Subject Access Request (SAR) template
Use this letter to ask a school for a copy of your child's educational record and any other personal data they hold about them. Fill in the highlighted sections, then print, email, or post it.
What this is
A Subject Access Request (SAR) is a legal right to ask any organisation that holds information about your child — including their school — for a copy of it, under UK data protection law.
For a pupil's educational record specifically, there is a faster, separate right under the Education (Pupil Information) (England) Regulations 2005 — this template asks under both.
What to expect
- It's normally free — schools can only charge in limited circumstances.
- You don't need to give a reason.
- General SAR: response within one calendar month.
- Educational record only: response within 15 school days.
Who to send it to
Address it to the school's Data Protection Officer if they have one, or to the Headteacher if not. For an academy, you can also send it to the trust's central office. Keep a copy of what you send and note the date — this starts the clock on their response deadline.
If you're unhappy with the response, or don't get one, you can complain to the school in writing first, then to the Information Commissioner's Office (ICO). See our Privacy Policy for how WeTheParents itself handles data requests.
[Your full name]
[Your address line 1]
[Your address line 2]
[Postcode]
[Your email address] · [Your phone number]
[Date]
[Headteacher's name, or "The Data Protection Officer"]
[School name]
[School address line 1]
[Postcode]
Dear [Headteacher's name / Sir or Madam],
Re: Subject Access Request — [Child's full name], date of birth [Child's date of birth]
I am the parent/legal guardian of [Child's full name], who is a pupil at [School name] in [Year group / class].
Under Article 15 of the UK General Data Protection Regulation and the Data Protection Act 2018, and under the Education (Pupil Information) (England) Regulations 2005 in respect of my child's educational record, I am requesting a copy of all personal data you hold about my child, including but not limited to:
- their full educational record, as defined by the Education (Pupil Information) (England) Regulations 2005;
- [any specific records — e.g. behaviour logs, SEND records, meeting notes, correspondence];
- any other personal data held about them in any format, including emails and internal notes.
Please provide this information in [electronic / paper] format. I understand you are required to respond to the educational record element of this request within 15 school days, and to the wider request within one calendar month.
If any part of the record is withheld, please confirm this in writing and explain the legal basis relied on.
If you need to verify my identity or my relationship to [Child's full name], please let me know what you require.
Yours faithfully,
[Your full name]
This template is provided as a starting point and is not legal advice. Adjust it to fit your situation, and keep a dated copy of whatever you send.