Medical report request to GP letter template
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.
- 3 pages / 773 words.
- Last updated 16/09/2025.
- 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.
Medical report request to GP letter
[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:
- [list key job duties here]
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?
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What treatment has [name] had to date for these conditions?
-
[Is | are] [he | she |
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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.
It is usually delivered to the Company / HR by the Employer / HR.
It should be actioned as part of a regular absence review process, usually for employees on long term sick.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Medical report request to GP 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.
