How to Write an Effective Occupational Health Referral

Referring an employee to Occupational Health can be an important step when managing sickness absence, supporting an employee's health at work or understanding whether workplace adjustments may be appropriate.

However, the quality of the advice you receive often depends on the quality of the referral itself. A referral that provides very little information or asks only broad questions may result in equally broad recommendations. By taking the time to prepare a clear, balanced and informative referral, employers are far more likely to receive practical advice that helps them make informed decisions.

Occupational Health Can Only Work With the Information You Provide

Occupational Health professionals are independent medical specialists, but they are not involved in the day-to-day running of your business. They rely on the information included within the referral, alongside discussions with the employee and any medical information they obtain (with the employee's consent), to understand the situation. If key details are missing, they may not fully understand:

• the employee's role

• the concerns that have led to the referral

• the demands of the job

• previous support that has already been offered

• what advice the employer is actually seeking.

Providing sufficient background allows Occupational Health to give advice that is much more relevant to your workplace.

Explain the Situation Clearly

One of the biggest mistakes employers make is providing only a brief description such as: "The employee has been off sick. Please advise." While technically accurate, it gives very little context. Instead, explain:

• when the issues began

• the reason for the referral

• any relevant attendance history

• what support has already been put in place

• any workplace concerns that are relevant.

This helps Occupational Health understand the bigger picture and provide advice that is tailored to the circumstances.

Describe the Employee's Role

Occupational Health advice should always be considered in the context of the employee's actual job. For example, simply stating that someone is an administrator tells Occupational Health very little. Instead, describe the aspects of the role that may be relevant, such as:

• whether the role is desk-based or physically demanding

• manual handling requirements

• driving responsibilities

• customer-facing duties

• lone working

• shift work

• travel requirements.

The more accurately the role is described, the more tailored the advice is likely to be.

Ask Clear and Specific Questions

One of the most important parts of an Occupational Health referral is explaining exactly what advice you are looking for. Rather than asking a general question such as: "Can they return to work?" Consider asking more specific questions, for example:

• Is the employee currently fit to carry out their normal duties?

• Are there any temporary adjustments that may support a return to work?

• Are there any restrictions the organisation should consider?

• Is the employee's condition likely to meet the definition of a disability under the Equality Act 2010?

• Would a phased return to work be appropriate?

• Is there an estimated timescale for recovery?

• Would a review appointment be beneficial?

Clear questions generally lead to clearer, more useful advice.

Keep the Referral Objective

An Occupational Health referral should present factual information rather than opinions or assumptions.

For example, instead of writing: "The employee is exaggerating their symptoms." It would be more appropriate to say: "There have been differing views regarding the employee's ability to carry out certain aspects of their role. We would welcome Occupational Health's advice on their current fitness for work."

Keeping the referral balanced and objective helps Occupational Health carry out an impartial assessment and supports a professional working relationship with the employee.

Remember the Employee Is Likely to See the Referral

Before an Occupational Health referral is submitted, it is good practice to discuss it with the employee and give them the opportunity to review the information being provided. Many Occupational Health providers also ask employees to confirm that they have seen and understood the referral before their appointment.

Knowing that the employee is likely to read the referral should not prevent you from including relevant information. If there are concerns about attendance, performance or the impact of a health condition on their role, these should still be included where they are relevant to the purpose of the referral.

The key is to ensure that everything you write is factual, objective and supported by evidence where appropriate. Avoid emotive language, assumptions or personal opinions, and focus on describing the situation clearly and professionally. A balanced referral helps Occupational Health understand the issues while also maintaining trust and transparency with the employee.

Include Relevant Supporting Information

Where appropriate, it can be helpful to include documents that provide additional context. This might include:

• sickness absence records

• the employee's job description

• previous Occupational Health reports

• workplace risk assessments

• details of any workplace adjustments that have already been tried.

Providing relevant information helps Occupational Health build a fuller picture and can reduce the need for follow-up questions.

Remember That Occupational Health Provides Advice

Even the best Occupational Health referral will not result in Occupational Health making employment decisions on your behalf.

Their role is to provide independent medical advice in relation to work, health and fitness for work. This may include recommendations about adjustments, phased returns, rehabilitation, likely recovery times or whether a medical condition may fall within the definition of a disability under the Equality Act 2010.

The employer remains responsible for deciding how that advice should be applied, taking into account the needs of the business, relevant policies and legal obligations. Occupational Health is there to support informed decision-making, not to make the decision itself.

Need HR Support?

Providing clear background information, accurately describing the employee's role and asking specific questions allows Occupational Health to focus on the issues that matter most. This can help managers make more informed decisions, reduce delays caused by follow-up queries and ensure employees receive the right support as early as possible.

While it may be tempting to complete a referral as quickly as possible, investing a little more time at the outset can make the entire process more effective for everyone involved.

If you need support writing an effective Occupational Health referral, reviewing an existing referral or training your managers on when and how to use Occupational Health, BloomHR can help. With practical HR advice tailored to your organisation, we can help you get the most from the Occupational Health process and support better outcomes for both your business and your employees. Contact us for more information.