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View full libraryThe Pre-Consent Notification for Medical Report Request Email Script provides a professional way to explain to an employee that their employer is considering requesting a medical report from their GP or treating clinician. It outlines the purpose of the proposed request, explains how medical information may be used and introduces the formal consent process, helping employers manage health-related employment matters transparently and sensitively.
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Subject: Proposed request for medical information
Dear [Employee Name],
Following our recent discussions regarding your health and its potential impact on your work and/or absence, I am writing to explain that we are considering requesting a medical report from your GP or treating clinician.
The purpose of obtaining a report would be to help us better understand your
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A pre-consent notification email is used when an employer is considering requesting a medical report from an employee's GP or treating clinician. It explains why the employer believes further medical information may be helpful, how the information could inform employment decisions and what the employee can expect from the process.
The email supports open communication before the formal consent process begins. It is particularly useful when managing long-term sickness absence, planning a return to work or considering whether medical advice may help identify appropriate workplace adjustments.
The script can be used to introduce a proposed medical report request where an employer needs further information about an employee's likely recovery, functional restrictions, fitness for work or potential adjustments. It helps explain the purpose of the request without asking the employee to provide detailed medical information by email.
The template is suitable for HR professionals, line managers and business owners responsible for managing sickness absence and employee wellbeing. It is particularly useful where HR wants a consistent, sensitive approach to communicating with employees about medical evidence.
The email should normally be sent after the employer has identified a legitimate reason for considering a medical report and established what information would be helpful. It should be sent before the formal notification and consent process, allowing the employee an opportunity to ask questions or discuss any concerns.
If the employer decides to proceed, HR should provide the appropriate formal notification and consent documentation, including information about the employee's rights under the Access to Medical Reports Act 1988 where applicable. The employer must obtain the required consent before applying for the report. The eventual report should be considered alongside discussions with the employee, the requirements of their role and any relevant legal obligations.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Pre-consent notification for medical report request email script, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
This guide provides guidance on managing employees on long-term sick leave, including understanding legal obligations, conducting effective communication, implementing reasonable adjustments, and exploring return-to-work options.
This Medical Report Consent Request to Employee Letter asks an employee for permission for the employer to approach their doctor for a medical report.
Use these best practice actions, recommended timescales and process stages to understand when and how the Pre-consent notification for medical report request email script should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
A separate preliminary email is not universally required. However, where the Access to Medical Reports Act 1988 applies, employers must follow the statutory notification and consent requirements before applying for a medical report. This email is an introductory communication and does not replace the formal process.
Where the Access to Medical Reports Act 1988 applies, the employer must obtain the required consent before applying for the report. Employers should follow the applicable legal requirements before contacting the employee's treating clinician for a report.
The employee can withhold consent. The employer should explore their concerns, explain why the information may be helpful and consider whether alternative evidence is available. Any subsequent employment decisions should be based on the information reasonably available and take account of the employee's circumstances and applicable legal obligations.
Where the Access to Medical Reports Act 1988 applies, an employee can request access before the report is supplied. They generally need to contact the doctor within 21 days of the employer's application to arrange access. They may also request amendments to information they consider incorrect or misleading and, in certain circumstances, ask for a statement of their views to be attached.
HRDocBox provides practical, customisable UK HR resources designed to help employers manage sensitive workplace processes consistently. This email script offers a structured starting point for communicating a proposed medical report request, while allowing employers to adapt the wording to the employee's circumstances and their own procedures.
AI can generate basic email wording, but HR documentation needs to reflect the relevant legal framework and the practical requirements of the employment process. HRDocBox provides purpose-built HR resources informed by UK employment practices and practical application, helping reduce drafting time and support consistency. Templates should still be reviewed against current legislation and the circumstances of the individual case.
How this content is developed and reviewed
The Pre-consent notification for medical report request email script 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 and supporting information 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 sick management HR 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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