SUSTAIN PROJECT

Independent guide to medical records and patient rights.

Explain my letter

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Request a copy of your medical records

Updated: Found an error? See how we handle corrections.

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Your details

e.g. "March 2024 to date" or "inpatient stay 2-9 May 2025"

Recipient
Which records?
How would you like to receive the copy? 
 
 
The generator needs JavaScript. Without it, you can use the sample letter further down this page.
 
 
 
Not legal advice. The template cites the relevant provisions but does not replace advice on your individual case. The English and German versions still need to be checked by native speakers before publication.
 
          
   
Before sending the letter


    

  1. Identify who to contact. Send your request to the organisation that looks after the records: your GP surgery, the hospital’s records or data protection team, or the specialist involved. Most hospitals list a data protection officer on their website.
    2. 

  2. Be clear about what you need. The default is a complete record. If you only want certain documents, such as a discharge summary or imaging reports, ticking those boxes helps the organisation deal with your request more quickly.
    3. 

  3. Decide on a format. When you make the request electronically, the copy should normally be provided in a common electronic format unless you ask for something different (Article 12(3) GDPR).
    4. 

  4. Keep evidence. Make a note of the date you sent the request. The one-month deadline begins when the request is received.
    5. 



What the letter asks for


The letter produced by the generator asks for a copy of your data along with the details listed in Article 15(1) GDPR: the purposes, recipients, storage period and source. For recipients in the EU, it explains that the first copy is free (Article 15(3)) and refers to Court of Justice judgment C-307/22. For recipients in Germany, it also cites § 630g of the German Civil Code, which has stated since February 2026 that the first copy is free as well.


Online access as an alternative


In many countries you can already view parts of your record online. In England, GP practices were required to give patients online access to new entries in their GP record by 31 October 2023, unless the patient opted out or an exception applied. NHS England reported that by April 2024, 84.1% of practices had switched this on. Online access and a formal request are not mutually exclusive: the portal shows what is there, while the request gets you the complete copy.


For other countries, see the comparison of patient portals in Europe.
 
  
Frequently asked questions
Do I have to say why I want my records?
No. The Court of Justice of the EU ruled in case C-307/22 that the first copy must be free even if the request is made for a reason such as preparing a complaint or a claim.
Can the practice ask for ID?
Yes, if it has reasonable doubts about who is making the request. It may only ask for the information it needs to confirm your identity (Article 12(6) GDPR). In the UK, the one-month clock starts once the requested ID has been received.
What if I get no answer?
The practice must answer within one month, or tell you within that month why it needs longer (up to two further months) or why it will not act. If it does neither, you can complain to the data protection authority in your country.
Is the letter legal advice?
No. It cites the relevant rules and asks for what they provide. For a dispute or a legal claim, get advice from a lawyer or a patient advice service.
 
Sources
  1. Regulation (EU) 2016/679 (GDPR), Articles 12 and 15. EUR-Lex (accessed15 October 2026)
  2. Judgment of the Court of 26 October 2023, FT v DW, C-307/22. EUR-Lex (accessed15 October 2026)
  3. A guide to subject access. Information Commissioner's Office (UK) (accessed15 October 2026)
  4. Changes to the GP contract in 2023/24. NHS England (accessed15 October 2026)