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View full libraryThis Medical Report Consent Request to Employee Letter asks an employee for permission for the employer to approach their doctor for a medical report. It explains why the report is needed, what information is being requested and the employee's rights before they complete the accompanying consent form.
Use this letter to:
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[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Request for permission to obtain a medical report
We are writing to ask for your permission for [Company Name] to approach your doctor, [Doctor's Name], for a medical report about your health.
We are requesting this information because [explain the specific employment-related reason, for example: you have been absent from work due to ill health and we need further information to help us understand your likely return to work and whether any support or adjustments may be appropriate].
Information we are requesting
We would like your doctor to provide information relevant to the following matters:
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This letter provides a clear and transparent way for an employer to ask an employee for permission to approach their doctor for a medical report. It is designed to accompany a separate medical report consent form and should be adapted to the particular employment circumstances.
The letter explains the employment-related reason for seeking medical information, such as understanding an absence, planning a return to work, considering workplace adjustments or assessing fitness for work.
The employer should identify the specific information it needs rather than asking for unrestricted medical information. A doctor's report should provide relevant information to help the employer make an informed employment decision rather than provide access to the employee's complete medical records.
The letter sets out the employee's rights under the Access to Medical Reports Act 1988, including the right to refuse permission and the right to request access to the report before it is provided to the employer.
The employee is asked to complete the accompanying consent form. If consent is given, the employer can then make the medical report request in accordance with the employee's recorded preference about seeing the report first.
Medical information is highly sensitive and should be handled securely and confidentially. The letter explains who will have access to the report and how the information will be handled by the employer.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Medical report consent request to employee letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
A medical declaration form to disclose information that may impact an ability to perform tasks or may require adjustments to ensure workplace safety.
This Medical Report Consent Form records an employee's permission for their employer to request a medical report from their doctor.
Use these best practice actions, recommended timescales and process stages to understand when and how the Medical report consent request to employee letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
No. The employee can refuse permission for the employer to approach their doctor. The employer should then consider what other relevant information is available and whether an alternative approach, such as occupational health, may be appropriate.
The letter explains the request and the employee's rights, while the separate consent form provides a clear record of the employee's decision and whether they want to see the report before it is sent to the employer.
No. The request should normally be limited to the information genuinely required for the employment purpose. Employers should avoid requesting more health information than they need.
The employee can indicate this on the consent form. The employer must tell the doctor when making the application, and the employee should contact the doctor within 21 days of the application to arrange access.
This letter is specifically designed for requesting permission to approach an employee's doctor or other medical practitioner responsible for their clinical care. A standard occupational health referral may involve a different process, although the Access to Medical Reports Act 1988 can apply where an occupational health provider needs a report from the employee's treating medical practitioner.
HRDocBox provides structured, UK-focused HR templates designed around practical employment processes and current Acas, employment law and data protection considerations. AI can help adapt wording, but a ready-to-use template provides a consistent starting point for your HR process.
How this content is developed and reviewed
The Medical report consent request to employee letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
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 HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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