SAR Letter - Acknowledgement

This SAR Letter - Acknowledgement is an initial response letter for use when you receive a data subject access request under the UK GDPR.

It helps you acknowledge the request promptly, explain the usual response timeframe, and ask for proof of identity and/or further information where needed before providing personal data.

Use it as your first response to a subject access request

A data subject has the right to access their personal data by making a subject access request. As data controller, you must respond within the applicable time limit, even where you cannot yet provide the full substantive response.

This letter is designed for that initial stage. It enables you to confirm receipt of the request and set out the next steps clearly and consistently.

Helps you deal with identity checks and clarification

In some cases, you may need more information before disclosing personal data. This may be because you need to verify the requester’s identity or because the request is not clear enough for you to locate the relevant information properly.

This acknowledgement letter includes wording for both situations, helping you explain what additional information is required and why.

Covers timing points at the outset

The letter includes options to refer to the normal one-month response period and reflects ICO guidance that the time limit is paused where additional information is needed to clarify the request.

It also includes optional wording to explain your reasons for seeking clarification and, where appropriate, to set a deadline for the individual to respond.

Works well alongside your wider SAR process

This letter is best used as part of a structured subject access request procedure rather than as a standalone response document.

For broader guidance on recognising and handling SARs, see the Data Subject Access Request Guidance Notes. For an internal workflow document, see the Data Subject Access Request Policy and Procedure. Where clarification or proof of identity is later received, the SAR Letter - Receipt of Additional Information or Proof of Identity may also be useful.

SAR Letter - Acknowledgement is part of Business . Just £38.50 + VAT provides unlimited downloads from Business for 1 year.