If you need to contact an employee's GP to obtain a medical report, issue this model letter to request their consent.
The letter explains that the employer wishes to write to the employees GP for guidance on their expected return to work and what adjustments (if any) they need to make.
Issue with the model consent form.
How long to understand and implement this letter?Where an employee has been on a long period of sick absence, the employer should explain what steps they are now taking to help the employee back to fitness to work.
In which jurisdictions can this letter be used?Medical report consent request to employee [Delete this line]
Dear [ Recipient first name ],
Request for medical information
According to our records, you have been on sick leave since [ date ]. [ As you discussed with [ name ] [ today | on [ date ], I|i ]n order to proceed with our absence management policy and so that we can address your absence fairly and reasonably we now need information form your GP.
We wish formally to ask your GP for a full medical report as to the present state of your health and for their assessment of your ability to return to your job. I enclose a copy of the letter we would like to send.
You have the right (under the Access to Medical Reports Act 1988) not to agree to this, if you wish, however we feel it is important that we collect as much information as possible about your illness to enable us to determine how best to support you when you return. Please complete and sign the enclosed consent form and return it to me as soon as possible.
[ If you do not allow us to approach your doctor for a report we will be forced to make a decision about your future employment without the benefit of a fully informed medical opinion. Naturally we wish to avoid this situation if at all possible. ]
You also have the right to see your GPs report before or after it is sent to us, if you wish. If you want to see it before we do, you should contact your doctor to arrange access.
Thank you for being so helpful in ensuring that we are kept up to date about your illness [ and your progress towards recovery ]. This information will help us understand your condition so that we can plan jointly for your future.
Yours [ faithfully | sincerely ],
[ Sender name ]
[ Sender job title ]
[ Sender telephone ]
[ Sender email ]
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