Fit note second request letter template
Our Fit Note Second Request Letter Template helps efficiently address unsubmitted fit notes, ensuring timely completion.
If you have an employee who has been absent for more than 7 days but has not responded to a request for them to return a fit note to you, issue this second model letter template.
- 1 page / 230 words.
- Last updated 07/08/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Fit note second request letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Fit note reminder - second request
According to our records, you [have been/were] away from work due to [sickness/injury] [since [date]/from [date] to [date]. As you know, the first seven days of illness leave can be self certified, but all absences that extend more than seven calendar days must be supported by a doctor's medical certificate, i.e. a 'statement of fitness for work'.
We previously requested that you produce a doctor's statement of fitness for
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Our Fit Note Second Request Letter is a formal document designed to remind employees about the submission of their fit notes. It serves as a gentle and proactive communication to remind employees to provide necessary medical documentation to support their absence. The letter helps maintain efficient record-keeping and compliance with medical certification requirements.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned after a first reminder letter has been issued.
Compliance
Compliance
This Fit note second request letter template incorporates relevant UK laws and HR standards, including those listed below:
The Fit Note Second Request Letter is in line with UK employment law and guidelines to ensure compliance with statutory sick pay and employee health and safety. Key legislation includes:
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Health and Safety at Work Act 1974: Ensures the employer's duty to protect the health, safety, and welfare of their employees.
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Access to Medical Reports Act 1988: Governs an employee's right to access medical reports and contributes to handling health-related matters.
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Employment Rights Act 1996: Covers the rights of employees to receive a statement of employment terms, including sick leave and pay entitlements.
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Social Security Contributions and Benefits Act 1992: Defines the rules for statutory sick pay and the requirement for medical certificates (fit notes).
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Equality Act 2010: Ensures non-discrimination and reasonable adjustments for employees with health-related needs.
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General Data Protection Regulation (GDPR): Safeguards the processing of employee health data.
These legislations collectively support the employer's need to manage employee health, statutory sick pay, and their responsibilities to ensure a safe and healthy workplace.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Fit note second request letter template, to understand the workflow.
Fit note first request letter
Our Fit Note First Request Letter Template streamlines the process of requesting a fit note from an employee, ensuring compliance with UK employment regulations.
Disciplinary policy
Use this model disciplinary policy to help and encourage employees to improve, achieve and maintain standards of conduct, attendance and job performance.
Timings
Timings
Follow these best practice actions to get the most from the Fit note second request letter template, guiding you before, during, and after implementation:
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| Step | Description | Responsibility | Timing |
| 1 | Identify employees who have not submitted fit notes as required. | HR | Ongoing monitoring |
| 2 | Send initial absence notification to employees. | HR | As needed |
| 3 | Monitor response from employees. | HR | After initial letter |
| 4 | Identify employees who have not responded or submitted fit notes. | HR | After monitoring |
| 5 | Prepare and send Fit Note Second Request Letter, reminding employees to submit necessary fit notes. | HR | Upon identification |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Fit note second 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.
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Is this template compliant with 2025 UK employment law?
Absolutely. 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.
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Can I customise it for my organisation?
Yes, we highlight the areas 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.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
