Model documents and policies
Downloadable and customisable documents relating to sickness absence.
The following letters are also available on the Holiday entitlement and pay section:
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Fit note record
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Use this form to record the outcome of review meetings with an employee following receipt of a fit note from the employee’s GP.
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Fit note record.docx54.66 KB
Form declaring fitness for work
Form declaring fitness for work
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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 for an employee to consent to a medical examination
Form for an employee to consent to a medical examination
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This form is for an employee to give their consent to a medical examination at the Company's expense, including their rights under the Access to Medical Reports Act 1988 and data protection legislation.
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Form for an employee to give employer access to their medical record
Form for an employee to give employer access to their medical record
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This form is for an employee to give their consent for their employer to have access to a medical report, and includes their rights under the Access to Medical Reports Act 1988 and data protection legislation.
Form for return to work interview following sickness
Form for return to work interview following sickness
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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.
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Form for self-certifying sickness absence
Form for self-certifying sickness absence
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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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Letter confirming a meeting with employee during long-term absence
Letter confirming a meeting with employee during long-term absence
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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. It also refers to the lawful basis for processing this data under data protection legislation.
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
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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.
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
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This letter invites an employee to a meeting, on their return to work, to discuss their recent sickness absence and any medical report/recommendations. It refers to special category data and allows inclusion of the lawful basis relied upon under data protection legislation.
Letter requesting an employee attend a medical examination
Letter requesting an employee attend a medical examination
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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 before returning to work following absence
Letter requesting an employee attend a medical examination before returning to work following absence
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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.
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
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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.
Letter terminating employment due to long-term sickness absence
Letter terminating employment due to long-term sickness absence
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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 to employee’s doctor requesting medical report
Letter to employee’s doctor requesting medical report
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Previously modified
This letter requests a medical report from an employee's doctor or specialist on an employee's current state of health and a prognosis of future health for a specified period. It must be accompanied by a signed medical consent form and by a copy of the employee’s job description.
It can be used for long term sickness absence, persistent short-term absence, and to enquire as to their general health.
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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
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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.
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"
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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.
Phased return to work policy
Phased return to work policy
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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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Sickness absence and capability policy and procedure - medical capability
Sickness absence and capability policy and procedure - medical capability
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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.
Phased return to work timetable
Phased return to work timetable
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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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Letter requesting an employee attend an occupational health assessment
Letter requesting an employee attend an occupational health assessment
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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.
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
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Previously 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.
Letter confirming the outcome of a meeting to discuss occupational health report
Letter confirming the outcome of a meeting to discuss occupational health report
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Previously 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.
Letter to employee’s doctor requesting medical report
Letter to employee’s doctor requesting medical report
Last Modified
Previously modified
This letter requests a medical report from an employee's doctor or specialist on an employee's current state of health and a prognosis of future health for a specified period. It must be accompanied by a signed medical consent form and by a copy of the employee’s job description.
It can be used for long term sickness absence, persistent short-term absence, and to enquire as to their general health.
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Letter to employees informing them of changes to fit notes
Letter to employees informing them of changes to fit notes
Last Modified
This letter can be used to notify employees of the following changes that have happened to fit notes, namely, since April 2022, their doctor may not physically sign their fit note as entirely digital versions are now being phased in and that the list of healthcare professionals who are able to legally sign a fit note is expanding.
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Letter to employees regarding long-Covid
Letter to employees regarding long-Covid
This letter outlines to staff that the company is aware of long-Covid and will take steps to help those who are suffering from it.
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Follow up letter – confirming Doctor has been written to
Follow up letter – confirming Doctor has been written to
Last Modified
This letter can be used to confirm to the employee that the employer has written to their doctor regarding a medical report about them.
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