Medical Fitness Note

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What a medical fitness note is and its purpose

A medical fitness note records a professional view on a person’s fitness to perform a defined role, sometimes noting limitations or suggested adjustments. It is requested in contexts where the demands of a job make fitness relevant.

Its purpose is to give the employer and worker a clear, documented basis for placing someone in a role safely and appropriately. The clinical assessment is the responsibility of the issuing health professional; the note is not legal or medical advice from the organisation requesting it.

When a medical fitness note is used

• Before starting roles with physical, safety-critical or specific health demands.
• When returning to work after illness or injury.
• When a role requires a periodic health or fitness review.
• When considering reasonable adjustments to duties or hours.
• Where local rules or the role itself require a fitness assessment.

Elements a medical fitness note usually contains

• The worker’s name and the role or duties being assessed.
• A clear statement of fitness, or fitness with stated conditions.
• Any limitations, adjustments or duties to avoid, if applicable.
• The period the assessment covers or any review date.
• The date of assessment.
• The name, role and signature of the issuing health professional.
• Only the information needed for the purpose, kept to a minimum.

Common mistakes to avoid

• Requesting more health detail than the role actually requires.
• Treating a general note as confirmation for safety-critical duties it does not cover.
• Storing health information without strict confidentiality and access controls.
• Ignoring stated adjustments or limitations once the note is received.
• Failing to note the period the assessment covers or any review date.

Best practices

• Ask only for the fitness information relevant to the specific role.
• Handle the note as confidential health data with restricted access.
• Act on any stated adjustments and record how they are applied.
• Keep a secure PDF copy and link it clearly to the role and dates.
• Confirm any health-related requirements with a qualified professional or adviser.