Accessing your Home Office records: how to make a Subject Access Request (SAR)

If you have had any dealings with the UK Home Office – whether for visas, asylum, settlement applications or other immigration matters – you have the right to access the personal data the Home Office holds about you. Exercising this right can be invaluable when preparing new applications, resolving issues with your status, understanding a refusal or seeking legal advice.

What is a Subject Access Request?

A Subject Access Request, or SAR, is a request you can make under the UK GDPR and the Data Protection Act 2018 to obtain a copy of the personal data an organisation holds about you. In the immigration context, this may include copies of past applications, decision letters, correspondence, records of interviews, caseworker notes and your official immigration history. Whilst the documents that the Home Office discloses are often redacted to protect third-party information or sensitive operational details, an SAR remains the most direct route to understanding what the Home Office’s records say about you.

Why make an SAR?

People seek their Home Office records for a range of reasons. You may be applying for Indefinite Leave to Remain or naturalisation and need to confirm your immigration history and absences. You may want to understand the reasoning behind a previous refusal or administrative action. You may also wish to check that your personal details, travel history or application records are accurate and complete. Having sight of your file can help you identify errors, fill any gaps and present stronger, better-evidenced applications.

What you can expect to receive

Depending on what you ask for, the Home Office can provide your immigration history summary, copies of decision notices and correspondence and relevant entries from your case records. Some information may be withheld or redacted, where disclosure would reveal third-party personal data, legally privileged material or information exempt under data protection law (for example, where disclosure would prejudice immigration control). Even with redactions, the material usually provides a clear and helpful picture of your status and application history.

How to make a SAR

The simplest way to request your records is through the online form on the official Government website. You will be asked for basic personal details, proof of identity and any Home Office reference numbers you hold. If a legal representative is helping you with making the request, the Home Office will also require your signed authority to enable them to act on your behalf.

The scope of your request is yours to decide. Many applicants ask for either a full copy of their Home Office file or a concise summary of their immigration history. Being specific can help: if you are interested in a particular time-period, decision or application type, make this clear in your request. Include past names, previous passports and any alternative reference numbers so the Home Office can locate all relevant records.

Timescales, format and fees

The Home Office typically responds within one month of receiving your request and verifying your identity. In some cases, particularly where the request is complex or involves large volumes of data, this period can be extended by up to two further months. The response is usually provided electronically. There is generally no fee for a SAR, although a charge can be made if a request is manifestly unfounded or excessive.

Practical tips

Provide clear identification and contact details to avoid delays. List all the relevant Home Office references and any previous identities or travel document details. If you have a deadline for an application or appeal – make this explicit, whilst noting that statutory timeframes still apply. Keep copies of your request and the documents you submit. When you receive the response, review it carefully for accuracy and completeness, and consider whether any follow-up clarification is needed.

Conclusion

Making a Subject Access Request is a straightforward but highly effective step toward taking control of your immigration journey. Access to your records can help you prepare stronger applications, spot errors early and gain clarity about your current status and history in the UK. If you would like support preparing and lodging a SAR application, interpreting the information you receive or planning next steps, please contact Gheron’s immigration specialists.

How Gherson can assist

Gherson’s Immigration Team are highly experienced in advising on all UK visa matters. If you have any questions arising from this blog, please do not hesitate to contact us for advice, send us an e-mail, or, alternatively, follow us on X, Facebook, Instagram, or LinkedIn to stay-up-to-date.

The information in this blog is for general information purposes only and does not purport to be comprehensive or to provide legal advice. Whilst every effort is made to ensure the information and law is current as of the date of publication it should be stressed that, due to the passage of time, this does not necessarily reflect the present legal position. Gherson accepts no responsibility for loss which may arise from accessing or reliance on information contained in this blog. For formal advice on the current law please do not hesitate to contact Gherson. Legal advice is only provided pursuant to a written agreement, identified as such, and signed by the client and by or on behalf of Gherson.

©Gherson 2025