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Management document package
Absence document library

Medical report request to employee letter template

When to use it

Used where an employee has been on a long period of sick absence, so that the employer can explain what steps they are now taking to help the employee back to fitness to work. The letter explains that the employer wishes to write to the employees GP for guidance on their expected return to work and what adjustments (if any) they need to make.

[Company name]

[Sender address]

[date]

[Recipient name]

[Recipient address]

Dear [Recipient first name],

REQUEST FOR MEDICAL INFORMATION UNDER THE ACCESS TO MEDICAL REPORTS ACT 1988

According to our records, you have been on sick leave since [date]. [As you discussed with [name] [today | on [date], I|i]n order to proceed with our absence management policy and so that we can address your absence fairly and reasonably we now need information form your GP.

We wish formally to ask your GP for a full medical report as to the present state of your health and for their assessment of your ability to return to your job. I enclose a copy of the letter we would like to send.

You have the right (under the Access to Medical Reports Act 1988

The full Medical report request to employee letter template will be available once purchased.

Reviewed 1 May 2022

Absence explained

Absence can come in many forms, some unavoidable (emergencies), some vital (family, holidays - for wellbeing), some manageable (education, long term absences), and some unwanted (such as absenteeism - short term sickness). It refers to any time taken off work by an employee and is usually categorised into authorised and unauthorised absence.

Authorised absence refers to absence approved by someone with permission to do so, and includes annual leave, time off in lieu (TOIL), reasonable sick leave, and parental leave.

Unauthorised absence occurs when the employee is not given permission for absence, or is not given permission after it has occurred, and can include long-term sick leave without reasonable supporting evidence, persistent lateness, or holiday not being agreed in line with the Company's policies.