Letter structure

A well-structured complaint letter follows a clear format: identification, background, specific grounds for challenge, evidence references, legal framework, and the outcome requested. The letter should be professional, specific, and evidence-led.

Essential elements

• Your name, address, and reference numbers
• The marker type and when it was placed
• A factual summary of what happened
• Specific grounds for challenge (dishonesty not proven, procedural failures, proportionality, data accuracy)
• Reference to UK GDPR Articles 5(1)(d), 17, and 22
• Reference to CIFAS filing standards
• Evidence attached or referenced
• Clear statement of what you want (removal + any compensation)
• 8-week response deadline and intention to escalate if not resolved

What makes the difference

The difference between complaints that succeed and those that fail is usually the legal framework and evidence structure. A complaint that says 'this is unfair, remove it' will almost certainly fail. A complaint that says 'this marker does not meet the CIFAS filing standard because X, breaches UK GDPR Article 5(1)(d) because Y, and is disproportionate because Z' has a much stronger chance.