rights have been infringed. You can find more information about the ICO and how to file a complaint on their website at

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Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]


[For, and on behalf of [Company name] ]

Why choose our Subject Access Request (SAR) Refusal letter template?

Our content:

Is easy to edit and execute, with comprehensive implementation guidance.
Is designed by accredited, experienced HR practitioners.
Maintains your compliance with ACAS guidelines, legislation, and industry best practices.
Includes 12 months access to your purchase, with email alerts if updated or expanded.

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