Subject access request to your employer, written for you
Ask for a copy of the personal data your employer holds about you: your HR file, emails, notes and records that mention you. The builder writes a clear request under the UK GDPR and works out when the reply is due. Free to copy, download as Word or print.
Your right of access
Under the UK GDPR you have the right to a copy of the personal data an organisation holds about you, including your employer or a former employer. You don't have to give a reason, and you don't need special wording: a request can be made in writing, by email or even verbally.
Putting it in writing gives you a clear record of what you asked for and when.
What you get
Confirmation that they hold your personal data, and a copy of it.
Why they hold it and who they have shared it with.
How long they will keep it, and where they got it if not from you.
Your rights, including the right to complain to the Information Commissioner's Office (ICO).
Deadlines and costs
They must respond within one month of receiving your request. If it is complex, or you have made several requests, they can extend that by up to two more months, but they must tell you, and why, within the first month. If they need to check your identity, the clock starts once they have what they need.
It is usually free. They can only charge a reasonable fee, or refuse, if a request is manifestly unfounded or excessive, and they must explain why and tell you that you can complain to the ICO.
Subject access request examples
Subject access request for everything
From a current employee.
21 October 2026
Dear Sir or Madam,
Subject access request
I am writing to make a subject access request under the UK General Data Protection Regulation for a copy of the personal data you hold about me.
I work for Northbank Services as Operations Coordinator and have done since 1 March 2021, staff number NB10442.
Please send me a copy of all the personal data you hold about me, from January 2025 to now, including emails, messages, notes, documents and records in which I am named or can be identified.
Please also tell me why you hold it, who you have shared it with, how long you will keep it, and where you got it if it did not come from me.
Please send the information to me electronically, at alex.morgan@example.com.
I understand you should respond within one month of receiving this request. If you need anything from me to confirm my identity, please let me know as soon as possible.
Yours faithfully,
Alex Morgan
Subject access request about a grievance
From a former employee, asking for something specific.
21 October 2026
Dear Sir or Madam,
Subject access request
I am writing to make a subject access request under the UK General Data Protection Regulation for a copy of the personal data you hold about me.
I worked for Northbank Services as Operations Coordinator from 1 March 2021 to 31 August 2026, staff number NB10442.
Please send me a copy of the personal data you hold about me in emails, messages and notes about my grievance and the meeting on 3 September 2026.
Please also tell me why you hold it, who you have shared it with, how long you will keep it, and where you got it if it did not come from me.
Please send the information to me electronically, at alex.morgan@example.com.
I understand you should respond within one month of receiving this request. If you need anything from me to confirm my identity, please let me know as soon as possible.
Yours faithfully,
Alex Morgan
Questions people ask
How long does my employer have to reply?
One month from receiving your request. They can extend by up to two more months for complex or numerous requests, if they tell you why within the first month.
Does a subject access request cost anything?
Usually not. A reasonable fee can only be charged if a request is manifestly unfounded or excessive, or for further copies.
Do I have to say why I want my data?
No. You don't have to give a reason for making a subject access request.
Can my employer refuse because I have a grievance or a tribunal claim?
No, they can't simply refuse for that reason. Some information can be withheld under exemptions, such as a reference given in confidence.
What if they don't reply?
Remind them in writing. If you still have no reply, you can complain to the Information Commissioner's Office.
More letters for work
Resignation letter: Notice to leave, with your last working day worked out.
Retirement letter: Formal notice that you're retiring, with your last day worked out.
Character reference: For a job, a tenancy or court, written from real examples.
Job offer letters: Accept, decline or ask for more, with your resign-by date.
Reference letters: Ask someone to be your referee, or write a reference.