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uk Work & employment crises false information in hr record • incorrect personnel file entry • wrong hr file details • hr record has mistakes • inaccurate performance note • false disciplinary record • incorrect absence record • wrong sickness record detail • hr file says i did • personnel file misinformation • hr record affecting job • false allegation in hr file • inaccurate employment record • hr notes are wrong • personnel record error found • wrong warning in file • inaccurate appraisal record • hr file correction request

What to do if…
you discover false information about you in an HR record or personnel file

Short answer

Get the exact wording in writing, then ask HR in writing to correct it — and to stop it being used while they check what’s accurate.

Do not do these things

  • Do not send an angry message accusing people of lying — keep it factual and specific.
  • Do not resign, accept a settlement, or sign anything “to close it” while the record is still wrong.
  • Do not alter, delete, or remove anything from the file yourself (even if you have access).
  • Do not rely on verbal reassurance (“we’ll fix it”) without written confirmation.
  • Do not post about it on social media or in workplace group chats.

What to do now

  1. Capture exactly what’s wrong (quietly).
    Note where it appears, the date/time, and the exact text. If you can, save a screenshot or request a copy of the specific page/entry.

  2. Ask HR for rectification in writing (keep it short).
    In one message:

    • quote the inaccurate statement(s)
    • state the correct fact(s)
    • attach simple proof (email, rota, letter, dated document)
    • ask HR to confirm in writing what will be corrected and when
      If HR says the record is “incomplete” rather than “wrong”, ask to complete it with a supplementary statement (your brief, factual correction).

  3. Ask them to restrict use of the disputed entry while they verify it.
    If you’re contesting accuracy, ask HR to restrict processing/use of the disputed item while they check it (for example, not relying on it for decisions), and to clearly mark it as “disputed” in the meantime.

  4. If it could affect a live decision, tell the decision-maker too (calmly, in writing).
    If you’re in a disciplinary, performance process, redundancy selection, or reference request, send a short note (copied to HR) saying the specific item is disputed and should not be relied on until corrected or clearly recorded as disputed.

  5. If HR won’t remove it, get your rebuttal attached to the file.
    Ask for your written response to be attached to the disputed document/entry and kept alongside it, so anyone reading the file sees the correction and context.

  6. If it may already have been shared, ask who received it and request a correction.
    Ask whether the inaccurate information has been disclosed internally (other managers/teams) or externally (for example, a reference recipient or a third-party HR provider). Ask for the correction (or your rebuttal) to be sent to recipients where appropriate.

  7. Escalate using the workplace grievance route if it’s not fixed quickly.
    Raise a formal grievance requesting correction/annotation and that any decisions influenced by the inaccuracy are reviewed. If you have a union, involve your rep early. If you’re invited to a qualifying grievance meeting, you can usually ask to be accompanied by a companion (for example, a colleague or trade union representative).

  8. If you suspect more is wrong, make a Subject Access Request (SAR).
    If you think there are other notes/emails/attachments about you that you haven’t seen, submit a SAR to get a copy of the personal data your employer holds about you. Keep the request as focused as you can (dates/teams/topics) so it’s easier to respond to.

What can wait

  • You do not need to decide today whether you’ll escalate outside the employer.
  • You do not need to write a long “defence statement” right now — start with the single false item and the cleanest proof.
  • You do not need to confront the person you think created the entry; focus on correcting the record first.
  • If it stays unresolved, you can consider later options like complaining to the data protection regulator — but getting the record corrected/restricted now is the priority.

Important reassurance

It’s normal to feel shocked or angry when you see something false in a file — especially because it feels “official”. Slowing down, getting the exact wording, and insisting on a clear written trail is a sensible, protective response.

Scope note

This guide covers first steps only: stabilise, prevent the record being used against you, and get a correction or clear dispute marker into the file. If the false information is tied to discipline, dismissal risk, discrimination, or whistleblowing, you may need specialist advice for next steps.

Important note

This is general information, not legal advice. Workplace policies and the best route can differ depending on your contract, union status, and what the incorrect information relates to. If you’re unsure, keep everything factual and in writing, and focus on correcting (or clearly disputing) the specific record entry and stopping it being relied on while it’s checked.

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