SAR Letter - Fee and/or Additional Time

This SAR Letter - Fee and or Additional Time is for use where a subject access request needs extra time, a fee may be charged, or both.

It can be used either as an initial response to a SAR or later in the process, for example after receiving additional information from the individual.

When this letter is useful

Use it where:

• a request is complex;
• there are numerous requests to handle;
• a fee may be charged because the request is manifestly unfounded or excessive; or
• the need for extra time or a fee becomes clear only after further information has been provided.

Explains extra time clearly

The usual time limit for responding to a subject access request is one month. That period may be extended by up to two further months where the request is complex or where there are numerous requests to deal with.

If extra time is needed, the individual must be told about the extension, and the reasons for it, within one month of receiving the original request.

Covers the limited cases where a fee may be charged

A reasonable fee may be charged where a request is manifestly unfounded or excessive. Any fee must reflect the true administrative cost of providing the requested information.

This template includes wording to explain that a fee is being charged and, where relevant, how that fee has been calculated.

Fits into a wider SAR process

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

For broader practical guidance, see the Data Subject Access Request Guidance Notes. For an internal workflow document, see the Data Subject Access Request Policy and Procedure. If you need an initial holding response first, use the SAR Letter - Acknowledgement.

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