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What to do if…
you discover false or inaccurate information in your personnel file or HR record

Produced and maintained by PanicStation.org Published: Last reviewed: Editorial policy UK guide

Short answer

Get the exact wording, keep a copy if you can, and ask HR in writing to correct the inaccurate entry or mark it clearly as disputed while they check it.

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 just to “close it” while the record is still disputed.
  • Do not alter, delete, or remove anything from the file yourself, even if you have access.
  • Do not rely on verbal reassurance that it will be fixed without written confirmation.
  • Do not post about it on social media or in workplace group chats.

What to do now

  1. Capture exactly what is wrong.
    Note where the entry appears, the date and time you saw it, who created it if shown, and the exact wording. If you are allowed to, save a screenshot or ask for a copy of the specific page or entry.

  2. Send HR a short written rectification request.
    In one message:

    • quote the inaccurate statement
    • state the correct fact
    • attach simple proof, such as an email, rota, letter, payslip, attendance record, or dated document
    • ask HR to confirm in writing what they will correct

  3. If the entry is incomplete or partly opinion, ask for your correction to sit with it.
    If HR says the record is not “wrong” but incomplete, disputed, or an opinion, ask them to add your brief factual statement beside it so anyone reading the file sees the correction and context.

  4. Ask them not to use the disputed entry while they check accuracy.
    Say clearly that you contest the accuracy of the entry and ask HR to restrict use of it while they check it. Ask them to mark it as “disputed” and not rely on it for decisions unless and until accuracy has been resolved.

  5. If there is a live decision, tell the decision-maker in writing.
    If the entry could affect a disciplinary process, performance review, redundancy selection, promotion, absence review, or reference, send a calm note copied to HR saying the specific entry is disputed and should not be relied on until corrected or clearly recorded as disputed.

  6. Ask whether it has already been shared.
    Ask whether the inaccurate information has been shared internally, with another manager or team, or externally, for example with a reference recipient, occupational health provider, payroll provider, or third-party HR service. Ask for any correction or dispute note to be sent to recipients where appropriate.

  7. Escalate through the workplace grievance route if needed.
    If HR will not acknowledge, correct, restrict, or mark the disputed entry, raise a formal grievance asking for correction, a dispute note, and review of any decision affected by the inaccuracy. If you have a union, involve your representative early. If you are invited to a grievance meeting, you can usually ask to be accompanied by a colleague or trade union representative.

  8. Use a Subject Access Request if you suspect there is more.
    If you think there may be other notes, emails, attachments, or records about the same issue, make a focused Subject Access Request for your personal data. Keep it narrow by giving dates, names, teams, and the subject matter so the employer can find the relevant records more easily.

What can wait

  • You do not need to decide today whether to complain outside the employer.
  • You do not need to write a long defence statement now; start with the specific false entry and the clearest proof.
  • You do not need to confront the person you think created the entry.
  • You do not need to solve every possible employment issue at once; first get the disputed wording captured, corrected, restricted, or clearly marked.
  • You do not need to request every possible document immediately; a focused request is usually easier to act on.

Important reassurance

Finding false information in an HR file can feel alarming because it looks official. A clear written trail, a focused correction request, and a dispute marker are sensible ways to slow the situation down and stop the entry being treated as settled fact.

Scope note

This guide covers first steps only: stabilise the situation, protect the written record, and reduce the chance of the disputed entry being used against you. If the false information is linked to discipline, dismissal risk, discrimination, whistleblowing, safeguarding, or a settlement offer, later decisions may need specialist help.

Important note

This is general information, not legal or professional advice. Workplace policies, contracts, union arrangements, and data protection rights can affect the best next step. Keep messages factual, specific, and in writing, and focus first on the exact record entry that is inaccurate or disputed.

Additional Resources

Closely connected guides that may be useful during the same situation or its immediate aftermath.

About this guide

This guide was produced and is maintained by PanicStation.org using its published editorial process. Official and specialist sources are checked where relevant, and AI-assisted tools may be used for drafting, organisation, and consistency checks. The site operator remains responsible for publication, revision, and removal decisions.

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