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The Suspension on Medical Grounds Letter formally confirms that an employee is being suspended from work on medical or health and safety grounds. It explains the reason for the suspension, the expected arrangements during the period of suspension, pay and benefits, contact arrangements and what will happen next.
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[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Suspension on medical grounds
I am writing to confirm that, following consideration of your current circumstances and the requirements of your role, you will be suspended from work on medical / health and safety grounds with effect from [date].
The purpose of this suspension is to protect your health, safety and wellbeing while we establish whether you are fit to carry out your normal duties safely.
Reason for the suspension
The decision has been made because [briefly explain the relevant circumstances, for example: information provided by you / medical advice / concerns about your ability to safely undertake particular duties / a health and safety risk identified in relation to your work].
This is a precautionary measure and is not a disciplinary suspension. It does not represent a finding that you have done anything wrong.
Duration of the suspension
The suspension will remain in place until [date / the position has been reviewed / we are satisfied that you are fit to return to your normal duties / appropriate medical advice has been received].
The position will be reviewed regularly and
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A Suspension on Medical Grounds Letter is used when an employer needs to temporarily prevent an employee from carrying out their normal work because of health or safety concerns. It formally explains the decision and sets out what will happen while the employee's fitness for work is assessed.
The letter distinguishes a medical or health and safety suspension from disciplinary suspension and provides clarity about pay, contact, medical assessment, review and potential return-to-work arrangements.
The letter provides a clear written record of why the employee has been suspended and what arrangements apply during the period away from work. It can be used where medical information, workplace risks or the nature of the employee's duties mean that continuing to work could present a health and safety concern.
It also provides an opportunity to explain the next steps, including Occupational Health advice, reasonable adjustments, temporary restrictions or a review of the employee's fitness to return.
The template is suitable for HR professionals, managers and employers dealing with an employee whose health or fitness for work raises a potential workplace health and safety concern.
The employer should keep the position under review, obtain appropriate medical or Occupational Health advice where necessary and consider whether reasonable adjustments, alternative duties or other measures could allow the employee to return safely. The suspension should not simply continue indefinitely without appropriate review.
Use these best practice actions, recommended timescales and process stages to understand when and how the Suspension on medical grounds letter 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.
It is a temporary measure preventing an employee from carrying out their normal work because there is a health or safety concern about them doing so. It is different from disciplinary suspension and should be used for a genuine precautionary reason.
The position depends on the circumstances, contractual arrangements and applicable policy or statutory provisions. The employer should establish the appropriate pay arrangements before issuing the suspension letter.
HRDocBox combines deep HR knowledge, practical application and years of experience with real workplace and employee relations situations. The template helps employers explain a sensitive precautionary decision clearly while keeping the focus on health, safety, medical assessment and a route back to work.
AI can produce a generic medical suspension letter, but health-related employment decisions require careful consideration of health and safety, reasonable adjustments, medical information and the employee's rights. HRDocBox combines UK employment-law knowledge, practical HR experience and relevant workplace best practice.
Only information that is relevant and necessary to understand the employee's fitness for work, restrictions or potential adjustments should generally be sought. Occupational Health can often provide the functional information an employer needs without disclosing unnecessary medical details.
There is no simple fixed period that applies to every situation. The employer should keep the suspension under regular review, obtain appropriate medical information and consider whether the employee can return, whether adjustments are possible or whether another appropriate course of action is required.
How this content is developed and reviewed
The Suspension on medical grounds 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 sick 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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