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An Occupational Health Assessment referral letter for employers who need professional advice about an employee's health, fitness for work, sickness absence, return to work or possible workplace adjustments.
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This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Referral for occupational health assessment
I am writing to refer [Employee's Name], an employee of [Company Name], to you for an assessment of their health status and any potential work-related issues.
[Employee's Name] has been experiencing [brief description of health concerns or issues, if known]. Due to the nature of their role within our organisation and our commitment to ensuring the well-being and safety of all employees, we believe it is essential for them to undergo a thorough evaluation.
Please conduct a comprehensive assessment of [Employee's Name]'s health status, with a focus on any potential occupational hazards or concerns that may impact their ability to perform their job safely and effectively. Additionally, we would appreciate your insights and recommendations regarding any necessary accommodations or adjustments that may be required to support [Employee's Name] in their role.
[Employee Name] has provided written consent for us to request this assessment, whch I have enclosed.
Enclosed with this letter are relevant medical records and any additional information that may assist you in your assessment. Please see the followng details:
Employee Details
Employee Name:
Date of Birth:
Employee Address:
Employee
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An Occupational Health Assessment referral letter is used by an employer to formally refer an employee for professional advice about their health and its impact on work. The referral gives the Occupational Health professional relevant information about the employee's role, circumstances and the reason advice is required.
The referral can be used in relation to sickness absence, return to work, ongoing health difficulties, fitness for work or where an employer needs professional advice about possible workplace adjustments.
The template captures the employee's employment details, role and working environment, reason for referral, relevant absence information and any support or adjustments already considered. It also provides focused questions covering fitness for work, return to work, restrictions and possible adjustments.
Occupational Health advice can help an employer understand how an employee's health may affect their work and identify appropriate support, adjustments or return-to-work arrangements. The employer can then consider the advice alongside the employee's circumstances and its own legal obligations.
The template is suitable for employers, HR professionals and managers making a referral to an internal or external Occupational Health provider. It provides a consistent and professional way to provide relevant information and clearly set out the advice required.
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A comprehensive occupational health policy supporting physical and mental wellbeing, workplace risk management, early intervention, and access to occupational health services.
Our Occupational Health Assessment Employee Consent form template streamlines the process, ensuring employee compliance and facilitating efficient health evaluations.
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There is no universal trigger for an Occupational Health referral. It may be appropriate where an employee has been absent for a significant period, has recurring health-related difficulties, is struggling with their duties, is preparing to return to work or where the employer needs advice about reasonable adjustments or other workplace support. https://www.acas.org.uk/using-occupational-health-at-work
The questions should reflect the decision the employer needs to make. They might cover whether the employee is fit for their normal duties, when they may be able to return, whether a phased return would help, whether particular duties should be restricted, whether workplace adjustments may be appropriate and whether further absence is likely.
Occupational Health provides professional advice about the employee's health and its relationship with their work. It does not make the employer's employment decision. The employer should consider the advice alongside the employee's circumstances, the requirements of the role and its legal obligations. https://www.acas.org.uk/using-occupational-health-at-work/using-occupational-health-to-help-someone-at-work
Yes. Occupational Health can provide advice about adjustments that may help an employee remain in work or return to work. These could include changes to working hours, duties, equipment or the workplace. Where the Equality Act 2010 applies, the employer must separately consider its legal duty to make reasonable adjustments.
The employer should explain the purpose of the referral and how the assessment will be used, and should follow its own procedures. The position can depend on the circumstances and the organisation's arrangements. Where further information is required from an employee's doctor, appropriate consent is required. https://www.acas.org.uk/using-occupational-health-at-work/using-occupational-health-to-help-someone-at-work
AI can produce a generic Occupational Health referral, but a useful referral needs to capture the employment context and ask the right questions. A poorly structured referral can result in an assessment that does not properly address the practical issues the employer needs help with.
This HRDocBox template provides a UK-focused structure covering the reason for referral, the employee's role and working environment, the impact on work and the specific questions that can help obtain useful advice about fitness for work, return to work and workplace adjustments. It gives HR professionals and employers a practical starting point without having to build the referral from scratch each time.
How this content is developed and reviewed
The Occupational Health Assessment referral letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing accident and incident management processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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