§ GUIDE · RECORDS

Ask for everything,
and ask early

Your records are the case. Almost every judgment we have read turned on what was written down at the time, so the first practical step for anyone wondering what went wrong is to get hold of them. You have a legal right to them, it is normally free, and there is a deadline. There is also a reason to hurry that almost nobody knows about.

Your own records

One month

After a death

40 days

Adult records kept

8 years

Normal cost

Nothing

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§ BEFORE YOU GO FURTHER

What to ask for, and who can ask

  • Your own records: a right of access under data protection law, normally answered within one month and free of charge.
  • After a death: a different Act applies, and it covers the personal representative and anyone who may have a claim arising from the death.
  • A child's records belong to the child, and a parent can usually request them where the child is not old enough to understand the decision.
  • Ask each organisation separately. Your GP practice and every hospital that treated you hold different records.

Ask for the complete record, not a summary. Nursing notes, observation and drug charts, test results and their reports, imaging, theatre and anaesthetic records, ambulance and A&E records, and letters between clinicians.

§ 01

Your own records

This is a right of access under data protection law, often called a subject access request. You can make it in writing or by email to the organisation holding the records. There is normally no charge; a fee or a refusal is only permitted where a request is manifestly unfounded or excessive, which a first request for your own medical records will not be.

The organisation must respond without undue delay and within one month. It can extend that by up to two further months where the request is genuinely complex or you have made several, but it has to tell you about the extension, and why, inside the first month.

Records can be withheld or redacted in two situations. The first is where disclosure would be likely to cause serious harm to your physical or mental health, or to someone else's, and a non-clinician cannot make that decision without a health professional's opinion. The second is information about or provided by another identifiable person. Neither is a general licence to send you a thin bundle.

§ 02

Records of someone who has died

Data protection law does not apply after death, so a different and older statute takes over: the Access to Health Records Act 1990. It gives access to the patient's personal representative, meaning the executor or administrator of the estate, and separately to any person who may have a claim arising out of the patient's death.

That second category matters. You do not have to be the executor. A dependant or family member with a possible claim can apply in their own right.

The deadline is 40 days, or 21 days if the records were made in the 40 days just before you asked. There are exclusions: material the patient asked not to be disclosed, anything likely to cause serious harm, third-party information, and information the patient gave expecting it would not be passed to you.

§ 03

The eight-year problem

This is the part that changes what you do today. NHS retention periods are minimums, and they are shorter than people assume. Adult health records need only be kept for eight years after the last treatment. GP records for a living patient are kept continually, but for a deceased patient only ten years after death.

Two categories run much longer, and both matter here. Children's records are kept until their twenty-fifth birthday, or twenty-sixth if treatment ended at seventeen. Maternity records are kept for twenty-five years after the birth of the last child, because they are as much the child's record as the mother's.

So the honest advice is: if you are wondering whether something went wrong, request the records now, even if you have not decided whether to claim. A claim failed in the Court of Appeal precisely because a 28-year delay had destroyed the records that would have shown what happened. Wales uses its own records code, so periods there can differ.

§ 04

If they refuse, redact heavily or go quiet

First complain to the organisation itself, which must acknowledge a data protection complaint within 30 days. If that does not work, you can complain to the Information Commissioner, who asks that you do so within three months of your last meaningful contact with the organisation. A court can also order a body to comply, and for a deceased patient's records the 1990 Act has its own court route.

There is a separate track once a claim is in contemplation. The pre-action protocol for clinical disputes expects a provider to supply records within 40 days, and says that if it fails to do so or to explain the delay, the claimant can apply to the court for pre-action disclosure. In practice this is one of the things a solicitor does quickly and routinely.

§ 05

What the records then decide

It is worth knowing what you are looking for. In the judgments, claims turn on whether a symptom was recorded, whether a result was passed on, whether an examination was documented, and whether what a clinician remembers matches what they wrote. A GP won a case because his documented examination reasonably excluded infection. A consultant lost one because the drug chart showed a preventive drug was never prescribed.

If a referral or result went missing, that is often the whole case. In one judgment an urgent cancer referral was made, never mentioned to the patient, and lost by the hospital. In another a chest X-ray was ordered on the computer with nothing to show the patient had been told to attend.

§ THE JUDGMENTS BEHIND THIS GUIDE

Judgments decided by the records.

Published decisions of the courts of England and Wales, linked to their source. Each one turned on what was, or was not, written down.

Claimant succeeded£7,500

Oliver v Williams

[2013] EWHC 600 (QB)·2013·Liability and damages decided at trial

A woman with months of bloating and bowel symptoms was urgently referred by her GP, but the judge found he never told her and the hospital lost the letter, so nothing happened until she was diagnosed with advanced ovarian cancer seven months later. The GP was liable for the delay but only £7,500 was awarded because the delay was not shown to have shortened her life.

A GP must tell the patient an urgent referral has been made so it can be chased. Damages for delayed cancer diagnosis are limited to what the delay actually caused, which may be modest.

Claimant succeeded

Shaheen & Anor v Dr Joanna Daish

[2025] EWHC 3056 (KB)·2025·Liability decided at trial

A 49-year-old man saw his GP with breathlessness and a persistent cough; the GP ordered a chest X-ray on the computer system but the judge found she never told him to go to the walk-in radiology department. The court held he would have attended if told and was not himself at fault.

Ordering a test is not enough; the patient must be told clearly what to do. Courts are slow to blame patients for not chasing a test they did not know had been requested.

Claim failed

The Pennine Acute Hospitals NHS Trust v De Meza

[2017] EWCA Civ 1711·2017·Appeal decision

A man treated in the early 1980s sued in 2014, saying no one followed up his hormone condition until a new doctor restarted treatment in 2011. The Court of Appeal found he had known enough back in 1983 and that a 28-year delay had destroyed the records needed to defend the case.

Where very long delay means the records that would show what actually happened no longer exist, the court will usually hold the claimant to the deadline. Realising only years later that better treatment existed does not by itself restart the clock.

Claim failed

Doy v Gunn

[2013] EWCA Civ 547·2013·Appeal decision

A six-week-old premature baby was seen at an out-of-hours clinic, diagnosed with colic and not referred to hospital; he developed bacterial meningitis and was left severely disabled. The trial judge accepted the GP's contemporaneous note over the mother's recollection of symptoms and found no negligence, and the Court of Appeal upheld that decision.

Even where earlier hospital referral would have prevented the injury, the claim fails if the court accepts the GP's record of what the child looked like at the consultation. Contemporaneous clinical notes can outweigh a parent's later recollection.

Claimant succeeded£550,000

Alexander v HCA International Limited & Anor

[2026] EWHC 1284 (KB)·2026·Liability decided at trial

A patient developed life-threatening pancreatitis after a gallstone-removal ERCP. The judge found the consultant never prescribed or instructed the standard preventive diclofenac suppository, so it was not given, and entered judgment for £550,000 against him.

Failing to give a recognised prophylactic drug before a procedure can be negligent even in private care. The prescribing doctor, not the hospital, carried the liability here.

Claimant succeeded

MJF v University Hospitals Birmingham NHS Foundation Trust

[2024] EWHC 3156 (KB)·2024·Liability decided at trial

A young woman with cerebral palsy had a PEG feeding tube inserted and was found unresponsive two days later with peritonitis and sepsis. The judge rejected the doctor's account of how the tube was fixed, found it was placed under too much tension, and entered judgment for the claimant.

Where a clinician's recollection is unreliable and contradicted by the physical evidence, the court can find a procedure was done negligently. Causation may still be limited where a pre-existing condition would have deteriorated anyway.

Claim failed

Failes v Oxford University Hospitals NHS Trust

[2020] EWHC 3333 (QB)·2020·Liability decided at trial

After removal of a spinal cord tumour, nursing charts appeared to show neurological deterioration two days post-op, but the surgeon was not alerted; four days later the patient suffered sudden permanent paralysis. The court accepted the clinicians' assessments that there was no real deterioration until the final day, so earlier escalation would not have changed the outcome.

Nursing observation charts alone may not prove deterioration if contemporaneous clinical examinations showed improvement. Even a failure to escalate must be shown to have changed the outcome.

Claimant succeeded

Cripps v Norfolk and Norwich University Hospitals NHS Foundation Trust

[2024] EWHC 615 (KB)·2024·Damages assessed at trial

The trust admitted that a misreported smear delayed the diagnosis of cervical cancer, and the claimant, who lost her fertility through treatment, asked for a further interim payment to fund surrogacy abroad. The judge refused because the evidence was not yet complete enough to be confident a trial judge would allow that cost.

Even with liability admitted, an interim payment will only be ordered for sums the court is confident will be recovered at trial. Whether overseas surrogacy costs are recoverable depends on a reasonableness test decided on full evidence.

Browse the whole case library →

Contains information licensed under the Open Justice - Licence v2.0. Judgments from Find Case Law, The National Archives. Summaries are ours; amounts only where printed in the judgment.

§ QUESTIONS

Common questions

How much does it cost to get my medical records?

Normally nothing. A request for your own records is free unless it is manifestly unfounded or excessive, which a first request will not be. Ask the provider about any charge for a deceased patient's records, as a different Act applies.

How long do they have to respond?

One month for your own records, extendable by up to two further months for a genuinely complex request, and they must tell you inside the first month if they are extending. For a deceased patient's records it is 40 days, or 21 if the records are very recent.

My relative died. Can I get their records if I am not the executor?

Yes, potentially. The 1990 Act covers the personal representative and, separately, any person who may have a claim arising out of the death. A dependant can apply in their own right.

How long does the NHS keep records?

Adult health records only have to be kept for eight years after your last treatment. Children's records go to their twenty-fifth birthday and maternity records for twenty-five years after the last birth. GP records for a deceased patient are kept ten years after death.

What should I actually ask for?

The complete record rather than a discharge summary. Nursing notes, observation and drug charts, test results with their reports, imaging and the radiologist's report, theatre and anaesthetic records, ambulance and A&E records, and correspondence between clinicians.

They have sent me almost nothing useful. What now?

Complain to the organisation first, then to the Information Commissioner within three months of your last meaningful contact. Once a claim is contemplated the pre-action protocol expects records within 40 days, and a court can order disclosure.

This guide is general information about the law in England and Wales, not legal advice about your case. ClaimGavel is run by Costart Projects Ltd on behalf of Tomlin & Partners, a specialist medical negligence firm regulated by the SRA. The free assessment on this page is an AI overview to show you roughly where you stand; a solicitor confirms the position in a free, no-obligation conversation.