What to do if…
a manager asks you for detailed medical information

What to do now

1. Ask what they need and why, in writing.
   You can say: “Can you confirm what work decision you need to make, such as absence recording, return-to-work planning, safety, or adjustments, and what specific information you are requesting?”

2. Offer work-impact information instead of medical detail.
   Share only what helps manage work safely, for example:

   • whether you are fit to work now
   • tasks you can or cannot do in practical terms
   • temporary limits such as hours, lifting, travel, screens, or workload
   • practical support that may help, such as adjusted duties, remote work, breaks, or a phased return

3. Use the normal sickness evidence route.
   If you have been off sick for 7 calendar days or less, including non-working days, you usually self-certify using your employer’s process. If you have been off sick for more than 7 calendar days, a fit note is the usual evidence. A fit note is about fitness for work; it is not the same as giving your manager your full medical records.

4. If they ask for evidence during the first 7 calendar days, keep it narrow.
   Ask what evidence they need, why it is needed, who will see it, and whether there may be any fee for obtaining it. Do not send wider medical documents unless there is a clear, necessary, and confidential reason.

5. Redirect extra medical detail to a confidential route.
   You can say: “I am not comfortable sharing detailed medical information directly with my manager. I can provide appropriate documentation through HR, occupational health, or another designated confidential contact.”
   If there is no HR or occupational health team, ask: “Who is the designated confidential contact for health and absence information?”

6. If they want a doctor’s report, slow the process down.
   Ask for the request in writing. Check what questions will be asked, why the report is needed, and who will see it. Your employer must get your permission before asking for a doctor’s report about your health, and you have rights to refuse permission, ask to see the report before it is sent, ask the doctor to correct anything inaccurate or misleading, and refuse to let the report be shared.

7. Act quickly if you want to see a doctor’s report before it is sent.
   If your employer applies for a doctor’s report and you want to see it first, you generally need to contact the doctor within 21 days of the application being made to arrange access.

8. Ask how your health information will be handled.
   You can say: “Please confirm why this information is needed, who will have access, how it will be stored, how long it will be kept, and that only the minimum necessary information will be used or shared.”

9. Keep a short record.
   Note the date, time, what was requested, and what you offered instead. Save messages. After any verbal conversation, email a short recap of what was asked and what you agreed to provide.

10. If pressure continues, use the internal route.
    If your manager keeps pushing for detailed medical information after you have set a boundary, contact HR, the designated confidential contact, or the person named in your sickness or grievance process. Keep the message narrow: “I am willing to provide appropriate evidence through the correct confidential route, but not detailed medical information directly to my line manager.”