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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.
[Sender 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,
To view in full, purchase the Full library or the Sick management toolkit .
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.
Check which resources should be implemeted before and/or after the Fit note first request letter template, to understand the workflow.
Our Sick Absence Policy Template facilitates effective sick leave management, supports employees' health, and minimises disruptions in the workplace.
Our Fit Note Second Request Letter Template helps efficiently address unsubmitted fit notes, ensuring timely completion.
Follow these best practice actions to get the most from the Fit note first request letter template, guiding you before, during, and after implementation:
| 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 |
This Fit note first request letter template incorporates relevant UK laws and HR standards, including those listed below:
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.
Yes. The Fit note first request 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.
Absolutely. As with the Fit note first request letter template, 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.
Yes, we highlight the areas of the Fit note first request letter template 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 the Fit note first request letter template instantly. Templates are provided in editable Word or Excel format 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 Fit note first request 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.
The risk of using a free AI-generated template 'without review' includes your legal exposure, missing context, and no awareness of the wider process, whereas purchasing the Fit note first request letter template from us mitigates that risk.
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