Suspension on medical grounds letter template


Our Suspension on Medical Grounds Letter Template provides clear communication of an employee’s medical suspension, outlining reasons, duration, and next steps.
- 2 pages / 347 words
- Instantly download as Word / PDF / plain text
- Suitable for worldwide use (but check local legislation)
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Suspension on medical grounds letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Suspension on medical grounds
I am writing to inform you that, following [a medical incident at work that requires investigation before you are able to use equipment / concerns about your ability to carry out duties due to a medical incident / an occupational health report / a notification from yourself regarding your medical condition], we have decided to place you on a period of medical suspension with immediate effect. This decision has been taken to allow us to investigate the situation and assess any impact on your ability to safely carry out your duties, particularly in relation to workplace safety. This action is
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The Suspension on Medical Grounds Letter formally notifies an employee of their temporary suspension due to health concerns that may impact their ability to perform their role safely. It outlines the reason for suspension, expected next steps, and any required medical assessments.
This letter ensures compliance with employment law and duty of care obligations while maintaining clear communication with the employee.
Compliance
Compliance
This Suspension on medical grounds letter template incorporates relevant UK laws and HR standards, including those listed below:
An employer may suspend an employee if their health and safety is at risk. This can be due to:
- Medical suspension (e.g., an allergic reaction to a workplace chemical).
- Maternity-related suspension (e.g., working with radiation while pregnant).
Before suspending an employee, the employer must review the risk assessment and take steps to remove or reduce the risk, adjust working conditions, or offer alternative work before considering suspension.
For maternity-related suspensions, additional rules apply to employees who are pregnant, could become pregnant, or have recently given birth. If no suitable adjustments or alternative roles are available, the employee must be suspended on full pay for as long as they or their baby are at risk.
Pay during suspension: Employees are entitled to full pay (including bonuses) for up to 26 weeks, provided they have been employed for at least one month. However, pay may not apply if the employee refuses suitable alternative work without a good reason.
Disputes: If issues arise, the employee can raise a grievance, which the employer must address following their grievance procedure.
Practical example
Practical example
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Case Study: Suspension on Medical Grounds
Background
ABC Manufacturing Ltd employs John, a chemical technician responsible for handling industrial cleaning agents. One day, John experienced a severe allergic reaction while using a newly introduced chemical, leading to breathing difficulties and a visit to the on-site first aid team.
Initial Response and Risk Assessment
Following the incident, John’s manager reported the event to HR, triggering an immediate risk assessment. The company’s health and safety officer reviewed the incident and consulted with an occupational health provider. It was determined that John’s reaction posed a significant health risk, and further exposure could be dangerous.
Decision to Suspend on Medical Grounds
To protect John’s health and ensure workplace safety, the company suspended him on full pay while investigating the situation. This decision was made in accordance with their duty of care and suspension policy. The HR team also explored temporary alternative roles to keep John engaged in work while avoiding exposure to hazardous chemicals.
Investigation and Resolution
During the suspension, John underwent medical assessments and provided documentation from his GP and occupational health confirming his sensitivity to the chemical. ABC Manufacturing Ltd reviewed their safety procedures and replaced the chemical with a safer alternative. In the interim, John was temporarily reassigned to administrative duties.
After a structured review, John was safely reinstated to his role with appropriate adjustments, including the provision of protective equipment and emergency protocols in case of future reactions.
Key Takeaways
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Proactive risk assessment ensured a swift response to the incident.
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Suspension on full pay allowed time for investigation without financial hardship for the employee.
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Alternative duties helped retain the employee’s engagement during the suspension.
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Collaboration with occupational health enabled informed decision-making and a safe return to work.
This case highlights the importance of structured medical suspensions to protect employees while maintaining fairness and compliance with employment laws.
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Suspension on medical grounds 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.