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Our Suspension on Medical Grounds Letter Template provides clear communication of an employee’s medical suspension, outlining reasons, duration, and next steps.
[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.
An employer may suspend an employee if their health and safety is at risk. This can be due to:
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.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Suspension on medical grounds letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
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.
"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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