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If you need a medical report from an employee's GP for guidance on their condition or capability, send this model request letter template.
If the employee is on long term sick, you can use this letter to help understand their expected return to work and what adjustments may be required when they return.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Request for medical information
I write with regard to one of your patients, [name], who has given [his | her | their] written permission to request a medical report on [his | her | their] current state of health, copy enclosed.
[[Name] has been absent from [date].]
As [his | her | their] employer, we are concerned as to [whether | when] [name] will be able to [perform | return to] [his | her | their] normal duties. Although we have discussed this with [him | her | them], it is necessary to seek a medical opinion as to when, and if, [he | she | they] will be well enough to [be able to return work and] undertake [his | her | their] normal duties.
In order to assist you in establishing [name]'s fitness for work I have outlined below [his | her | their] job requirements, working hours and general work:
Job Title:
Hours of Work:
Place of Work:
Duties include:
In addition to your medical assessment on the above matters, I should be grateful if you would respond to the following specific questions:
Please would you list all the conditions which [name] has and/or the reasons [he | she | they] [is | are] unfit for work at this time?
What treatment has [name] had to date for these conditions?
[Is | are] [he | she |
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For more value, this is also found in our Full library and Sick management templates toolkit
There are various of situations in which you may consider obtaining a medical report on an employee. The most common situation occurs where the employee's capability to continue in their role is an issue for health reasons.
Usually, requesting a report from the employee's GP is the first step. To help ensure that the report contains only relevant and useful information, the employer should give careful consideration to the information that it provides to the practitioner and the questions that it asks.
Send a copy of this letter to the emlpoyee along with a letter requesting their consent, and the reasons for the report being sought, and a consent form.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Medical report request to GP letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles. He has extensive practical experience of managing sick management and appeal processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"Darryl has proven himself to be reliable, professional and conscientious. He provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"Darryl is someone I trust; he is consistent, dependable, and committed to doing things properly. I have confidence in him and no hesitation in recommending him."
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