Fit note second request letter template
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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.
Why this letter is necessary
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.
Compliance notes
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.
Workflow sequence
Fit note first request letter template
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.
Implementation timeline
| 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 |
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Specifications
5 mins
230 words, 1 page A4
1 November 2024
[Company 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 work to cover your absence on [date of prior letter]. You have not responded to that letter and have not submitted a doctor's statement.
Please contact me as soon as possible via [telephone number] or [email address] to explain why you have not supplied a doctor's statement and to inform us when you will.
I must inform you that if you do not reply to this letter and do not produce a doctor's declaration of fitness for work to cover your absence [from [date] to [date]] by [date, allowing seven to ten days], we will be obliged to consider your absence as unauthorised. This may result in you being disciplined under the company's disciplinary procedure, a copy of which is provided [with the relevant parts marked].
If there are any extenuating circumstances that we are not aware of, please contact me or [phone/speak to] [name of individual] to address the situation. We will consider these circumstances before determining how to proceed.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
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