Template letters

This resource overviews the template letters for Collective Action and inappropriate requests for workload transfer

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The Surrey and Sussex Local Medical Committees (SSLMCs) have developed these template letters to support GP practices in addressing inappropriate workload transfers and other non-contractual demands. These letters are designed to ensure consistent and professional communication while empowering practices to manage their workloads effectively and safely. They align with the principles of collective action as outlined by the BMA. 

Purpose of the Templates 

The templates are intended to facilitate “push back” against tasks that GPs should not undertake under their contractual obligations or can reasonably choose not to perform. They are part of SSLMCs’ ongoing support for practices engaging in collective action to address workload pressures and maintain high standards of patient care. 

Each letter reflects the principles outlined in the recently authored interface document for Sussex, as well as similar documents under development across other areas represented by SSLMCs. 

How to Use the Templates 

  • Select the Appropriate Template
  • Review the list of templates and choose the one most relevant to the situation you are addressing.
  • Tailor the Content
  • Edit the template to include specific details, such as the recipient’s name, dates, and any contextual information unique to your practice.
  • Ensure the tone remains professional and the content reflects your practice’s circumstances.
  • Send the Letter
  • Use your practice’s official letterhead for all correspondence.
  • Retain a copy of the letter for your records. 

Available Templates 

The following templates are available for use: 

  • Secondary care work transfer, a general purpose template covering issues such as Fit notes, prescribing, post-operative checks and chasing results.  This is a broad ranging template which is probably going to be the one you use most often. 
  • Letter to ICB regarding inappropriate workload transfer, which we hope will be also be useful as a follow up to a PQIT. 
  • Inappropriate prescribing requests, for situations involving specialist or shared care medication. 
  • Follow up of diagnostics not requested by the practice, with two scenarios to choose from. 
  • Pro forma rejection, where a referral has been declined simply because a pro forma has not been used by the practice.  This one assumes you have already written an appropriate and comprehensive referral letter containing all the required information. 
  • General referral rejection response, without mention of a pro forma 
  • Need for re-referral after a DNA. 
  • Non-contractual administrative work, which may include surveys from researchers or non-contractual surveys from agencies such as UKHSA for example.  If unsure whether a request is contractual, please contact the LMC office for advice. 
  • Letter to the ICB regarding a lack of response to requests for information/clarification or payment of outstanding monies. 
  • Letter for employers regarding a Fit note for less than 7 days absence 

For detailed instructions on specific templates, please refer to the accompanying notes included in each document. 

Acknowledgements 

These templates have been developed using insights from existing guidance and best practices, particularly from the BMA and Londonwide LMCs. They are part of SSLMCs’ commitment to supporting practices in delivering sustainable, high-quality care. 

Further Assistance 

If you have any questions or require additional support in using these templates, please contact SSLMCs directly. We are here to help practices navigate these challenges collaboratively and effectively. 

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