Inform Staff of Suspected Infectious Diseases Case / Hospitalization of Staff Members

[Template] Internal Communications: Holding Statement [CC-HS]

This is one of the main Holding Statements to be developed before or at the start of a pandemic: informing other staff members that one or more of their co-workers have been infected by the pandemic. Due to the extreme likelihood of at least some staff members being infected, it is important to develop this holding statement for the potential eventuality of it happening.

This holding statement is important as it keeps staff informed, allows for contact tracing, lets those who have been in contact with the infected staff to come forward and get tested, and helps reinforce the need to double down on precautionary measures.

This is a sample format of the circular for internal communication.

Inform Staff of Suspected Infectious Diseases Case / Hospitalization of Staff

Dear Colleagues

Immediate – Infectious Diseases Precautionary Notification for All Staff 

Please be informed that we have sent _________________ (Name of employee) to ____________ (Name of hospital) for observation on _______ (Date). This is a precautionary measure, and tests are being carried out to confirm the diagnosis. Nevertheless, actions have been taken to disinfect the place immediately.

As an additional precautionary measure, officers who have been in direct personal contact with the suspected patient are to return home for self-quarantine immediately. The 7-day quarantine period will start tomorrow and will be treated as medical (or unrecorded) leave. A separate email will be sent to the concerned staff shortly.

Officers on self-quarantine are advised to make necessary arrangements so that they can work from home. A follow-up email with instructions on returning to the office will be sent to these officers.

We will release further information as soon as it is available.

The safety and well-being of our employees are our priority, and any officer with suspected symptoms should contact ____________ (Spokesperson’s name, email address and telephone number) for more details.

Thank you.

<Name of Head of HR>

<Designation of HR Management Staff>

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