Response templates for data subject requests
- Art. 25-29 FADP
- Art. 12 GDPR
- Art. 15-22 GDPR
- About 15 minutes
- Italiano · Deutsch · Français · English
In brief
A set of ready-made letters for replying to people who exercise their rights: acknowledgement, identity check, reply to an access request, confirmation of deletion, refusal, extension. It lets you reply quickly without forgetting anything.
- Who it is for
- Internal use: those who reply to requests. Each letter, adapted to the case, then goes to the person who made the request.
- To decide first
- Nothing for now: you prepare the set and, for each request, choose the right letter and complete the blanks with the details of the case.
- Afterwards
- Keep it with the procedure for handling requests and, for each case, copy the letter you need.
What it contains
- 1How to use the templates
- 2Acknowledgement of receipt
- 3Request for proof of identity
- 4Reply to an access request
- 5Confirmation of erasure, rectification or objection
- 6Refusal or partial acceptance
- 7Notice of delay and contribution to costs (FADP)
- 8Extension of the time limit (GDPR)
An excerpt
How to use the templates
- Copy the appropriate template, fill in the
__________blanks and delete the parts that do not apply to the case. - Reply in writing, as a rule by the same means used by the person (email or post). Sensitive data must be sent by email only in protected form.
- Write simply and comprehensibly, without unnecessary legal formulas.
- Meet the time limit: 30 days from receipt of the request.
- Keep a copy of every letter sent in the register of requests.
- Every letter is signed by __________, __________, or by his or her deputy.
All letters show at the top: __________, __________, the place and date, the name and address of the addressee and the number of the request in the register.
1. Acknowledgement of receipt
To be sent within a few working days of receipt of every request.
The full text is generated on the platform, with your organisation's details already in place.
Related templates
- Personal data access request form template
- Request form template for erasure, rectification or objection
- Procedure template for handling data subject requests
Related question: How to answer a request for access to personal data, and within what time?
A template is general information, not advice on your case: it must be adapted to your organisation. For a question on your case there is Advisorn's consulting. By Advisorn, updated on 20 October 2026.