The Foundation of a Light Duty Job Offer Letter Template
A well-crafted light duty job offer letter template is more than just a formal notification; it's a bridge between an employee's temporary limitations and continued productivity. It ensures clarity, outlines expectations, and fosters trust between the employer and employee. This is especially important as it sets the tone for how the company supports its workforce through difficult periods. Here's what typically makes up a solid light duty job offer letter template:- Employee's Name and Contact Information
- Date
- Company's Name and Contact Information
- Subject Line clearly stating "Light Duty Offer"
- Salutation
- Start Date of the light duty assignment.
- End Date or indication that it's temporary, subject to medical clearance.
- Description of the modified duties and responsibilities.
- Work Schedule (hours, days).
- Location of work.
Key Information to Include:
| Element | Description |
|---|---|
| Compensation | Will their pay remain the same, or will it be adjusted? |
| Benefits | Will their benefits continue as usual? |
| Medical Documentation Requirements | What kind of doctor's note is needed? |
| Reporting Structure | Who will they report to in this new capacity? |
Letter Example: Post-Injury Recovery
Offering Modified Tasks After a Workplace Injury
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Temporary Light Duty Offer - [Employee Name]
Dear [Employee Name],
This letter confirms our offer for you to undertake temporary light duty work while you recover from your recent workplace injury on [Date of Injury]. We understand that your treating physician, Dr. [Doctor's Name], has recommended a period of restricted activity.
Effective [Start Date], we are pleased to offer you the following modified role:
*
Position Title:
[Temporary Light Duty Position Title, e.g., Office Assistant, Data Entry Clerk]
*
Duties:
Your primary responsibilities will include [List specific, non-strenuous tasks such as answering phones, filing, data input, light administrative support]. These duties have been selected to accommodate your current physical limitations as outlined by your physician.
*
Work Schedule:
You will be scheduled to work [Number] hours per day, [Number] days per week, from [Start Time] to [End Time], with a [Lunch Break Duration] lunch break.
*
Location:
This work will be performed at our [Department/Office] location.
Your rate of pay will remain unchanged at $[Hourly Rate/Salary] during this temporary light duty assignment. All your current benefits will continue as usual.
This offer is contingent upon your continued medical clearance for these duties. We will require a follow-up note from Dr. [Doctor's Name] by [Date] confirming your ability to perform these modified tasks. This light duty assignment is anticipated to last until approximately [End Date], or until you are medically cleared to return to your regular duties, whichever comes first.
We are committed to supporting your recovery and look forward to having you back in a productive capacity. Please sign and return a copy of this letter to acknowledge your acceptance of this offer by [Acceptance Deadline].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
I accept this temporary light duty offer: _________________________ Date: __________
Offering Modified Tasks Due to Non-Work Related Illness
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Temporary Light Duty Offer - [Employee Name]
Dear [Employee Name],
This letter is to formally offer you a temporary light duty assignment as you recover from a recent illness. We understand that your doctor has advised a period of reduced physical exertion.
Effective [Start Date], we are offering you the following temporary role:
*
Position Title:
[Temporary Light Duty Position Title, e.g., Project Support, Administrative Assistant]
*
Duties:
Your primary responsibilities will involve [List tasks like: assisting with project documentation, organizing digital files, basic research, responding to emails, light customer service via phone/email]. These duties are designed to minimize physical strain and allow for your continued recovery.
*
Work Schedule:
Your schedule will be [Number] hours per day, [Number] days per week, from [Start Time] to [End Time].
*
Location:
This work will be performed at our [Department/Office] location.
Your current rate of pay will continue during this temporary assignment. Your benefits will remain unaffected.
This offer is conditional on your continued medical suitability for these modified duties. We request a physician's note by [Date] confirming your ability to perform these tasks. We anticipate this light duty role will be needed until approximately [End Date], or until you are medically cleared to resume your regular responsibilities.
Please sign and return a copy of this letter to indicate your acceptance by [Acceptance Deadline].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
I accept this temporary light duty offer: _________________________ Date: __________
Offering Reduced Physical Demands for Pregnant Employee
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Temporary Light Duty Offer - [Employee Name]
Dear [Employee Name],
This letter is to formally offer you a temporary light duty assignment to accommodate your pregnancy, as per your physician's recommendation. We are happy to support you during this time.
Effective [Start Date], we are offering you the following temporary role:
*
Position Title:
[Temporary Light Duty Position Title, e.g., Administrative Coordinator, Training Support]
*
Duties:
Your responsibilities will include [List tasks such as: coordinating training schedules, managing office supplies, providing reception support, assisting with document preparation]. These duties are designed to eliminate any physically demanding aspects of your previous role.
*
Work Schedule:
Your schedule will be [Number] hours per day, [Number] days per week, from [Start Time] to [End Time].
*
Location:
This work will be performed at our [Department/Office] location.
Your current rate of pay will continue during this temporary assignment. Your benefits will remain unaffected.
This offer is based on the advice from your healthcare provider. Please provide us with a confirmation from your doctor by [Date] regarding the duration and specific limitations for this light duty role. We envision this assignment continuing until your anticipated return to your regular duties post-delivery, or as advised by your physician.
Please sign and return a copy of this letter to indicate your acceptance by [Acceptance Deadline].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
I accept this temporary light duty offer: _________________________ Date: __________
Offering Modified Responsibilities for Employee with Temporary Mobility Issues
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Temporary Light Duty Offer - [Employee Name]
Dear [Employee Name],
This letter confirms our offer for you to undertake temporary light duty work due to temporary mobility challenges. We understand that your physician, Dr. [Doctor's Name], has recommended modified work activities.
Effective [Start Date], we are pleased to offer you the following temporary role:
*
Position Title:
[Temporary Light Duty Position Title, e.g., Project Assistant, Internal Communications Support]
*
Duties:
Your primary responsibilities will include [List tasks such as: managing project timelines digitally, drafting internal communications, organizing digital files, responding to email inquiries, assisting with meeting arrangements]. These duties are designed to be performed primarily from a seated position or with minimal walking.
*
Work Schedule:
You will be scheduled to work [Number] hours per day, [Number] days per week, from [Start Time] to [End Time].
*
Location:
This work will be performed at our [Department/Office] location. We will ensure your workspace is easily accessible.
Your rate of pay will remain unchanged at $[Hourly Rate/Salary] during this temporary light duty assignment. All your current benefits will continue as usual.
This offer is contingent upon your continued medical clearance for these duties. We will require a follow-up note from Dr. [Doctor's Name] by [Date] confirming your ability to perform these modified tasks. This light duty assignment is anticipated to last until approximately [End Date], or until you are medically cleared to return to your regular duties, whichever comes first.
We are committed to supporting your recovery and look forward to having you back in a productive capacity. Please sign and return a copy of this letter to acknowledge your acceptance of this offer by [Acceptance Deadline].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
I accept this temporary light duty offer: _________________________ Date: __________
Offering a Desk Job to an Employee Previously in a Physically Demanding Role
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Temporary Light Duty Offer - [Employee Name]
Dear [Employee Name],
This letter confirms our offer for you to undertake a temporary light duty assignment. We understand that your previous role involved physically demanding tasks and that you are currently unable to perform them due to [Reason, e.g., a back injury].
Effective [Start Date], we are pleased to offer you the following temporary role:
*
Position Title:
[Temporary Light Duty Position Title, e.g., Operations Support Specialist, Administrative Clerk]
*
Duties:
Your responsibilities will focus on [List tasks such as: managing inventory databases, processing paperwork, coordinating logistics for non-physical tasks, assisting with scheduling, data entry, customer service via email/phone]. These duties are office-based and do not require lifting, prolonged standing, or strenuous activity.
*
Work Schedule:
You will be scheduled to work [Number] hours per day, [Number] days per week, from [Start Time] to [End Time].
*
Location:
This work will be performed at our [Department/Office] location.
Your rate of pay will remain unchanged at $[Hourly Rate/Salary] during this temporary light duty assignment. All your current benefits will continue as usual.
This offer is contingent upon your continued medical clearance for these duties. We will require a follow-up note from your physician by [Date] confirming your ability to perform these modified tasks. This light duty assignment is anticipated to last until approximately [End Date], or until you are medically cleared to return to your regular duties, whichever comes first.
We value your contributions and are committed to supporting your recovery. Please sign and return a copy of this letter to acknowledge your acceptance of this offer by [Acceptance Deadline].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
I accept this temporary light duty offer: _________________________ Date: __________
Offering a Temporary Role with Flexible Hours for Recovery
[Company Letterhead]
[Date]
[Employee Name]
[Employee Address]
Subject: Temporary Light Duty Offer - [Employee Name]
Dear [Employee Name],
This letter confirms our offer for you to undertake a temporary light duty assignment, which includes flexible working hours to better support your recovery. We understand that your medical provider has recommended this approach.
Effective [Start Date], we are pleased to offer you the following temporary role:
*
Position Title:
[Temporary Light Duty Position Title, e.g., Project Coordinator, Administrative Support]
*
Duties:
Your primary responsibilities will include [List tasks such as: assisting with project planning, organizing digital files, responding to internal communications, basic data entry, scheduling meetings]. These duties are suitable for limited physical exertion.
*
Work Schedule:
We are offering flexibility in your daily schedule. You will be expected to complete [Total Weekly Hours] hours per week, with the understanding that you can work these hours between [Start Time] and [End Time] on [Days of the week], as long as your tasks are completed and you are available for scheduled meetings. We will work with you and your physician to establish a consistent schedule.
*
Location:
This work will be performed at our [Department/Office] location.
Your rate of pay will remain unchanged at $[Hourly Rate/Salary] during this temporary light duty assignment. All your current benefits will continue as usual.
This offer is contingent upon your continued medical clearance for these duties and a collaborative approach to scheduling. We will require a physician's note by [Date] outlining any specific recommendations regarding your work schedule and limitations. This light duty assignment is anticipated to last until approximately [End Date], or until you are medically cleared to return to your regular duties, whichever comes first.
We are committed to supporting your recovery and look forward to having you back in a productive capacity. Please sign and return a copy of this letter to acknowledge your acceptance of this offer by [Acceptance Deadline].
Sincerely,
[Your Name]
[Your Title]
[Company Name]
I accept this temporary light duty offer: _________________________ Date: __________