Sickness and sick pay: documents step by step

A full list of our template letters and forms on sickness and sick pay. Where appropriate, the letters and forms are listed in the order in which they would normally be used.

Expansion of healthcare professionals who can issue fit notes

Letter alerting line managers to expanded list of healthcare professionals who can issue fit notes
Letter to workforce highlighting expanded list of healthcare professionals who can issue fit notes

Short-term sickness absence management

Checklist for holding short-term sickness absence return-to-work meeting
Form to record short-term sickness absence return-to-work meeting
Letter confirming what has been agreed following short-term sickness absence return-to-work meeting
Letter inviting employee to stage 1 short-term sickness absence meeting
Checklist for holding stage 1 short-term sickness absence meeting
Letter confirming outcome of stage 1 short-term sickness absence meeting
Letter confirming successful completion of first short-term sickness absence review period
Letter inviting employee to stage 2 short-term sickness absence meeting
Checklist for holding stage 2 short-term sickness absence meeting
Letter confirming outcome of stage 2 short-term sickness absence meeting
Letter confirming successful completion of second short-term sickness absence review period
Letter inviting employee to stage 3 short-term sickness absence meeting
Checklist for holding stage 3 short-term sickness absence meeting
Letter confirming outcome of stage 3 short-term sickness absence meeting
Letter inviting employee to short-term sickness absence appeal hearing
Letter confirming outcome of short-term sickness absence appeal hearing
Letter dismissing employee who refuses redeployment following sickness absence management procedure

Long-term sickness absence management

Letter inviting employee to stage 1 long-term sickness absence meeting
Checklist for holding stage 1 long-term sickness absence meeting
Letter confirming outcome of stage 1 long-term sickness absence meeting
Letter inviting employee to stage 2 long-term sickness absence meeting
Checklist for holding stage 2 long-term sickness absence meeting
Letter confirming outcome of stage 2 long-term sickness absence meeting
Letter inviting employee to stage 3 long-term sickness absence meeting
Checklist for holding stage 3 long-term sickness absence meeting
Letter confirming outcome of stage 3 long-term sickness absence meeting
Letter confirming arrangements for employee's temporary reassignment following long-term sickness absence
Letter confirming that employee's temporary work placement following long-term sickness absence has been unsuccessful
Letter confirming arrangements for employee's permanent redeployment following long-term sickness absence
Letter inviting employee to attend long-term sickness absence dismissal appeal hearing
Letter informing employee of outcome of long-term sickness absence appeal hearing

Sickness absence notification and evidence

Sickness absence self-certification form
Statement of fitness for work (fit note)
Sickness absence record
Letter to employee who has not submitted medical evidence for more than seven days' sickness absence
Letter reminding employee of consequences of not submitting medical evidence for more than seven days' sickness absence
Letter informing employee that sickness absence with no medical evidence submitted is being treated as unauthorised absence
Letter informing employee who has fit note recommending light duties that there are none available

Sick pay

SSP1 form
SSP2 form
Letter informing employee that their sick pay will be stopped or reduced

Keeping in touch with an employee

Letter asking employee on long-term sickness absence for preferred method of keeping in contact
Checklist for making home visit to employee on long-term sickness absence
Letter requesting to visit sick employee at home
Record of home visit to employee on long-term sickness absence

Return to work following long-term sickness absence

Checklist for holding long-term sickness absence return-to-work meeting
Form to record long-term sickness absence return-to-work meeting
Letter confirming what has been agreed following long-term sickness absence return-to-work meeting
Checklist for holding meeting to discuss phased return to work following long-term sickness absence
Letter inviting employee to attend meeting to discuss phased return to work following long-term sickness absence
Form to record meeting to discuss phased return to work following long-term sickness absence
Letter setting out arrangements for phased return to work following long-term sickness absence
Letter inviting employee to attend follow-up meeting to discuss phased return to work following long-term sickness absence
Letter inviting employee to attend review meeting to discuss progress of phased return to work following long-term sickness absence
Letter setting out revised arrangements following review meeting to discuss progress of phased return to work following long-term sickness absence

Condolences

Letter offering condolences to employee on their hospitalisation
Letter offering condolences to employee on their illness

Medical reports where the Access to Medical Reports Act 1988 applies

Letter to employee requesting consent to obtain medical report from employee's own doctor/consultant
Form seeking employee's consent to obtain medical report from employee's own doctor/consultant
Letter to employee's own doctor/consultant requesting medical report (frequent short-term sickness absences)
Letter to employee's own doctor/consultant requesting medical report (long-term sickness absence)
Letter notifying employee that medical report has been requested from employee's own doctor/consultant
Form for employee who has asked to see medical report from their own doctor/consultant to consent to release to employer
Letter explaining to employee that it may be detrimental to refuse to consent to medical report

Medical reports where the Access to Medical Reports Act 1988 does not apply

Letter requesting employee attends medical examination with occupational health
Letter to occupational health requesting medical report on employee who is absent on sick leave

All items: Sickness and sick pay

Forms
Letters

Form for employee who has asked to see medical report from their own doctor/consultant to consent to release to employer
Form seeking employee's consent to obtain medical report from employee's own doctor/consultant
Form to record long-term sickness absence return-to-work meeting
Form to record meeting to discuss phased return to work following long-term sickness absence
Form to record short-term sickness absence return-to-work meeting
Record of home visit to employee on long-term sickness absence
Sickness absence record
Sickness absence self-certification form
SSP1 form
SSP2 form
Statement of fitness for work (fit note)

Letter alerting line managers to expanded list of healthcare professionals who can issue fit notes
Letter asking employee on long-term sickness absence for preferred method of keeping in contact
Letter confirming arrangements for employee's permanent redeployment following long-term sickness absence
Letter confirming arrangements for employee's temporary reassignment following long-term sickness absence
Letter confirming outcome of short-term sickness absence appeal hearing
Letter confirming outcome of stage 1 long-term sickness absence meeting
Letter confirming outcome of stage 1 short-term sickness absence meeting
Letter confirming outcome of stage 2 long-term sickness absence meeting
Letter confirming outcome of stage 2 short-term sickness absence meeting
Letter confirming outcome of stage 3 long-term sickness absence meeting
Letter confirming outcome of stage 3 short-term sickness absence meeting
Letter confirming successful completion of first short-term sickness absence review period
Letter confirming successful completion of second short-term sickness absence review period
Letter confirming that employee's temporary work placement following long-term sickness absence has been unsuccessful
Letter confirming what has been agreed following long-term sickness absence return-to-work meeting
Letter confirming what has been agreed following short-term sickness absence return-to-work meeting
Letter dismissing employee who refuses redeployment following sickness absence management procedure
Letter explaining to employee that it may be detrimental to refuse to consent to medical report
Letter informing employee of outcome of long-term sickness absence appeal hearing
Letter informing employee that sickness absence with no medical evidence submitted is being treated as unauthorised absence
Letter informing employee that their sick pay will be stopped or reduced
Letter informing employee who has fit note recommending light duties that there are none available
Letter inviting employee to attend follow-up meeting to discuss phased return to work following long-term sickness absence
Letter inviting employee to attend long-term sickness absence dismissal appeal hearing
Letter inviting employee to attend meeting to discuss phased return to work following long-term sickness absence
Letter inviting employee to attend review meeting to discuss progress of phased return to work following long-term sickness absence
Letter inviting employee to short-term sickness absence appeal hearing
Letter inviting employee to stage 1 long-term sickness absence meeting
Letter inviting employee to stage 1 short-term sickness absence meeting
Letter inviting employee to stage 2 long-term sickness absence meeting
Letter inviting employee to stage 2 short-term sickness absence meeting
Letter inviting employee to stage 3 long-term sickness absence meeting
Letter inviting employee to stage 3 short-term sickness absence meeting
Letter notifying employee that medical report has been requested from employee's own doctor/consultant
Letter offering condolences to employee on their hospitalisation
Letter offering condolences to employee on their illness
Letter reminding employee of consequences of not submitting medical evidence for more than seven days' sickness absence
Letter requesting employee attends medical examination with occupational health
Letter requesting to visit sick employee at home
Letter setting out arrangements for phased return to work following long-term sickness absence
Letter setting out revised arrangements following review meeting to discuss progress of phased return to work following long-term sickness absence
Letter to employee requesting consent to obtain medical report from employee's own doctor/consultant
Letter to employee who has not submitted medical evidence for more than seven days' sickness absence
Letter to employee's own doctor/consultant requesting medical report (frequent short-term sickness absences)
Letter to employee's own doctor/consultant requesting medical report (long-term sickness absence)
Letter to occupational health requesting medical report on employee who is absent on sick leave
Letter to workforce highlighting expanded list of healthcare professionals who can issue fit notes

Letters and forms

Sickness and sick pay: documents step by step

Expansion of healthcare professionals who can issue fit notes

Short-term sickness absence management

Long-term sickness absence management

Sickness absence notification and evidence

Sick pay

Keeping in touch with an employee

Return to work following long-term sickness absence

Condolences

Medical reports where the Access to Medical Reports Act 1988 applies

Medical reports where the Access to Medical Reports Act 1988 does not apply

Sickness and sick pay categories

All items: Sickness and sick pay

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