Some practices will provide the report for you, though many either decline or charge a high fee.
If your GP can’t help, or their fee is unreasonable, you can apply with ShootCert, where a GMC-registered doctor will complete your medical certificate quickly and efficiently.
No – we’ve got that covered. We’ll provide everything the police need: the signed medical consent form and our completed ShootCert medical pro forma (the last pages of the latest Form 201). You simply attach these to your firearms application.
A Subject Access Request (SAR) is simply the legal term for asking to see the personal data an organisation holds about you. In this case, it’s how we obtain a copy of your full medical notes from your GP.
A third-party SAR is when ShootCert submits that request on your behalf—with your written permission. Learn more.
Under UK data protection law, you have the right to access this information.
Don’t leave it to the last minute. For renewals, apply about 4–5 months before your current licence expires. This gives your GP plenty of time to send us your medical notes and keeps everything on track. It also allows time for your GP to locate and send missing records.
Tip: If your renewal is still a way off, sign up for our Renewal Reminder Service.
No phone line – and that’s deliberate. To keep everything clear, accurate and traceable, we handle all enquiries in writing. This means you’ll always have a record of what’s been said, and we can quickly locate previous conversations if needed.
Use the contact form on this site to get in touch – it’s the fastest way to reach us. We’ll reply by email, and in rare cases (for example, to clarify something complex) our admin or doctor may call you or your GP directly.
Almost – but not everything.
You’ll need to ensure your GP receives your Subject Access Request (SAR), confirms your identity, and confirms you are registered with the practice.
If you’ve provided a correct GP email address and your practice has acknowledged receipt, we will usually deal directly with your GP by email from that point onwards (and keep you in the loop).
If you did not provide a valid GP email address, or there are ongoing email delivery issues, your SAR and any reminder letters must be printed and hand-delivered to your GP practice.
If you selected our Print & Post service, we’ll send you everything you need by post – but you will still need to hand-deliver the SAR and any reminder letters to your practice.
From time to time, we may need your help to keep things moving. If so, we’ll update you via email and your Progress Dashboard with clear instructions and send any pre-written letters you need, so you’ll always know exactly what to do.
If your GP requires anything further (such as additional consent or information), we’ll notify you with clear guidance.
You can now check the latest status of your application at any time using our Progress Dashboard.
This provides real-time updates on your application, including any actions you may need to take or information we require from you.
You’ll also receive email notifications when there are important updates, but the Progress Dashboard is the quickest way to view the most up-to-date information in one place.
If you have any relevant updates from your GP, you can also use the feedback option within the Progress Dashboard to send this directly to us, helping to keep your application moving smoothly.
You can use our GP Practice Finder during your application to locate your NHS practice name and address.
No problem - we've got two easy options:
Option 1 – Print yourself (recommended):
We'll email you a set of pre-written letters. Simply print them and hand-deliver them to your GP practice as soon as possible.
Option 2 – We print for you:
No printer? We'll print everything for you - letters, reminders and supporting documents - and post them to your home address. You then take the pack to your GP practice. Simply select our Print & Post add-on service when you apply.
If your GP practice tells you they haven't received our emails, or we receive a delivery failure notification, don't worry. Email systems can occasionally block or reject legitimate messages. In these situations, the quickest way to keep your application moving is to print and hand-deliver the pre-written letters we provide to your GP practice as soon as possible. This helps avoid unnecessary delays while ensuring your practice receives everything they need to process your Subject Access Request (SAR).
Tip: Always take some photo ID with you, as your GP practice may need to confirm your identity before processing your request.
The clock starts once your GP practice has confirmed receipt of your Subject Access Request (SAR) letters. From that point, the biggest variable is your GP practice, as they are legally allowed up to 30 days to provide your medical records.
This is why we strongly recommend applying as early as possible, particularly for licence renewals. Applying early provides valuable time to deal with any unexpected delays, such as:
- Your GP practice taking the full 30 days to respond.
- Missing or incomplete medical records that need to be requested.
- Practice staff shortages or other administrative delays.
- The time needed to securely compile and prepare large or complex medical records for our reviewing doctors.
Once we have received your complete medical records and they have been checked, we aim to issue your medical certificate within 5-10 working days.
For a full step-by-step guide to the process and expected timescales, please see our How It Works page.
Yes – if you can’t give us a GP email address and you don’t have a printer, we’ll print your pre-written consent letters and send them to your home.
You’ll then need to hand-deliver them to your GP practice. Why? Because it gets the best results, it encourages your practice to engage with the request, and it lets them confirm your identity if needed. Take some photo ID with you just in case.
You can find your local territorial police firearms licensing department using our Police Firearms Contacts page
https://www.shootcert.co.uk/police-firearm-contacts/
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No – we can’t accept medical notes by email. Scans or photos can’t guarantee the records are complete and unaltered. We can only use original, sealed copies sent directly from your GP (or handed to you, still sealed).
Most practices cooperate without issue – but occasionally a GP may try to charge a high fee. The BASC legal team and the Information Commissioner’s Office (ICO) are clear: a full set of notes is not considered excessive, and charges should only apply if a request is “manifestly unfounded or excessive.”
If your GP demands an unreasonable fee, we’ll push back. We have a proven process, backed by ICO guidance, to challenge unfair charges. We’ll give you ready-made complaint letters and handle the evidence for you. It can take time, but we don’t give up – and neither should you.
Yes – but there are strict rules.
- Direct from your GP: The safest route is for your GP to send the notes straight to us by tracked Royal Mail to:
ShootCert
PO Box 1700
NORTHAMPTON
NN2 1LE
(Couriers like DHL, DPD or Evri can’t deliver to PO Boxes.)
- Collected by you: If your GP hands you the notes, they must stay sealed in the GP’s original envelope. Don’t open them. Your GP may ask for ID or a quick consultation before release.
Breaking these rules can stop our doctor from completing your certificate.
Already holding a hard copy? [See this answer instead.]
Not always. If you’re not registered with an NHS GP, we can’t obtain your medical notes through the usual SAR process. Learn more about Defence Medical Services (DMS).
If you are currently serving, please contact us first so we can confirm whether we’re able to handle your case.
Absolutely. Every ShootCert doctor is GMC-registered and holds a current licence to practise – either as a GP or on the GMC Specialist Register. This isn’t just our standard; it’s a Home Office requirement for firearms medical certificates. Learn more.
Normally, we send the certificate straight to you. You then attach it to your shotgun or firearm application and send it to your police firearms department.
In rare cases, if our doctor believes the report needs police attention, we may send a copy directly to the firearms department as well.
For both first-time and renewal applications, police firearms departments now expect your entire medical history to be checked – even for renewals. To keep things consistent and avoid delays, ShootCert requires your full record for every application.
If you’ve used ShootCert before, we only need records back to your last consultation date, plus a reasonable overlap to ensure nothing’s missed.
Our pre-written consent letters explain this clearly to you and your GP once you apply and pay.
Usually, no. Police guidance says our doctor must get your notes directly from your GP, so we know they’re complete and authentic.
But there are a few exceptions:
- Hard copies: If you have them in your possession, they must be in the GP’s original sealed envelope, unopened. Put the sealed envelope in a sturdy padded bag and send by tracked Royal Mail to:
ShootCert
PO Box 1700
NORTHAMPTON
NN2 1LE
(Couriers like DHL, DPD, Evri can’t deliver to PO Boxes.)
- Digital files: We cannot accept PDFs or emailed files from patients – they can’t be verified as complete. If this is all you have, we must note to the police that the files came from you, which could cause delays or rejection.
- Physical media (CDs/USB): Occasionally GPs issue digital records on discs or USB sticks. These are acceptable only if still sealed by the GP. Send them in the same way as hard copies.
Your notes must always be the latest full record, not just a summary.
- Acute stress reaction or trauma-related conditions, including PTSD
- Suicidal thoughts, self-harm, or risk of harm to others
- Depression or anxiety
- Dementia
- Mania, bipolar disorder, or psychotic illness
- Personality disorders
- Neurological conditions such as multiple sclerosis, Parkinson’s, Huntington’s disease, or epilepsy
- Alcohol or drug misuse
- Any other physical or mental health condition – or combination – that may affect the safe possession of firearms or shotguns
ShootCerts doctors require sight of your full medical record to enable the doctor to confirm whether you are or have been diagnosed or treated for any relevant medical conditions, including mental health conditions.
You do have the right to withhold certain information from the medical history provided; however, you acknowledge that in doing so, the completed medical proforma certificate may be considered unfit for purpose. For example:
- Child Protection Letters (these will often mention various family members including very sensitive information)
- Letters about crime such as reports and police interventions
- Letters about mental health
- Letters about pregnancy and sexual life
We usually get an acknowledgement from your GP when they receive your Subject Access Request (SAR), and we’ll let you know when we do.
If there’s no acknowledgement within 10 days, or if we still haven’t received your notes by day 25, you’ll get an email from ShootCert to prompt you to follow up with your GP.
If another 5–10 days pass without progress, tell us. We’ll provide you with a formal reminder letter for your GP, highlighting their legal obligation to respond.
If you hear back from your practice at any stage, please let us know so we can update your case file.
We work hard to keep our emails secure and reliable. All notifications from shootcert.co.uk are sent via SendGrid to protect our domain reputation and improve delivery.
Sometimes, though, email providers can be extra cautious, and our messages may land in your spam or junk folder.
If you still can’t find them, get in touch via our contact form and we’ll happily resend anything you’ve missed.
You’ll need a medical certificate every time you apply, whether it's your first application, a renewal or a variation to your licence. According to the Home Office and BASC, a medical proforma is mandatory for all shotgun or firearm licence applications
Most firearms and shotgun certificates are valid for five years, so expect to submit a fresh medical certificate at each renewal
Since 2021, the Home Office guidance has made this requirement clear and non-negotiable: applications must be accompanied by a medical report from a GMC-registered doctor, or the application will not proceed
A firearms medical certificate doesn’t have an official expiry date, but the police expect it to be recent – usually no more than six months old when you submit it with your application.
You’ll need a new certificate every time you apply for a shotgun or firearm licence, including at renewal (normally every five years). Older certificates can’t be reused, even if nothing has changed.
Check with your local firearms department for their guidance.
If you believe part of your report is inaccurate or unexpected, let us know which section you’re concerned about and why. We’ll check the original medical notes and explain exactly where the information came from. If it’s our error, we’ll correct and re-issue your report. If the issue lies within your GP records, you may need to request an amendment directly with your GP practice.
Read the full guidance here: https://www.shootcert.co.uk/information-disputes/
Refunds are rare, but here’s how it works:
If we can’t issue a certificate because your medical history is unusually complex, we’ll refund you in full – no problem. Please see our full Terms (Section 8) on what options are available to you in this situation.
If you change your mind after paying, we can’t refund you. As soon as your payment is made, the process starts instantly – letters go out, your GP is contacted, and multiple parties are notified. Once this happens, it can’t be reversed. Please read our Cancellation and Refund Policy Terms (Section 10).
Please read the full guidance here: https://www.shootcert.co.uk/refunds-and-cancellations/
We handle your data with care and security at every stage:
- Digital records: Your medical notes are stored securely for around 10 years so we can respond if the police ever need to check a certificate.
- Hard copies: Paper notes are kept for about 1 month, then securely shredded.
- Application data: Your application details are archived securely in line with our Privacy Policy