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Fit note first request letter template

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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. 

We also have budget-friendly bundles featuring this template:

What is a Fit note first request letter?

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.

What are the best practice implementation milestones / timescales?

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
Fit note first request letter template
fit note first request letter template

What legal and best practice aspects should employers be aware of?

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:

  • Health and Safety at Work Act 1974: Imposes an employer's duty to safeguard employees' health, safety, and welfare.

  • Access to Medical Reports Act 1988: Specifies an employee's rights to access medical reports concerning their health.

  • Employment Rights Act 1996: Encompasses provisions for sick leave, pay entitlement, and providing terms of employment.

  • Social Security Contributions and Benefits Act 1992: Establishes regulations for statutory sick pay and the use of medical certificates (fit notes).

  • Equality Act 2010: Ensures non-discrimination and reasonable adjustments for employees with health conditions.

  • 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.

Fit note first request [Delete this line]


[Company 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, but all absences that extend more than seven calendar days must be accompanied by a doctor's medical certificate, i.e. a "statement of fitness for work".

We must urgently request that you produce a doctor's statement of fitness for work to cover your absence.

In the meanwhile, I would appreciate it if you could [phone/speak to] [name] to explain why you have not yet submitted a doctor's statement, and to let us know when we may receive one from you.

Yours [faithfully | sincerely],

 

 

[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

Direction

The Fit note first request letter template is issued by an employer
Employer
Issue path
The Fit note first request letter template is issued to an employee
Employee

Timing

As soon as possible after 7 days of absence has been reached and no fite note has been forthcoming.

Sequence

Previous step
Policies
Sick absence policy

Our Sick Absence Policy Template facilitates effective sick leave management, supports employees' health, and minimises disruptions in the workplace.

This step
Fit note first request letter template
Next step
Letters
Fit note second request letter template

Our Fit Note Second Request Letter Template helps efficiently address unsubmitted fit notes, ensuring timely completion.

Related articles

Why buy our Fit note first request letter template?
  • You save time and effort with a professionally written, editable HR document that is tailored to meet best practice.
  • You ensure compliance with applicable ACAS Codes of Conduct and other legal requirements.
  • You get a process flowchart to help you adhere to best practice.
  • You are notified by email whenever this template or its supporting resources are updated.
  • You enjoy 12 months of unlimited access with no hidden fees or extra costs.
  • You unlock a 25% discount on all future purchases or renewals of our libraries, toolkits, and templates.

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