Fit note first request letter template
Our Fit Note First Request Letter Template streamlines the process of requesting a fit note from an employee, ensuring compliance with UK employment regulations.
If you have an employee who has been absent for more than 7 days, but has not submitted a fit note to you, send this model letter template to request it from them.
- 1 page / 116 words.
- Last updated 07/08/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Fit note first request letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Request for statement of fitness for work
According to our records, you [have been/were] away from work due to [sickness/injury] [since [date]/from [date] to [date].
As you may know, the first seven days of illness leave can be self certified,
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The Fit Note First Request Letter is used to request a medical certificate from an employee who has been absent from work due to illness. This letter ensures compliance with UK regulations and formally asks the employee to provide a fit note from a doctor. It helps manage absences effectively and supports employees' health and well-being.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as soon as possible after 7 days of absence has been reached and no fite note has been forthcoming.
Compliance
Compliance
This Fit note first request letter template incorporates relevant UK laws and HR standards, including those listed below:
The Fit Note First Request Letter adheres to essential UK employment legislation, ensuring proper handling of employee health-related matters and statutory sick pay. Key legislations include:
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Health and Safety at Work Act 1974: Imposes an employer's duty to safeguard employees' health, safety, and welfare.
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Access to Medical Reports Act 1988: Specifies an employee's rights to access medical reports concerning their health.
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Employment Rights Act 1996: Encompasses provisions for sick leave, pay entitlement, and providing terms of employment.
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Social Security Contributions and Benefits Act 1992: Establishes regulations for statutory sick pay and the use of medical certificates (fit notes).
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Equality Act 2010: Ensures non-discrimination and reasonable adjustments for employees with health conditions.
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General Data Protection Regulation (GDPR): Governs the handling of employee health data to ensure privacy and security.
These legislations collectively support the employer's responsibility to manage employee health, statutory sick pay, and provide a safe and inclusive working environment.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Fit note first request letter template, to understand the workflow.
Sick absence policy
Our Sick Absence Policy Template facilitates effective sick leave management, supports employees' health, and minimises disruptions in the workplace.
Fit note second request letter
Our Fit Note Second Request Letter Template helps efficiently address unsubmitted fit notes, ensuring timely completion.
Timings
Timings
Follow these best practice actions to get the most from the Fit note first request letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Monitor employee absences and identify those who haven't submitted a fit note after 7 calendar days of absence. | HR | 1-2 days after the 7th day of absence |
| 2 | Prepare the Fit Note First Request Letter, reminding the employee to submit the required fit note. | HR | When needed |
| 3 | Ensure the letter emphasises the importance of timely submission. | HR | During letter preparation |
| 4 | Send the letter to the employee, using appropriate communication channels. | HR | Upon letter preparation |
| 5 | Document the sending of the reminder letter and maintain a record of all correspondence for future reference. | HR | After sending the letter |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Fit note first request letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
