Suspension on medical grounds letter template

What is this for?

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.

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.

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

• Proactive risk assessment ensured a swift response to the incident.

• Suspension on full pay allowed time for investigation without financial hardship for the employee.

• Alternative duties helped retain the employee’s engagement during the suspension.

• 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.