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How to write a mail for access request
October 22, 2018 Anniversary Wishes 1 comment

Do you want to learn how to write a letter and win a prize. Use appropriate expressions to give and request ADVICE. the equipment or services he might need as a speaker (projector, screen, laptop, access to photocopier.

According to the GDPR, you have a right to access the personal data stored and processed on you by companies and other organisations (so-called controllers).

First of all, this includes a confirmation as to whether your personal data is being processed. If so, you can request a copy of said data. But not only that: In addition, you also have the right to further details, such as the purposes of the processing, the recipients to whom the data is passed on and the duration of the storage.

If you want to learn more, have a look at our article about your rights under the GDPR.

How do I exercise this right?

The GDPR does not impose any requirements on how you make your request. This means that you could in principle simply write an informal letter and send it to the controller. In theory, even a phone call would do.

In most cases, however, you should use the written form, if only to be able to prove later that you have actually made a request. And while you could also state informally that you would like access to your data, we advise you to make a more formal request referring to the specific legislation. This ensures that the controller cannot talk their way out of their responsibility.

What does a letter like that have to contain?

Don’t worry, you don’t have to write this letter yourself. We have prepared a sample letter for you to copy and adapt for your purposes.

Here is our sample letter for requests for access according to Art. 15 GDPR. The passages in [square brackets] are optional; you can decide yourself whether you want to include them. You still have to fill in the data in curly braces.

To Whom It May Concern:

I am hereby requesting access according to Article 15 GDPR. Please confirm whether or not you are processing personal data (as defined by Article 4(1) and (2) GDPR) concerning me.

In case you are, I am hereby requesting access to the following information pursuant to Article 15 GDPR:

  1. all personal data concerning me that you have stored;
  2. the purposes of the processing;
  3. the categories of personal data concerned;
  4. the recipients or categories of recipient to whom the personal data have been or will be disclosed;
  5. where possible, the envisaged period for which the personal data will be stored, or, if not possible, the criteria used to determine that period;
  6. where the personal data are not collected from the data subject, any available information as to their source;
  7. the existence of automated decision-making, including profiling, referred to in Article 22(1) and (4) GDPR and, at least in those cases, meaningful information about the logic involved, as well as the significance and the envisaged consequences of such processing for me.

If you are transferring my personal data to a third country or an international organisation, I request to be informed about the appropriate safeguards according to Article 46 GDPR concerning the transfer.

[Please make the personal data concerning me, which I have provided to you, available to me in a structured, commonly used and machine-readable format as laid down in Article 20(1) GDPR.]

My request explicitly includes any other services and companies for which you are the controller as defined by Article 4(7) GDPR.

As laid down in Article 12(3) GDPR, you have to provide the requested information to me without undue delay and in any event within one month of receipt of the request. According to Article 15(3) GDPR, you have to answer this request without cost to me.

I am including the following information necessary to identify me:
Enter your identification data here. This often includes information like your name, your date of birth, your address, your email address and so on.

If you do not answer my request within the stated period, I am reserving the right to take legal action against you and to lodge a complaint with the responsible supervisory authority.

Yours sincerely,
Your name

To make your life easier, you can also download the letter and use it directly with the word processor of your choice. You can choose between the following templates:

You are free to use these templates as you like. We make them available to you under a CC0 license. The templates for LibreOffice and Word are based on this LibreOffice template.

To whom do I send the letter?

You send the letter directly to the controller. If they have a data protection officer, we recommend that you always address the letter directly to this person. Data protection officers are not only specially trained, but are also required to treat your request confidentially.

You can often find the contact details of companies and other organisations on their websites in the privacy policy or in the legal notice. We want to help you with this, too. We maintain a company database which already contains the appropriate contact data for privacy-related requests for many companies.

Isn’t there an easier way?

The idea behind Datenanfragen.de is to make it as easy as possible for you to exercise your rights regarding data protection. Therefore we have developed a generator, with which you can create requests like this automatically. We invite you to give it a try.

written by Benjamin Altpeter
on , last edited:
licensed under: CC0 1.0 Universal Public Domain DedicationSample letter for requests for access to personal data as per Art. 15 GDPR

How do you politely request something from your boss, colleagues or a VIP -- in a way that's impossible to deny? Here are REAL emails that.

How to Write Request Emails

how to write a mail for access request

If writing a letter a hundred years ago was the equivalent of sitting down with someone in a quiet room and talking face-to-face, writing an email today is like yelling at someone across a noisy intersection while they’re rushing to an appointment.

"Everyone is overloaded and overbusy."

Everyone is overloaded and overbusy. We exist in a state of continuous partial attention as we shift nimbly back and forth between email, text messages, social media, and the web. The email you send isn’t just competing with other email for someone’s attention; it’s competing with everything.

Odds are, your email will be read on a phone, as are over 50 percent of emails. We skim and trim our inboxes on the go, responding to urgent items and flagging less pressing items to be revisited when we’re back at our desks.

That means your email will most likely be digested in a quick glance while the receiver is on their phone, flitting back and forth between other tasks. At best your correspondence will get a quick flash of their attention. If it’s deemed compelling in that passing glance, they will probably return to it later. Make a poor first impression, though, and it’s game over before you even get started.

Our information-addled brains demand a new approach to email. When everyone is busy, being respectful of their time—by taking up as little of it as possible—is a key way to get people to pay attention. When composing email, this means being clear, concise, and actionable. You can achieve this with a few simple strategies:

This post is an excerpt from the book Unsubscribe: How to Kill Email Anxiety, Avoid Distraction, and Get Real Work Done, by Jocelyn K. Glei.

1. Lead with the ask.

"Think about what will appear in the two-line message preview the recipient will see as she scrolls through her inbox: Will it capture her attention?"

Without being abrupt or pushy, it’s important to put your ask at the top of your email—within the first sentence or two if possible. The goal is to get the reader’s attention and have them understand the action that’s being requested immediately. If you put a lot of rigmarole before your ask, an impatient reader might never get to it.

For example, let’s say you’re reaching out to the CEO of a startup you admire to invite her to speak at a conference. You could position the ask like so:

Hi Catherine—This is Mark Holland. I run the popular Firestarters conference, which draws over 5,000 entrepreneurs to the Staples Center in LA each year. I’m writing to extend an invitation for you to speak at our event on March 5th, 2016.

Catherine may not know what the hell the Firestarters conference is, but she does know something important: What this email is about (a speaking invitation). She also now knows the date and location of the event and that it has fairly impressive attendance numbers. Now that the ask is clear and her interest is piqued, she's more likely to read Mark's further details, where he can include backstory on the event and more impressive stats to make his case even stronger.

In a short-attention span world, it’s best to get right to the point immediately and do your explaining later. Think about what will appear in the two-line message preview the recipient sees while scrolling through their inbox: Will it capture their attention?

2. Establish your credibility.

Why should I care? is the tacit question hovering in most people’s minds as they open an email, especially if it’s from someone they don’t know. This is why establishing your credibility early on in the message is crucial. Tell your reader why you are different, why you are accomplished, or why they should pay attention to you.

For instance, if you’re cold-emailing a brand to request a sponsorship, you might establish your credibility by sharing data points about your audience and the awards you’ve won.

Hi Tom—I’m Tracy Black, the editor of Feed Daily, a Webby award–winning website with over 2 million visitors a month. I’m putting together a new article series that targets ambitious young creatives, and I wanted to see if you might be interested in sponsoring it?

If you’re emailing someone you do know—getting in touch with a coworker about an urgent task, for example—you might legitimize your request by indicating that you are under pressure from the boss (assuming that’s true).

Hi Tom—I’m following up to see if you were able to implement the new email signup feature? The CEO wants to see this wrapped up by the end of the week.

Data points and brute authority aren’t your only options, of course. You can also establish credibility by being a keen observer of the person you are contacting. You could tell them how long you’ve followed their work, what you enjoyed about the last blog post they wrote, or how their product might be improved—with tact of course! As long as it’s not fawning, most people appreciate being noticed, and it makes them notice you back.

3. Make the way forward clear.

Effective emails always make the way forward clear.

I frequently receive emails from people who are interested in some sort of knowledge exchange but never clarify how they would like for me to take action. Do they want to have a coffee? Do they want to do a phone call? It’s unclear, which means that instead of saying, "Yes!" I have to respond by asking them what they’re asking me for in the first place—or, more likely, not respond at all.

You’re much more likely to get a response from someone if it’s clear what the next step is. That makes it easy for the recipient to say yes to your request.

Let’s say you’re reaching out to a film director you admire for advice. Don’t just email them with:

I’ve been a fan of your work for years, and I’d love to pick your brain. What do you say?

Instead, propose something specific:

I’m a longtime admirer of your work and have the greatest respect for your filmmaking expertise. I would love to ask you a few questions about how you financed your first film. Would you be game for a 15–20 minute phone call next week? My schedule is wide open all day Thursday and Friday if you have availability then. I promise to keep it brief.

The second example clarifies the subject matter at hand and the fact that you just want to do a brief phone call. This means that the recipient knows the time commitment will be minimal and—because you’ve already proposed a calendar date—they know that the email thread can be closed quickly and efficiently. In other words, you’ve respected their time, and they now know that dealing with you won’t be another headache they don’t need.

4. If you’re asking a question, propose a solution.

Email is not a good venue for debate. Thus, messages that offer nothing but a question like "What do you think about X?" are generally ineffectual. Busy people don’t want to figure out your problems for you, and they don’t want to write a lengthy response. They want to say yes or no and then move on to the next thing. So if you want to get a response—and to get your way—don’t just pose questions: Propose solutions.

Let’s imagine you’re emailing your boss to ask if you can attend a conference. You could write:

Hi Tina—I noticed that people are already booking hotels for the SXSW conference next year. I’d like to go. What do you think?

Or, you could write,

Hi Tina—I’ve been thinking about ways to enrich my work skill set, and it looks like there are some speakers and workshops at SXSW next year that would be very helpful. I can also put together a report to share what I’ve learned with the team after I return. I’ve estimated the cost, and it looks like a ticket, hotel, and airfare would run the company about $2,500. Do you think the company could sponsor me to attend?

The first message is short but lazy and will require numerous back-and-forth messages to clarify what’s really at stake. The second email is longer but includes everything necessary for the conversation to be resolved immediately. The writer has done her homework, the costs and benefits are clear, and it’s easy for the boss to just say yes. Being proactive in your communications takes more work upfront, but it pays huge dividends in the long run.

5. Be scannable.

"Emails are about getting results, not testing your recipient’s reading comprehension."

Use bullets, numbers, and/or bolding to make your email skimmable and digestible, emphasizing the key points. If you scoff at this type of spoon-feeding of information, go ahead and get over it. Emails are about getting results, not testing your recipient’s reading comprehension. Here’s an example of how you might recap next steps after a client meeting.

Hi Sharon—Great call yesterday! I’m excited about next steps. Here’s a recap of what we discussed doing in the coming week to meet our deadline:
Action Items for Sharon & Team:
- Approve revised mockups (Due: Mon 4/9)
- Provide final copy for banners (Due: Wed 4/11)
- Supply hi-res photography (Due: Wed 4/11)

Because this email requires the client to do something, you want the action items to pop out of the email—thus the bold text—and be easily digested—thus the bullets. Due dates are also offset in parentheses so they’re easy to see.

Remember: if you really want to get things done, success depends upon making it easy for your reader to quickly process the email and understand the salient points.

6. Give them a deadline.

Is your email urgent? Does it need a response now? In two days? In two weeks? It may surprise you to learn that busy people love deadlines because they help prioritize exactly when things need to get done. In fact, I’ve found that emails that have no timetable are more likely to get ignored. You certainly don’t want to be imperious or overly demanding, but do give your reader some polite context for timing.

If you’re emailing a close colleague about an urgent task, you can be pretty straightforward about timing:

For the project to stay on schedule, I’ll need a response from you in the next 24 hours if possible.

If you’re extending an invitation to someone you haven’t met, you might politely share your follow-up timeline:

I’m sure you’re busy and will want time to mull this opportunity over. I’ll follow up in two weeks if I haven’t heard from you.

Or say you want to allow your boss or a client to weigh in on a decision but need to move forward if they don’t respond in time:

If I don’t hear back from you by this Friday, Aug 17th, I’ll go ahead and proceed with the solution I’ve proposed above.

Including a deadline is like dropping an anchor: It fixes your request in space and time, making it more likely to get noticed and get done.

7. Write your subject lines like headlines.

Imagine you are the Oscar Wilde of email. Be pithy.

For your email to be read, it has to be opened. Your goal should be to compose a subject line that is clear and, ideally, provocative. It’s much like writing a compelling headline for an article or blog post that you want people to click on.

Let’s say you’re a successful musician reaching out to a designer about doing the cover for your new record. You have a decent-sized audience, so you expect the album to perform well. You could use:

Subject: Design Gig

It’s accurate, but it lacks specificity and makes your email sound like a humdrum offer. Alternatively, you could use:

Subject: Cover design for high-profile album release?

This is still accurate, but it piques curiosity by clarifying what exactly the project is and promising good exposure. Especially when you’re writing an "ask" email to someone you’ve never met before, the subject line functions like a first impression. And you only get one chance to make a first impression.

Be sure not to oversell your email title, though—that's one of the top 20 email mistakes to avoid.

8. Edit your messages ruthlessly.

After you’ve drafted your email, re-examine it with an unsympathetic eye and take out anything unnecessary. Being clear and concise from the get-go saves time for everyone. It takes more time to craft a tight and to-the-point email, but that edited email will also be much more likely to get a response.

For a second eye on your emails, check these 25 apps to perfect your email subject, body, and more.

9. Preview all messages on your phone.

As mentioned earlier, your email message is most likely going to be opened first on a phone. Therefore, it’s wise to understand what your message will look like in mobile email apps. What seems digestible on a massive desktop screen often looks like War and Peace on a mobile phone. Preview your message on the small screen, and if it still looks way too long, ruthlessly edit it again. If your message gives the impression of being overwhelming, it’s probably going to get ignored.

Make sure your emails look great everywhere—and perform well—with our guide to a/b testing your emails, which includes tools to test your emails on mobile.


If you think this all sounds like a lot of work for a little old email, think about it this way: If you take the time to consider your audience and tailor your message to their attention span up front, your emails will be more effective, you will be more likely to get what you want, and you will ultimately have to spend less time on email. Isn’t that what everybody wants?

Want a better app to help you manage your own email inbox? Check out our roundup of the 10 best email apps, or use our Gmail guide to optimize Gmail for your workflow.

All illustrations by artist Tomba Lobos from the book Unsubscribe.

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Email Etiquette: How to Ask People for Things and Actually Get a Response

how to write a mail for access request

The actual text of your e-mail begins with a combination of a greeting and addressing the reader. Although this is something that a lot of people have been known to get wrong.

How formal do I need to be?

It’s always better to be too formal and polite than to be not formal or polite enough. Stay on the side of caution and stick to the classic ‘Dear Mr. /Mrs. / Ms. …’, especially if you are writing to someone who you don’t know or who you know is of a superior standing to you. If you are already quite familiar with the individual then you can use ‘Dear…’ and the person’s first name. Only when writing to colleagues or clients that you know very well should you use ‘Hi’ or ‘Hello’.

What title should I use when addressing the reader?

Sometimes writing professional e-mails can mean contacting individuals from an academic background, maybe even several. However, this only really becomes relevant if you are dealing with a Ph.D. Or it may even be that the individual or individuals in question are professors. In this case, the professor title replaces the Dr. part of the title; as can be seen in the examples below:

  •  Dear Dr. Murphy

         or

‘Dear Sir/Madam’ or ‘To whom it may concern’?

Only if you have no name of a contact person should you use ‘Dear Sir/Madam’ or even ‘To whom it may concern’, although this last one is regarded as slightly outdated. Therefore, it may be best to write ‘Dear Sir/Madam’.

Writing to multiple recipients

If an e-mail has multiple recipients, then naturally all must be addressed at the head of the text. If the amount of people you are writing to is less than five then the best option is to include all of them:

  • Dear Mr. Murphy, Ms. Smith, Mrs. Jones, Mr. Malone, and Ms. Littlewood

         or
  • Dear Matthew, Mark, Luke, John, and Jonas


If the number of recipients exceeds five then you should probably opt for ‘Dear all,’ instead of going to the effort of listing all respective names.

What should I do if I am unsure whether the recipient is masculine or feminine?

 It might sometimes happen that you only have the surname of a contact person, or maybe it is the case that it is not clear from the person’s first name what gender they are, e.g. Alex Jones. If this is the case then you should set about doing some detective work, because addressing someone with the wrong title could lead to your e-mail being completely disregarded. Company websites, social media pages, and even telephone books can assist in situations like this. If you are dealing with bigger companies, then it may also be worth getting in touch with the HR department. However, if none of these options are available then you should simply opt for ‘Dear Sir/Madam.’ While it may be slightly impersonal, at least it is a safe option. 

How should my opening sentence look?

Once you have addressed the recipient, this should be followed by a comma. This comma does not affect the sentence that follows – this should still begin with a capital letter:

  • Dear Sir/Madam,
    Thank you for your quick response…

Would you be able to approve my request to add {insert tool name} to my How can I write an email requesting for the approval of a boss to.

Perfect Email Templates for Communicating with Your Boss

how to write a mail for access request

Dear Sir/Madam,

I am writing with reference to the language course you are going to run in my unit.

First of all, I would appreciate it if you could help with the questions I have. To begin with, could you advise me on what preparations the unit should make before the course begins, for example, classrooms, equipment, etc. 

Secondly, I would like to suggest the skill your teachers should focus on. Currently, our soldiers are preparing for the international exercise and therefore their greatest need is speaking. Consequently, I strongly recommend developing their speaking skills which will allow them to communicate with foreign partners.

Finally, I would like to offer you some advice concerning your teachers’ accommodation. I would advise them to stay at the base. Although the conditions in the nearby hotel are much better, the distance to the base and the morning traffic might become an everyday nuisance.

I trust you will accept my recommendation and I hope that I could be of help. I am looking forward to hearing from you as soon as possible.

Yours faithfully,
XYZ

WATCH THE VIDEO ON THEME: How to Write Request Emails

One of the most basic skills not only that are handy in school, but also in life itself, is the ability to write. This is where we put our imaginations or thoughts into.

how to write a mail for access request
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