An educational library of workplace documents — purpose, who completes them, when they are used, typical fields, common mistakes and how they connect. Linked to workplace safety, workplace training, occupations, industries and employment documents. Informational only — template examples, not legal advice or official documents; employers remain responsible and using a document does not guarantee compliance.
What these documents cover
Occupational health involves a small family of documents that, together, help an employer support workers’ health in relation to their work — asking for advice, recording surveillance, considering fitness and managing returns. No single document does this alone; they connect.
This page is an educational overview of how those template examples relate. It is not an official process, not jurisdiction-specific and not legal advice, and it does not provide medical opinions.
Why these documents connect
They connect because health and work questions rarely sit in one place: a concern raised in a fit for work declaration may lead to an occupational health referral; advice from that referral may shape a health surveillance record or a return to work record. Keeping them linked supports a fair, consistent and confidential process.
Treating them as a connected set, rather than isolated forms, helps make sure advice is acted on and that sensitive data is handled carefully throughout.
The typical sequence
- A concern or trigger arises — for example through a fit for work declaration.
- Required before next step: an occupational health referral frames the question for a professional.
- Used alongside: a health surveillance record where ongoing checks apply.
- Skin or exposure surveillance records feed in where relevant.
- Completed after: a return to work health record captures the outcome and adjustments.
- The sequence is an example only — adapt it to your circumstances and the applicable law.
Who owns each step
- Managers or HR usually start a referral and manage returns.
- Occupational health professionals provide the clinical input.
- The employer acts on advice and protects health data.
- Workers take part and share what helps, at a level they choose.
Common mistakes
- Holding detailed clinical data the employer should not keep.
- Seeking advice but not acting on it.
- Inconsistent handling of similar cases.
- Treating self-declarations as medical assessments.
Records and retention (high level)
Occupational health records are generally kept for periods that can be long for certain exposures, in line with the employer’s obligations and strict data-protection duties, with clinical detail held confidentially. Specific retention periods vary by jurisdiction.
This page does not state a period — confirm retention with the applicable law and the official authority.
Completing and sharing as PDFs
These documents are commonly stored as PDFs and shared through secure channels, kept separately from general records. Exporting to PDF supports documentation; it does not make any document official or guarantee compliance.
Employer notes
- Treat the documents as a connected, confidential set.
- Act on advice and implement reasonable adjustments.
- Keep records proportionate and protect health data.
- Handle similar cases consistently.
Worker notes
- Take part in conversations and surveillance when asked.
- Share what helps your health at work, at a level you choose.
- Raise symptoms you think may be linked to your work.
- Understand how your health data is handled and protected.
Country considerations
Occupational health rules, consent and data protection vary significantly by country, and the official authority differs. This page is general and high-level — it is not a statement of any country’s law and not legal advice.
Always confirm the current requirements with the official authority for your country and a qualified professional.
Who is responsible
The employer is responsible for appropriate occupational health arrangements, acting on advice and protecting health data — and for compliance. This page is an educational overview with template examples; it does not provide medical opinions, does not make a workplace compliant and does not transfer responsibility.
Export, edit and share documents
The documents, policies and templates this involves can be exported, edited, signed, stored and shared as PDFs with the HELPERG PDF Editor.
Free, printable HR & employment resources
Practical, ungated resources to put this into action — no signup.