Letter template

[Your full address]

[Phone number and email ]

[The date]

[Name and address of the organisation]

Dear Sir or Madam

Subject access request

[Your full name, PIN number and case reference number ) 

Please supply the data about me that I am entitled to under data protection law relating to: [give specific details of the data you want, for example:

• emails between ‘ A’ and ‘ B’ (from x to y) about me
• CCTV camera situated at (‘location x’) on x date between xam and ypm
• copies of statements provided to x,y,z on x date

If you need any more data from me, or a fee, please let me know as soon as possible.

It may be helpful for you to know that data protection law requires you to respond to a request for data within one calendar month.

If you do not normally deal with these requests, please pass this letter to your Data Protection Officer, or relevant staff member. If you need advice on dealing with this request, the Information Commissioner’s Office can assist you. Its website is ico.org.uk or it can be contacted on 0303 123 1113.

Yours faithfully

[Signature]

If there is a lot of information you wish to gather it can be better to request each bit individually – that way you may get your request carried our quicker – it is not reasonable for the NMC to take longer than the allowed month for example if they only have to get one peice of information, whereas they may use this excuse if you request a lot of information.