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.
Why this letter is necessary
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.
Compliance notes
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:
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Health and Safety at Work Act 1974: Imposes an employer's duty to safeguard employees' health, safety, and welfare.
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Access to Medical Reports Act 1988: Specifies an employee's rights to access medical reports concerning their health.
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Employment Rights Act 1996: Encompasses provisions for sick leave, pay entitlement, and providing terms of employment.
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Social Security Contributions and Benefits Act 1992: Establishes regulations for statutory sick pay and the use of medical certificates (fit notes).
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Equality Act 2010: Ensures non-discrimination and reasonable adjustments for employees with health conditions.
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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.
Workflow sequence
![Policies Policies](https://images.hrdocbox.co.uk/icons/64x64/policy.png)
Sick absence policy
Our Sick Absence Policy Template facilitates effective sick leave management, supports employees' health, and minimises disruptions in the workplace.
![Letters Letters](https://images.hrdocbox.co.uk/icons/64x64/letter.png)
Fit note second request letter template
Our Fit Note Second Request Letter Template helps efficiently address unsubmitted fit notes, ensuring timely completion.
Implementation timeline
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 |
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Specifications
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5 mins
![Document specs icon](https://images.hrdocbox.co.uk/icons/32x32/calculator.png)
116 words, 1 page A4
![Date last reviewed icon](https://images.hrdocbox.co.uk/icons/32x32/communication-timing.png)
1 July 2024
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[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]
[For, and on behalf of [Company name] ]