Download the editable template
Use this checklist when a request arrives through a portal, inbox, support conversation or another channel. It helps preserve the original request and route it to an authorized owner.
Ungated Markdown file. No account or email address required.
How to use it
- Save a clean copy for each request or paste it into your approved case system.
- Record the original wording and received channel before interpreting the request.
- Assign an owner and document immediate security or accessibility needs.
- Move identity, scope and target-date decisions to the authorized reviewers named in your procedure.
Open the Markdown file in a text editor, or copy the readable template below into your approved document tool. Use your browser’s Print command to make a paper or PDF working copy. No Markdown software is needed to read or print this page.
Remove fictional examples before use. Keep the working copy in an access-controlled location approved by your organization.
Read or print the complete template
This preview is built from the same file as the download. Use your browser’s Print command for a portable copy.
Free editable template from Privacy Requests. Operational guidance only; your organization remains responsible for its legal decisions and procedure.
Blank working copy
Preserve the request
- ☐ Assign an internal case ID: __________
- ☐ Record the date and time received: __________
- ☐ Record the channel: __________
- ☐ Preserve the requester's original wording in the approved case record.
- ☐ Link to the original message or submission: __________
Route it safely
- ☐ Assign the authorized case owner: __________
- ☐ Acknowledge receipt using an approved contact channel when appropriate.
- ☐ Record any accessibility or communication need: __________
- ☐ Avoid promising an outcome or deadline before review.
- ☐ Do not ask for or copy more identity information than the approved procedure requires.
- ☐ Keep identity documents and response files out of this checklist.
Prepare human review
- ☐ Possible request type(s) for review: __________
- ☐ Products, accounts or services mentioned: __________
- ☐ Jurisdiction or requirements to review: __________
- ☐ Identity or authority question to review: __________
- ☐ Scope question to clarify: __________
- ☐ Reviewed target date and rationale: __________
- ☐ Immediate security concern and escalation owner, if any: __________
Start the work
- ☐ Add the request to the approved tracker or case system.
- ☐ Identify likely systems and owners.
- ☐ Set the next action, owner and review date.
- ☐ Record who completed intake and when: __________
Clearly labelled synthetic sample
This fictional example shows how the fields can be used. It is not a customer case, legal assurance or recommended decision.
- ☑ Case ID: DEMO-1042
- ☑ Received: September 3, 2026 through the fictional hosted form
- ☑ Original wording preserved in: SYNTHETIC-REQUEST-01
- ☑ Owner: Jordan Lee (fictional operations lead)
- ☑ Possible type: Access request — requires authorized review
- ☑ Scope question: Does “support history” include archived attachments?
- ☑ Next action: Confirm the approved search scope with Avery Chen, fictional reviewer
What it includes
| Section | How to use it |
|---|---|
| Request record | Preserve the received date, channel and original wording. |
| Contact and communication | Confirm an approved reply channel and any accessibility needs. |
| Initial routing | Assign an owner and identify possible request types for review. |
| Safety checks | Avoid unnecessary identity documents, insecure file transfers and promises before review. |
About the synthetic sample
The populated example uses fictional people, organizations, identifiers and systems. It demonstrates the fields only. It is not a customer case, measured result, legal assurance or recommended decision for a real request.
Delete the sample before using the template. Do not put passwords, identity documents, response files or unnecessary personal data in it.