Welfare & Medical

As an Employer you may need to manage the capability of an Employee, Long term absence is normally considered to be over 4 weeks, at this point it is best practice to meet with your Employee to facilitate a return to work and or if reasonable adjustments can be made. 

You can also request access to your Employees medical records under the – Medical Records Act 1988, this will help establish whether your Employee is fit to work, prevents health and safety risks, and prevents disability discrimination, your Employee does, however need to provide their consent. 

You may also need to manage short-term absence and Unauthorised Absence, commonly known as AWOL, we have all the necessary documentation to help manage your Employees.

Within this section of the toolkit, you are provided with all the relevant documentation required to manage an Employees’s welfare and medical circumstances.

Should you not be able to find what you are looking for please do contact a member of the HR and You Ltd team, we as always are more than happy to assist.

Please be aware that all documents or templates purchased are strictly non-refundable, the documents are sold for your own usage and not for commercial resale. 

Welfare & Medical Tool Kits

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ACAS Code of Practice - Disciplinary and Grievance FREE Guide

ACAS Code of Practice – Disciplinary and Grievance FREE Guide

To assist you when managing performance in the workplace we have added the ACAS Code of Practice to Disciplinary and Grievance as FREE Guide, we have not amended this in any way as we find this the most useful document to use, it is imperative as an Employer that you do follow the ACAS Code of Practice in all Employment matters.

As a firm we only ever follow their guides and processes as these are what are followed in any tribunal cases.

Should you need any assistance please do not hesitate to contact a member of the HR and You team.

£0.00
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Access to Medical Records Act 1998 - Request Letter

This letter requests consent under the Access to Medical Records Act 1998 for an employer to access an employees medical records. Access can only be granted when an employee has consented. You can use this template letter where your Employee has been, or is, incapacitated for work and has provided the Employer (you) permission to approach his or her doctor or consultant for a medical report.

£55.00
welfare-and-medical welfare-and-medical-letters-and-forms
Agreement to Disapply the 48-Hour Working Week

Agreement to Disapply the 48-Hour Working Week

Employees have the right to disapply to working the 48 week, 3 months notice is the statutory period to opt in/out for both Employers and Employees.

£75.00
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Confirmation of Career Break

This Letter of Confirmation of Career Break provides for a termination of employment by mutual agreement prior to the career break commencing (by requiring the employee to sign the bottom of the letter to confirm their acceptance of the terms of the career break). In this template, the career break is agreed on the basis that the employer will offer re-employment at the end of the break.

Where the employee is not required to agree to a termination of their employment as a condition of the career break (but, for example, the career break is treated as a period of unpaid leave instead) so that continuity of service is preserved, or where re-employment cannot be guaranteed, the letter should be amended accordingly to make this clear.

Short-term unpaid leave that is approved by the employer is likely to be seen as counting towards continuous employment, either by continuation of the contract or by arrangement, unless (as in this template letter) it is expressly stated otherwise.

Whether or not continuous service is broken by the career break is ultimately a matter for the tribunal to determine.

Where a contract of employment is terminated by agreement between the employer and employee, usually, the employee has no entitlement to claim unfair dismissal unless they can show, for example, that their employer placed pressure on them to agree to a dismissal or to resign.

 

£45.00
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Confirmation of Temporary Work Alterations for a Sick Employee Letter

This letter of Confirmation of Temporary Work Alternations for a Sick Employee is to be used where an Employer is facilitating a return to work following advice from a GP/Doctor following a medical certificate.

As an Employer you have a duty of care toward your Employees whilst they are off work due to sickness/absence, this does mean that you should assist in the facilitation of their return to the workplace, to this you may wish or be able to make reasonable adjustment (where practicably possible).

Employers are not duty bound to do so but should try to accommodate where they can do.

£55.00
welfare-and-medical welfare-and-medical-letters-and-forms
Confirming Return to Work During Coronavirus Letter

Confirming Return to Work During Coronavirus Letter

Employers should ask for and consider Employees’ views about returning to work and should (if applicable) consult with any recognised trade union/Employee representatives or health and safety representatives on a planned return to work; taking into account individual Employees’ circumstances.

The following template letter can be used following consultation regarding the return to work to confirm the Employee’s return to work start date and arrangements.

£50.00
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Deferral of Jury Service Letter

This Letter is for Deferral of Jury Service

£55.00
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Expired Medical Certificate Letter

This letter can be issued by you the Employer to inform your Employee their medical Certificate has expired, that they are now considered unauthorised absence should they fail to produce another one or fail to return to work and you can consider disciplinary action.

As an Employer you have a duty of care toward your Employees whilst they are off work due to sickness/absence, this does mean that you should assist in the facilitation of their return to the workplace, to this you may wish or be able to make reasonable adjustment (where practicably possible).

Employers are not duty bound to do so but should try to accommodate where they can do.

PLEASE VIEW OUR TOOLKIT FOR FURTHER CORRESPONDENCE TO ISSUE TO YOUR EMPLOYEE, YOU CAN DOWNLOAD FURTHER DOCUMENTS FOR YOUR USE.

£45.00
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Family Emergencies Absence Form

This form is to record employee absences due to family emergencies

£45.00
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Investigation Report

Investigation Report

Prior to conducting a disciplinary to manage performance/conduct as an Employer you must carry out a thorough investigation, this is in line with the ACAS Code of Practice, you can use our Investigation Report as this will assist you in whether to progress the matter to a disciplinary or not.

The purpose of the document is to assist the investigating manager to carry out the initial stages, take statements where necessary, gather evidence, and base their findings, on this, the report and other relevant documentation should then be passed to the hearing manager should the matter be progressed to the next stage.

You can find all relevant documents to carry out the investigation and a successful disciplinary in our toolkit, should you require any assistance please contact a member of the HR and You team, we are happy to assist.

£50.00
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Invitation to Employee off Sick to Alternative Date to Disciplinary Hearing

Invitation to Employee off Sick to Alternative Date to Disciplinary Hearing

Where an Employee is off work due to Sickness/absence they would not be in a position to attend under normal circumstance.

This letter can be used to advise of a rearranged hearing, you may find the Postponing a Disciplinary Hearing” beneficial as this is used when the Employee is absent and you need to postpone the hearing, you can find the template as a download within the toolkit.

Employees must be invited to disciplinary hearings, Employers must provide at least 48 hours advanced notice of any meeting,

£40.00
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Invitation to Grievance Appeal Hearing

Invitation to Grievance Appeal Hearing

This letter can be issued to an Employee in response to their appeal against a grievance outcome, the letter should inform them of the next steps, the date of the hearing, the hearing manager, and their right to representation.

£65.00
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Letter Following Loss (Miscarriage) up to 24 weeks

The Parental Bereavement (Leave and Pay) Act 2018, which comes into force in April 2020, provides for at least two weeks’ statutory bereavement leave for Employees following the loss of a child under the age of 18 or a stillbirth after 24 weeks of pregnancy.

Employees with 26 weeks’ continuous service will be entitled to paid bereavement leave at the statutory rate under the Act.

For Employees who suffer a miscarriage before 24 weeks of pregnancy, statutory bereavement leave/pay and statutory maternity leave/pay does not apply.

This template letter may be used in this case.

£45.00
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Letter Regarding Carry Over of Annual Leave

Letter Regarding Carry Over of Annual Leave

This template letter can be used to confirm the employer’s position in respect of carryover of annual leave.  In relation to the additional 1.6 weeks’ statutory annual leave and any additional contractual leave entitlement, the Employer can have a policy in place which confirms whether carry over of this annual leave is permissible.

However, it should be noted that case law and new emergency legislation passed due to the coronavirus pandemic has determined that there are particular circumstances where an Employer should allow Employees/workers to carry forward unused statutory leave into another leave year, regardless of the Employer’s policy.

The circumstances in which an Employer should permit an Employee/worker to carry forward their statutory annual leave are:

  • Where an Employee/worker was been unable to take the leave because they are absent from work on parental leave; or
  • Where an Employee/ worker is on long term sickness absence and unable to take their leave. Should this apply, they can carry forward a maximum of 4 weeks’ leave but the leave must be taken within 18 months; or
  • Under the Working Time (Coronavirus) Amendment Regulations 2020, in respect of the 4 week basic statutory annual leave entitlement, where it has not been reasonably practicable for the individual to take all of this in the leave year to which it relates due to circumstances related to the coronavirus pandemic.
£50.00
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Letter Suspending an Employee on Medical Grounds

Letter Suspending an Employee on Medical Grounds

This letter can be used for the specific purpose of suspension on the ground of medical reasons.

This letter is not for the use due to maternity or conduct, should you be seeking a suspension for any other reason please visit our toolkit or contact a member of the team and we can advise the best letter for use.

£65.00
welfare-and-medical welfare-and-medical-letters-and-forms
Letter to an Employee to Consult on a Return to Work during Coronavirus

Letter to an Employee to Consult on a Return to Work during Coronavirus

As an Employer you should ask for and consider Employees’ views about returning to work and should (if applicable) consult with any recognised trade union/Employee representatives or health and safety representatives on a planned return to work.

The following template letter can be used as part of the planning process for the return of Employees to their workplace.

 

£55.00
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Letter to Doctor to Obtain Medical Report due to Long Term Incapacity

This letter is to be used where an Employee has been, or is, incapacitated for work and has given you the Employer permission to approach his or her doctor or consultant for a medical report, we recommend the following format for inquiry.

A copy of the Employee’s consent form should be enclosed with this letter.

Where a medical report will not be sought from the Employee’s GP or consultant responsible for the Employee’s care, but from the Employer’s doctor such as an occupational health advisor, the Access to Medical Reports Act 1988 (AMRA) is unlikely to apply and references to the Act may be removed.

However, Employers seeking a report from an occupational health advisor may choose to abide by AMRA in any event as a matter of good practice.

As an Employer you have a duty of care toward your Employees whilst they are off work due to sickness/absence, this does mean that you should assist in the facilitation of their return to the workplace, to this you may wish or be able to make reasonable adjustment (where practicably possible).

Employers are not duty bound to do so but should try to accommodate where they can do.

Once this letter has been sent, you should then notify the Employee of the date on which the application for the medical report was made, so that the employee has an opportunity to apply to the doctor, should they wish to obtain a copy of the medical report, within 21 days of your application.

PLEASE VIEW OUR TOOLKIT FOR FURTHER CORRESPONDENCE TO ISSUE TO YOUR EMPLOYEE, YOU CAN DOWNLOAD FURTHER DOCUMENTS FOR YOUR USE.

 

£55.00
welfare-and-medical welfare-and-medical-letters-and-forms
Letter to Obtain Consent for an Employee Medical Report

The Access to Medical Reports Act 1988 requires that as an Employer you must obtain the Employee’s written consent to approach the Employee’s GP or consultant for a medical report.

This template letter may be used for this purpose.

As an Employer you have a duty of care toward your Employees whilst they are off work due to sickness/absence, this does mean that you should assist in the facilitation of their return to the workplace, to this you may wish or be able to make reasonable adjustment (where practicably possible).

Employers are not duty bound to do so but should try to accommodate where they can do.

£55.00
welfare-and-medical welfare-and-medical-letters-and-forms
Non - Attendance at Work without Notification (AWOL Letter)

You should send this letter to the last known address of the Employee, you can send by email, but should also send by first class post.

It is worth a telephone call in the first instance, following at least 5 attempts to get through, and then refer to the attempted contact.

As an Employer you have a duty of care toward your Employee, it maybe they are in need of assistance, help or in trouble, they may have also simply resigned from the role.

Where an Employee has failed to attend work when expected and has failed to notify the Employer as to the reason, we recommend the following letter to be issued on the second/third day of unauthorised absence:

£45.00
welfare-and-medical welfare-and-medical-letters-and-forms
Notification of Reversion to Statutory Sickness Payments (SSP)

This letter of notifying reversion of SSP can be used when contractual sickness payments are payable to Employees under the terms of an employment contract. Payment of the contractual payments will cease and revert to SSP at the end of the period, any SSP payments can be obtained at Gov.uk, statutory payments normally increase annually each April.

Discretionary payments can be withdrawn at any time.

This template letter may be used for this purpose.

As an Employer you have a duty of care toward your Employees whilst they are off work due to sickness/absence, this does mean that you should assist in the facilitation of their return to the workplace, to this you may wish or be able to make reasonable adjustment (where practicably possible).

Employers are not duty bound to do so but should try to accommodate where they can do.

£55.00
welfare-and-medical welfare-and-medical-letters-and-forms
Outcome of Disciplinary Appeal Hearing Letter

Confirmation of Outcome of Disciplinary Appeal Hearing Letter

This letter is to be used following an Employee appealing against a disciplinary sanction.

£65.00
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Postponement of Disciplinary Hearing Whilst of Sick

Postponement of Disciplinary Hearing Whilst of Sick

Employees must be invited to disciplinary hearings, Employers must provide at least 48 hours advanced notice of any meeting, where an Employee is off work due to Sickness/absence would not be in a position to attend under normal circumstance.

This letter can be used to advise the postponement of the hearing.

£30.00
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Request for Access to Medical Records under The Access to Medical Reports Act 1998

The Access to Medical Reports Act 1998 requires that as an Employer must obtain your Employee’s written consent to approach the Employee’s GP or consultant for a medical report.

This template letter may be used for this purpose.

As an Employer you have a duty of care toward your Employees whilst they are off work due to sickness/absence, this does mean that you should assist in the facilitation of their return to the workplace, to this you may wish or be able to make reasonable adjustment (where practicably possible).

Employers are not duty bound to do so but should try to accommodate where they can do.

£55.00
welfare-and-medical welfare-and-medical-letters-and-forms
Request for Attendance at a Medical Examination Letter

The Access to Medical Reports Act 1988 requires that as an Employer you must obtain the Employee’s written consent to approach your Employee’s GP or consultant for a medical report.

This template letter may be used for this purpose.

As an Employer you have a duty of care toward your Employees whilst they are off work due to sickness/absence, this does mean that you should assist in the facilitation of their return to the workplace, to this you may wish or be able to make reasonable adjustment (where practicably possible).

Employers are not duty bound to do so but should try to accommodate where they can do.

£55.00
welfare-and-medical welfare-and-medical-letters-and-forms
Request for Home Visit with a Sick Employee

The letter Requesting a Home Visit with a Sick Employee is to be used where an Employer is facilitating a return to work, to enable this a visit to the Employees home is beneficial in the first instance, this is to gain an understanding into the reasons for their absence/sickness, to establish what support can be offered and the next steps.

As an Employer you have a duty of care toward your Employees whilst they are off work due to sickness/absence, this does mean that you should assist in the facilitation of their return to the workplace, to this you may wish or be able to make reasonable adjustment (where practicably possible).

Employers are not duty bound to do so but should try to accommodate where they can do.

£50.00
welfare-and-medical welfare-and-medical-letters-and-forms
Request to Carry Over Holiday Form

Use this form to record annual leave that is to be carried over for the year for an Employee where they wish to submit the request to carry over you can respond in writing in this format.

£45.00
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Request to Take Annual Leave

This template letter can be used to nominate specified dates on which an Employee is required to take annual leave.  To instigate this provision, the Employer must give the Employee advance notice that is at least double the length of the period of annual leave that the Employee is to take (for example a minimum of 2 weeks’ notice must be given where the Employee is required to take a week’s annual leave).

£45.00
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Risk Assessment Form for Employment of Young Persons under 18

Risk Assessment Form for Employment of Young Persons under 18

Under health and safety law, you must assess the risks to young people under 18 years old, before they start work / work experience and tell them what the risks are. An employer must assess the risk of a person’s ability.

£75.00
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Shielding in England and Wales from April 2021

You can download our FREE guide to advise you of the new rules surrounding shielding.

As of 1 April 2021, in England and Wales, individuals on the shielding list can begin to follow national restrictions alongside the rest of the population, although they are still advised to take extra precautions to keep themselves safe from coronavirus.

 

£0.00
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Suspending an Employee During Pregnancy

Letter Suspending an Employee During Pregnancy

It is important to note that this specimen letter the Employer must show that it has “reasonable and proper” cause to suspend. The reason why suspension is appropriate should be identified in this letter.

Suspension should never be a routine or “knee jerk” response to these types of cases.

 

Every effort should be made to consider whether alternative steps can be taken which control or eliminate the risk of further allegations arising.

Suspension is not a neutral act and should be used sparingly to avoid giving rise to complaints of, constructive dismissal, discrimination, detrimental treatment etc.

£55.00
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Suspension due to Pregnancy Medical Grounds during Coronavirus

Employers must ensure that pregnant Employees, those who are breastfeeding and those who have recently given birth are not required to perform any work that could place their health or safety at risk.

Employers are obliged to carry out risk assessments of the work processes carried out by new, expectant and breastfeeding mothers and of any substances to which they might be exposed, including exposure to biological agents in the workplace, such as coronavirus, which may cause a risk to them (or where pregnant, to their unborn child also).

£55.00
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Suspension Due to Pregnancy on Medical Grounds During Coronavirus

Suspension Due to Pregnancy on Medical Grounds During Coronavirus

Pregnant women can only continue working during the coronavirus pandemic where the risk assessment supports this. Public health/government guidance which categorises pregnant women as ‘clinically vulnerable’ during the pandemic, meaning that they are at higher risk of severe illness from coronavirus, strongly advises pregnant women to follow social distancing measures such as working from home and avoiding public transport wherever possible and this should be taken into account when conducting a risk assessment.

 

Whilst it is possible to withhold full pay from an employee who refuses alternative employment that the Company considers suitable, it is likely to be very risky to do this. Where the employer refuses to pay them for the period of suspension or places them on furlough on reduced pay for this reason whilst the Coronavirus Job Retention Scheme remains in place (rather than topping up their reduced furloughed wages to 100%); or where a risk assessment identifies that a suspension on health and safety grounds is required, they may present a complaint to an employment tribunal.

£75.00
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Unauthorised Absence Letter

Unauthorised Absence Letter

This is a Letter regarding unauthorised Absence. You should send this letter to the last known address of the Employee, you can send by email, but should also send by first class post.

It is worth a telephone call in the first instance, following at least 5 attempts to get through, and then refer to the attempted contact.

As an Employer you have a duty of care toward your Employee, it maybe they are in need of assistance, help or in trouble, they may have also simply resigned from the role.

Where an Employee has failed to attend work when expected and has failed to notify the Employer as to the reason, we recommend the following letter to be issued on the second/third day of unauthorised absence.

 

£45.00
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Workplace Health and Safety Guide

Workplace Health and Safety FREE Guide

As an Employer you must ensure so far as is reasonably practicable, the health, safety, and welfare of your employees at work, including those with disabilities. For those with control over non-domestic premises, these duties are extended to cover people who are not Employees but use your premises.

We have broken down into the 2 areas for you in this guide, the first section covers the Health implications and the second covers Safety.

£0.00
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