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Form

Fit note record

Fit note record

Fit note record
Last Modified
Previously modified
Use this form to record the outcome of review meetings with an employee following receipt of a fit note from the employee’s GP. The form also includes a section to note whether the employee has been referred for a Fit for Work assessment.
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Fit note record.docx54.44 KB

Form declaring fitness for work

Form declaring fitness for work

Form declaring fitness for work
Last Modified
Previously modified
This form is for employees to declare their fitness to return to work following sickness absence, including any advice or recommendations from their doctor or Fit for Work manager. It includes a section on protecting data and allows for insertion of the lawful basis for processing special category data under GDPR.
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Form declaring fitness for work.docx63.52 KB

Form for return to work interview following sickness

Form for return to work interview following sickness

Form for return to work interview following sickness
Last Modified
Previously modified
This form is to record the interview of an employee by their manager on their return to work following a period of sickness absence, and to record whether or not this absence is authorised. The form also includes a section to record whether the employee was referred for a Fit for Work assessment and the outcome of any such assessment.
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Form for return to work interview following sickness.docx54.58 KB

Form for self-certifying sickness absence

Form for self-certifying sickness absence

Form for self-certifying sickness absence
Last Modified
Previously modified
This form is for employees to self-certify a period of sickness absence of less than seven days, giving details of the sickness and any effects it may have on their work.It includes a section on protecting data where the lawful basis for processing special category data can be entered.
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Form for self certifying sickness absence.docx56.07 KB

Letter

Letter requesting an employee on sickness absence to indicate an anticipated date of return to work

Letter requesting an employee on sickness absence to indicate an anticipated date of return to work

Letter requesting an employee on sickness absence to indicate an anticipated date of return to work
Last Modified
Previously modified
This letter is to request an employee on sickness absence to indicate an anticipated return to work date, if such date has been given by their doctor, or whether the absence is likely to be prolonged. The letter also asks if they can provide any recommendations arising from a Fit for Work assessment.
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Letter requesting an employee on sickness absence to indicate an anticipated date of return to work.docx53.88 KB

Letter confirming the outcome of a meeting to discuss occupational health report

Letter confirming the outcome of a meeting to discuss occupational health report

Letter confirming the outcome of a meeting to discuss occupational health report
Last Modified

This letter should be sent to an employee to confirm the discussions about the occupational health report that have taken place. The steps to be taken by the organisation to assist the employee back into work, identified in the report, should be included. 

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Letter confirming the outcome of a meeting to discuss occupational health report.docx55.68 KB

Letter terminating employment due to long-term sickness absence

Letter terminating employment due to long-term sickness absence

Letter terminating employment due to long-term sickness absence
Last Modified
Previously modified
Where an employee is continually absent due to ill health this letter confirms that their employment is terminated. It refers to meeting(s) held with the employee and that no alternative duties, adjustments or support can be adopted to facilitate a return. The employee is informed that they can appeal.
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Letter terminating employment due to long term sickness absence.docx53.35 KB

Letter to a GP requesting a medical report on an employee on long-term sick leave

Letter to a GP requesting a medical report on an employee on long-term sick leave

Letter to a GP requesting a medical report on an employee on long-term sick leave
Last Modified
Previously modified
This letter is to ask a doctor to provide a medical report on an employee with long-term sickness absence, asking their opinion of the medical condition, its likely duration and how it will affect the employee.
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Letter to a GP requesting a medical report on an employee on long term sick leave.docx57.13 KB

Letter to a GP requesting a medical report on an employee who has persistent short-term sickness absence

Letter to a GP requesting a medical report on an employee who has persistent short-term sickness absence

Letter to a GP requesting a medical report on an employee who has persistent short-term sickness absence
Last Modified
Previously modified
This letter is to ask a doctor to provide a medical report on an employee with persistent short-term sickness absence, asking their opinion of the medical condition and how it will affect the employee.
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Letter to a GP requesting a medical report on an employee who has persistent short-term sickness absence.docx57.07 KB

Letter to an employee requesting permission to apply to a medical practitioner for a medical report

Letter to an employee requesting permission to apply to a medical practitioner for a medical report

Letter to an employee requesting permission to apply to a medical practitioner for a medical report
Last Modified
Previously modified
This letter requests permission from an employee to apply to a medical practitioner for a medical report regarding their state of health or medical condition. It refers to special category data and allows for inclusion of the lawful basis for processing that data.
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Letter to an employee requesting permission to GP for a medical report.docx54.99 KB

Letter to send to employee following discussions relating to a fit note stating "may be fit for work"

Letter to send to employee following discussions relating to a fit note stating "may be fit for work"

Letter to send to employee following discussions relating to a fit note stating "may be fit for work"
Last Modified
Previously modified
This letter should be sent to an employee following a meeting to discuss a fit note that states that they “may be fit for work”. The letter sets out the agreement between employer and employee regarding a return to work and the date of a review meeting. The letter also explains that the employee should not wait until the review date if they are struggling with the arrangements but should inform their line manager immediately.
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Letter to send to employee following discussions relating to a fit note stating may be fit for work.docx54.36 KB

Letter confirming a meeting with employee during long-term absence

Letter confirming a meeting with employee during long-term absence

Letter confirming a meeting with employee during long-term absence
Last Modified
Previously modified
This letter should be sent to an employee who is on long-term absence to confirm a meeting to discuss the reasons for the employee’s absence, its likely duration and to discuss the possible outcomes of an extended absence. The letter confirms the date, time and location of the meeting but also explains that if the employee feels too unwell to attend the meeting can take place in their home. The letter also has an optional clause to ask the employee to provide an update regarding their Fit for Work case manager’s assessment, as well as details of their Return to Work plan if they have been referred to the Fit for Work service. It also refers to the lawful basis for processing this data under GDPR.
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Letter confirming a meeting with employee during long term absence.docx55.33 KB

Letter confirming the outcome of a meeting to discuss long-term sickness absence

Letter confirming the outcome of a meeting to discuss long-term sickness absence

Letter confirming the outcome of a meeting to discuss long-term sickness absence
Last Modified
Previously modified
This letter can be sent to an employee following a meeting to discuss long-term absence. It covers the details discussed at the meeting and further actions that are planned, including a summary of the medical advice received from the Fit for Work case manager if the employee has been referred to the Fit for Work service.
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Letter confirming the outcome of a meeting to discuss long term sickness absence.docx55.12 KB

Letter inviting an employee to attend a meeting on their return to work following a period of sickness absence

Letter inviting an employee to attend a meeting on their return to work following a period of sickness absence

Letter inviting an employee to attend a meeting on their return to work following a period of sickness absence
Last Modified
Previously modified
This letter invites an employee to a meeting, on their return to work, to discuss their recent sickness absence and any medical report/recommendations, including a Return to Work plan if they had been referred to the Fit for Work service. It refers to special category data and allows inclusion of the lawful basis relied upon under GDPR.
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Letter inviting an employee to attend a RTW period of sickness absence.docx55.09 KB

Letter requesting an employee attend a medical examination

Letter requesting an employee attend a medical examination

Letter requesting an employee attend a medical examination
Last Modified
Previously modified
This letter asks an employee on sickness absence to attend a medical examination at the company's expense. The letter outlines the date, time and location of the appointment and confirms the aim of the medical examination. It refers to special category data and allows for the inclusion of the lawful basis relied upon to process that data. This letter should be sent with the form asking an employee to consent to a medical examination.
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Letter requesting an employee attend a medical examination.docx55.18 KB

Letter requesting an employee attend an occupational health assessment

Letter requesting an employee attend an occupational health assessment

Letter requesting an employee attend an occupational health assessment
Last Modified

This letter can be used to ask an employee to attend an occupational health assessment. Employee consent is not needed under medical reports legislation when the medical practitioner is not responsible for the ongoing care of the employee, as a GP would be. The letter refers the employee to the employee privacy notice for more information on personal data held by the organisation.

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Letter requesting an employee attend an occupational health assessment.docx54.63 KB

Letter requesting an employee attend a medical examination before returning to work following absence

Letter requesting an employee attend a medical examination before returning to work following absence

Letter requesting an employee attend a medical examination before returning to work following absence
Last Modified
Previously modified
This letter invites an employee to attend a medical examination before returning to work after a period of absence. The letter explains that the aim of the medical examination is to gain a greater understanding of the employee’s current medical condition, to ensure that they are fully fit to return and to assist in the identification of any reasonable adjustments and includes the lawful basis under GDPR for processing that information. The letter also asks the employee to complete a pro forma; you can make use of the 'Form for an employee to consent to a medical examination' included on this page for this purpose.
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Letter requesting an employee attend a medical examination before RTW.docx55.1 KB

Letter confirming a meeting with the employee after receipt of occupational health report

Letter confirming a meeting with the employee after receipt of occupational health report

Letter confirming a meeting with the employee after receipt of occupational health report
Last Modified

This letter should be sent to an employee to arrange a meeting after an occupational health assessment has been obtained, so that the organisation can discuss the contents of the report with the employee.

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Letter confirming a meeting with employee after receipt of occupational health report.docx54.8 KB

Policy

Phased return to work policy

Phased return to work policy

Phased return to work policy
Last Modified
Previously modified
This policy should be used to inform employees of the company's policy and procedure for a phased return to work following a period of long-term sickness absence. This policy includes details on eligibility, agreeing a phased return to work plan, review meetings and payment arrangements during a phased return.
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Phased return to work policy.docx58.44 KB

Sickness absence policy

Sickness absence policy

Sickness absence policy
Last Modified
Previously modified
This policy includes details on notification and certification, private medical certificates, return to work, medical examination, access to medical reports, extended absences, meetings, disability, dismissal, payments and insurance. It refers to personal data being handled in line with data protection policies.
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Sickness absence policy.docx72.25 KB

Template

Phased return to work timetable

Phased return to work timetable

Phased return to work timetable
Last Modified
Previously modified
Use this timetable when a GP has recommended a phased return to work for an employee. The document includes advice on points to consider and an example timetable.
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Phased return to work timetable.docx62.35 KB