Download the editable template
Use this checklist immediately before delivery. It is a prompt for authorized human review, not a guarantee that a response is complete or legally compliant.
Download the response approval checklist
Ungated Markdown file. No account or email address required.
How to use it
- Create the proposed response packet in a controlled location and list its exact contents.
- Assign an authorized reviewer who was not relying only on file names or automated checks.
- Resolve each exception, redaction, third-party-data and security question according to your procedure.
- Approve the final packet and delivery controls, then retain the approval and delivery record.
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. Complete it against the exact response and files proposed for delivery. It supports human review and is not a guarantee of completeness or legal compliance.
Blank working copy
Request and scope
- ☐ The response addresses the scope approved for case: __________
- ☐ Identity or authority checks are complete and documented.
- ☐ Applicable requirements, exceptions and response wording were reviewed by authorized people.
- ☐ Known search limitations and unresolved issues are addressed in the decision record.
Response message
- ☐ Names, case references and contact details are correct.
- ☐ The message accurately describes the work performed and materials provided.
- ☐ The message does not promise or imply results the evidence cannot support.
- ☐ Applicable access-response supplementary information has been reviewed, not just the copy of personal data.
- ☐ Any next step or contact route is clear.
- ☐ An accessible file format or alternative delivery route is agreed where needed.
Files and data
- ☐ Every proposed file was opened and inspected, rather than approved by file name alone.
- ☐ The packet contains only the intended files and current versions.
- ☐ Redactions and exclusions were reviewed according to the approved procedure.
- ☐ Third-party information and hidden data, comments, file properties and spreadsheet tabs were checked.
- ☐ Malware and file-safety checks required by the organization are complete.
Delivery
- ☐ Intended recipient and approved contact channel: __________
- ☐ Delivery method: __________
- ☐ Expiry and access controls: __________
- ☐ Passcode or separate authentication step, if required: __________
- ☐ Revocation owner and procedure: __________
- ☐ Ordinary email attachments are not being used for sensitive exports unless explicitly approved.
Approval record
- ☐ Final response reference: __________
- ☐ Exact attachment or packet manifest: __________
- ☐ Approved by: __________
- ☐ Approval date and time: __________
- ☐ Conditions or rationale: __________
- ☐ Delivery event and receipt record will be retained in the case record.
Clearly labelled synthetic sample
This fictional example shows a partial review. It is not a customer case, legal assurance or proof of compliance.
- ☑ Case: DEMO-1042
- ☑ Fictional response message reviewed by Avery Chen
- ☑ Three fictional files opened and inspected
- ☐ Final approval pending the archived support-attachment search
- ☐ Delivery controls not yet approved
- Outcome: Do not deliver yet; Sam Rivera owns the remaining fictional search task.
What it includes
| Section | How to use it |
|---|---|
| Scope and response text | Confirm the response addresses the reviewed request and explains any limitations appropriately. |
| Files and redactions | Inspect the exact materials, including hidden data and third-party information. |
| Delivery controls | Confirm the recipient, expiry, access method and revocation plan. |
| Approval record | Preserve who approved what, when, and any conditions attached to approval. |
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.