Occupational health referral letter to employee template

Provide a clear and concise message to your employee when referring them to occupational health services. This letter should clearly communicate the reason for the referral and the expected next steps.

Begin with a direct statement: “We are referring you to occupational health services for an assessment based on recent discussions regarding your health and work performance.” This sets the tone for the letter, providing the employee with immediate clarity about the referral.

Include specific details: Mention any health concerns or conditions that have prompted the referral. For example, “Your recent reports of persistent back pain have raised concerns about your ability to perform certain physical tasks safely.” This helps the employee understand the context of the referral and the focus of the assessment.

Outline expectations: Clearly state what the employee can expect from the referral process. “The occupational health team will contact you within the next week to schedule an appointment. They will conduct an assessment to determine any necessary adjustments to your work duties or environment.” Providing clear expectations avoids confusion and ensures transparency.

Conclude with support: Reassure the employee of their value to the company and express your commitment to supporting their health. “We are committed to your well-being and will work with you to ensure you have the resources needed to stay healthy and perform at your best.” This reinforces the company’s supportive stance and shows the employee that their health is a priority.

Here’s a version with reduced repetition while maintaining the meaning:

To create a clear and concise occupational health referral letter, use direct language that avoids redundancy. Begin by stating the purpose of the letter. Mention the employee’s role and the reason for the referral without over-explaining. Include specific details about the medical concern and its impact on the employee’s ability to perform their job tasks. Be sure to reference any supporting documents or reports that clarify the situation.

Incorporate clear instructions for the recipient, outlining expected actions. Specify deadlines or time frames for follow-up if necessary. Avoid unnecessary formalities that may distract from the key message. Close the letter by offering support, and provide your contact information for any further questions.

By using straightforward language and focusing only on relevant details, the letter remains professional while being easy to understand.

Occupational Health Referral Letter Template for Employees
How to Structure an Occupational Health Referral
Essential Information to Include in a Referral
Language and Tone: Best Practices for Crafting Referral Letters
Ensuring Privacy and Confidentiality in Referral Letters
Common Mistakes to Avoid When Drafting a Referral
Examples and Templates for Occupational Health Referrals

Start with a clear subject line that states the purpose of the referral. For instance, “Referral for Occupational Health Assessment: [Employee’s Name]”. This immediately communicates the letter’s intent. In the body, address the recipient respectfully and state the reason for the referral upfront, such as a health concern affecting work performance or safety.

Structure the referral by including:

1. Employee details: Name, job title, department, and length of employment.

2. Specific health concerns: Briefly outline the issues affecting the employee’s ability to perform their duties.

3. Reason for referral: Clarify why an occupational health assessment is necessary.

4. Expected outcomes: What the company hopes to achieve from the assessment (e.g., recommendations for adjustments or return-to-work plans).

Language and tone: Keep the tone professional, respectful, and neutral. Avoid any language that could be interpreted as judgmental or speculative. Use direct and concise sentences, focusing on the facts.

Privacy and confidentiality: Ensure the letter includes a statement that all personal health information will be handled confidentially and in line with legal requirements. Mention that only relevant details will be shared with occupational health professionals to protect privacy.

Common mistakes to avoid:

1. Being vague or overly detailed in the health description.

2. Failing to specify the reason for referral.

3. Overstepping by making medical assumptions or suggesting treatments.

4. Omitting information about how the employee’s privacy will be safeguarded.

Examples and templates: Below is a sample template for a simple occupational health referral letter:

Template Example:

Dear [Occupational Health Provider],

We are writing to refer [Employee’s Name], a [Job Title] in the [Department] for an occupational health assessment. [Employee’s Name] has reported [briefly describe the health concern] that is impacting their ability to [describe how it affects work]. We seek guidance on potential workplace adjustments and recommendations for supporting their return to work.

We request an assessment of their fitness to work and any suggestions for adjustments that may help them perform their duties effectively.

Thank you for your attention to this matter.

Sincerely,

[Your Name]

[Your Title]

[Company Name]