A “Sample Letter To Send Employees To See Company Doctor” is a pre-written template. It helps employers formally request or require employees to visit the company doctor. This is often needed for health check-ups, return-to-work clearances, or work-related injury assessments.
Need to write such a letter? No worries! We’ve got you covered.
This article provides ready-to-use samples. These samples will make writing your letter quick and easy. Use our templates as a starting point. Tailor them to your specific needs.
Sample Letter To Send Employees To See Company Doctor
[Your Company Letterhead]
[Date]
Subject: Important: Company Health Check Appointment
Dear [Employee Name],
This letter is to inform you about a scheduled health check with our company doctor, Dr. [Doctor’s Last Name]. We value your well-being and want to ensure you have access to resources that support your health.
Your appointment is scheduled for [Date] at [Time] at Dr. [Doctor’s Last Name]’s office located at [Address]
This health check is [Mandatory/Voluntary]. [If Mandatory, add: Your participation is required as part of our company’s health and safety program.] [If Voluntary, add: Your participation is encouraged.]
During the check-up, Dr. [Doctor’s Last Name] will [Briefly list what the check-up includes, e.g., review your medical history, conduct a physical examination, and discuss any health concerns you may have].
Please bring your employee ID and any relevant medical information, such as a list of current medications.
If you cannot make the scheduled appointment, please contact [Contact Person] at [Phone Number] or [Email Address] as soon as possible to reschedule.
We believe this health check will be beneficial to you. We appreciate your cooperation.
Sincerely,
[Your Name]
How to Write a Letter to Send Employees to See the Company Doctor
Subject Line: Clarity is Key
- Be upfront. A subject like: “Medical Assessment Appointment – [Employee Name]” is crystal clear.
- Avoid ambiguity. “Important Information” isn’t trenchant enough.
- Brevity is paramount. Keep it concise and immediately understandable.
Salutation: Professional Courtesies
- Use a formal salutation. “Dear Mr./Ms./Mx. [Employee Last Name],” is always a safe bet.
- If you have a very familiar relationship, “Dear [Employee First Name],” might be acceptable, but tread carefully.
- Err on the side of formality. It’s better to be perceived as respectful than overly familiar.
Introduction: Setting the Stage
- State the purpose outright. “This letter is to schedule your mandatory medical assessment with our company doctor.”
- Provide context. Briefly mention the reason for the assessment (e.g., routine check-up, return-to-work clearance).
- Maintain a professional tone. Avoid colloquialisms and maintain decorum.
Body Paragraph 1: Detailing the Appointment
- Specify the date, time, and location of the appointment. “Your appointment is scheduled for [Date] at [Time] in [Location].”
- Include the physician’s name. “You will be seen by Dr. [Doctor’s Last Name].”
- Provide directions or a map if necessary. Make it easy for the employee to arrive punctually.
Body Paragraph 2: Explaining the Rationale and Requirements
- Reiterate the reason for the assessment with greater elaboration. Is it a requirement of their position? Is it post-incident?
- Outline any preparations the employee needs to make. “Please bring your employee ID and any relevant medical records.”
- Address confidentiality. Assure the employee that their medical information will be handled with discretion.
Body Paragraph 3: Addressing Contingencies and Clarifications
- Offer flexibility. “If this time is not suitable, please contact [Contact Person] at [Phone Number] to reschedule.”
- Provide contact information for queries. “Should you have any questions, please do not hesitate to contact us.”
- Reiterate the importance of attendance. “Your cooperation in attending this appointment is greatly appreciated.”
Closing: Formal Farewell
- Use a formal closing. “Sincerely,” or “Regards,” are typically appropriate.
- Include your full name and title. This ensures clarity and accountability.
- Proofread meticulously before sending. Eliminate any typos or grammatical errors.
Frequently Asked Questions: Company Doctor Visit Letter
This section addresses common inquiries regarding the process of sending employees a letter requesting a visit to the company doctor.
Understanding the nuances of this process ensures compliance and promotes employee well-being.
1. What information should the letter include?
The letter should include the employee’s name, the reason for the visit, the date and time of the appointment, the doctor’s name and contact information, and any specific instructions for the employee.
2. Is it mandatory for employees to attend the appointment?
The mandatory nature of the appointment depends on company policy and the reason for the visit. Clearly state whether attendance is required or recommended in the letter.
3. Who should sign the letter?
The letter should be signed by someone in a position of authority, such as a manager, HR representative, or supervisor.
4. What if the employee refuses to attend the appointment?
Refer to your company’s policy regarding non-compliance. Document the refusal and any subsequent actions taken.
5. Are employees entitled to compensation for their time?
Compensation policies vary. If the visit is mandatory and during work hours, employees are typically compensated. Clarify the compensation policy in the letter or a separate document.
Related: