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When you're facing health challenges that affect your ability to perform your current role, a Transfer Request Letter On Medical Grounds provides the formal mechanism to request an internal move within your organisation. This document is essential for ensuring your employer understands your medical needs and considers appropriate workplace adjustments under English and Welsh employment law.

When do you need this document?

You'll need this letter when your medical condition makes it difficult or impossible to continue in your current position, but you believe you could perform effectively in another role within the same organisation. Common situations include developing repetitive strain injuries that prevent computer work, experiencing mental health conditions exacerbated by high-stress departments, or acquiring mobility limitations that make your current workspace inaccessible. The letter is also necessary when your doctor has recommended specific workplace modifications that would be better accommodated in a different department or role. This formal request demonstrates your commitment to remaining with your employer while addressing legitimate health concerns.

Key legal considerations

Your transfer request must clearly articulate how your medical condition affects your current role and why a transfer would constitute a reasonable adjustment. Under the Equality Act 2010, employers have a duty to consider reasonable adjustments for disabled employees, which includes internal transfers where appropriate. Include supporting medical evidence from qualified healthcare professionals, but be mindful that you control what medical information to disclose under the Access to Medical Reports Act 1988. Ensure your request is specific about preferred roles or departments, demonstrating that you've considered viable alternatives. Remember that while employers must consider your request, they're not obligated to approve transfers that would cause disproportionate difficulty or expense. Document all communications relating to your request, as this creates an important paper trail if disputes arise later.

Legal requirements in England and Wales

In England and Wales, your transfer request must comply with data protection requirements under the Data Protection Act 2018, particularly regarding sensitive medical information. Your employer must handle your medical data lawfully and transparently throughout the process. The Health and Safety at Work etc. Act 1974 requires employers to ensure employee wellbeing, which supports medical transfer requests where current roles pose health risks. Under the Employment Rights Act 1996, you have protection against detriment for raising legitimate health and safety concerns. Your employer should follow a fair process when considering your request, including meaningful consultation about alternatives and clear communication about their decision. If your request is refused, they must provide valid reasons and evidence that they've properly considered reasonable adjustments. Keep detailed records of all interactions, as these may be crucial if you need to pursue discrimination claims or employment tribunal proceedings.