Do not lie, exaggerate, minimise genuine symptoms, make unsupported accusations or give absolute answers that do not accurately reflect your situation.
You should also avoid trying to appear more or less unwell than you really are. Instead, explain honestly how your health affects specific duties, what you can currently manage, what causes difficulty and what workplace support may help.
An occupational health assessment is not a test that you pass by finding the “right” words. Its purpose is usually to help your employer understand how your health and work affect each other and what support, adjustments or return-to-work arrangements may be appropriate.
Key takeaways:
- Be truthful rather than trying to influence the assessment.
- Describe how your health affects particular duties, not just how you feel generally.
- Separate facts about workplace events from accusations or medical conclusions.
- Ask how your information and occupational health report will be used.
- Discuss practical support rather than demanding a predetermined outcome.
What Is Occupational Health, and What Is The Assessment For?
Occupational health is a work-focused medical service. Employers may use it when someone is struggling with their physical or mental health, returning after sickness absence, requesting workplace support or facing a health and safety concern.
The assessment may consider:
- How your health affects your ability to do your job
- Whether your job is affecting your health
- Whether you are fit for particular duties
- What temporary or permanent adjustments might help
- Whether a phased return or further review is appropriate
Occupational health is not the same as HR. The Society of Occupational Medicine describes occupational health as clinically led and independent from HR, although the two functions may work alongside each other.
Your employer normally remains responsible for employment decisions. The occupational health professional provides medical and work-related advice rather than deciding whether you will be dismissed, disciplined, promoted or granted a particular working arrangement.
Acas states that it is ultimately up to the employer to decide whether to implement occupational health recommendations, subject to its legal obligations.
What Not To Say To Occupational Health and What To Say Instead?
1. Do Not Say “I’m Completely Fine” When You Are Struggling
Some workers minimise symptoms because they feel embarrassed, fear being judged or worry that disclosure could affect their employment.
However, saying that everything is fine can prevent the adviser from understanding your limitations. It may also result in a report that does not identify support you genuinely need.
Say this instead:
“I can manage my routine administrative duties, but I am currently struggling with concentration, long meetings and tight deadlines.”
Describe what you can do as well as what you find difficult. This gives the adviser a more accurate picture than a broad statement such as “I’m fine” or “I can’t cope.”
2. Do Not Exaggerate or Invent Symptoms
You do not need to present the worst possible version of your condition to be taken seriously.
Exaggerated claims may make it harder to understand your actual needs, particularly when your symptoms fluctuate or affect some duties more than others.
Say this instead:
“My symptoms vary. On a difficult day, I may need to stop after 20 minutes of standing. On a better day, I can manage for about an hour with breaks.”
Specific information about frequency, duration and functional impact is more useful than dramatic or absolute wording.
3. Do Not Give Answers Designed To Produce a Particular Outcome
Avoid changing your answers, clothing, behaviour or presentation because you believe you need to “look ill” or “look well.”
You should not deliberately avoid eye contact, give unusually brief answers or select questionnaire responses that do not reflect your genuine experience.
Say this instead:
“This is what I am currently experiencing. I would like your professional assessment of how it affects my work.”
The assessment should be based on accurate information rather than a rehearsed performance.
4. Do Not Say “My Manager Caused My Illness” as a Settled Fact
Your manager’s conduct, workload or workplace environment may genuinely have affected your health. You should not conceal relevant events.
The difficulty arises when you present a complex question of medical causation or workplace responsibility as an established fact without explaining what happened.
Say this instead:
“My symptoms became worse after my workload increased in March. I was receiving urgent tasks late in the day and was regularly contacted outside my agreed hours.”
This describes the events and their reported effect without asking the occupational health professional to decide a grievance or determine legal liability.
5. Do Not Turn the Appointment Into A General Grievance Meeting
Occupational health can consider how workplace events affect your health. It does not normally investigate allegations, interview witnesses or decide whether misconduct occurred.
Where you have made a grievance, explain the health-related elements that are relevant to the assessment.
Say this instead:
“I have raised the conduct issue separately through the grievance process. For this assessment, the relevant impact is disrupted sleep, anxiety before meetings and difficulty concentrating.”
This allows occupational health to consider your support needs while leaving the investigation to the appropriate procedure.
6. Do Not Say “It’s None of Your Business” Without Explaining Your Boundary
You are not required to volunteer every private detail of your life. It is reasonable to ask why a question is relevant and how the answer will be used.
A blanket refusal, however, may prevent the adviser from understanding an important limitation or safety issue.
Say this instead:
“I would prefer not to discuss unrelated personal details, but I can explain the symptoms, treatment effects and limitations that are relevant to my job.”
You can also ask:
“Could you explain why that information is needed for the assessment?”
The ICO says employers should collect and use workers’ health information for clear, justifiable purposes and should process a proportionate amount of information.
7. Do Not Say “I Don’t Need Any Adjustments” Before Considering the Options
You do not have to accept an adjustment that is unsuitable. Nevertheless, rejecting every option immediately may close down a useful discussion.
Say this instead:
“I do not think that particular adjustment would work in my role. Could we discuss alternatives?”
Possible adjustments may include altered hours, amended duties, equipment changes, additional breaks, temporary home working or a phased return. GOV.UK lists flexible hours, equipment changes, alternative working locations and phased returns among possible reasonable adjustments.
8. Do Not Demand a Guaranteed Recommendation
Avoid statements such as:
- “You must sign me off.”
- “You have to make my employer let me work from home.”
- “You need to declare me permanently unfit.”
- “You must tell them to dismiss my manager.”
Occupational health can give an opinion, but it cannot guarantee that your employer will approve a particular arrangement.
Say this instead:
“The commute currently increases my pain and fatigue. Working from home on two days each week may reduce that difficulty. Would you consider this medically appropriate?”
This links the requested adjustment to a specific work-related effect.
9. Do Not Make Absolute Predictions
Recovery is not always predictable. Avoid unsupported statements such as:
- “I will never be able to return.”
- “I will definitely be better next week.”
- “This adjustment will solve everything.”
- “My condition will only get worse.”
Say this instead:
“My recovery date is uncertain. There has been some improvement, but I cannot yet manage my full hours consistently.”
Where relevant, mention the date of your next medical review and any information you expect to receive.
10. Do Not Compare Yourself With A Colleague
Two workers with the same diagnosis may have different symptoms, duties, treatment and support needs.
Saying that a colleague received home working or a phased return does not establish that the same arrangement is appropriate in your case.
Say this instead:
“This is how the condition affects my duties, and these are the changes that I believe may help.”
Reasonable adjustments are assessed according to the individual circumstances. Northern Ireland’s official guidance similarly explains that what is reasonable in one case may not be reasonable in another.
11. Do Not Hide a Safety-relevant Limitation
You should mention symptoms, treatment effects or limitations that could affect safe performance.
This could include:
- Drowsiness while driving
- Difficulty concentrating when operating equipment
- Problems lifting or working at height
- Reduced awareness during particular episodes
- A risk of sudden loss of balance
- Medication side effects affecting reaction time
Say this instead:
“My medication can cause drowsiness in the morning. I am concerned that this may affect driving or operating machinery.”
Hiding a relevant safety issue could prevent appropriate risk controls or adjustments from being considered.
12. Do Not Guess When You Do Not Know
You are not expected to know your exact recovery date, prognosis or future treatment plan.
Say this instead:
“I do not know yet. My next appointment is on 12 August, and I may have a clearer answer after that.”
An honest expression of uncertainty is better than an inaccurate prediction.
Phrases to Avoid and Better Alternatives
| Avoid saying | Why it may cause confusion | Better wording | Useful information to provide |
| “I’m fine.” | May minimise genuine limitations | “I can manage X, but I struggle with Y.” | Examples of affected duties |
| “I can’t do anything.” | Too broad to guide recommendations | “I cannot currently do X safely, but I can manage Y.” | Duration, frequency and severity |
| “My boss made me ill.” | Presents causation as settled | “My symptoms worsened after these events.” | Dates, workload changes and effects |
| “I need no adjustments.” | May end the discussion too early | “I am unsure which option would work best.” | Adjustments tried previously |
| “You must sign me off.” | Demands a predetermined outcome | “Could you assess whether I am fit for these duties?” | Fit note or treatment information |
| “I’ll never return.” | Predicts an uncertain future | “I am not currently able to return to full duties.” | Next review date |
| “It’s none of your business.” | Does not explain your concern | “Why is this information relevant?” | A clear privacy boundary |
What Would You Say to Occupational Health?
Test how you would respond during an occupational health assessment and build a practical appointment checklist.
How the session works
Choose the most useful response in six realistic workplace situations. You will receive an explanation after every answer.
Prepare for the appointment
Tick the items you have prepared. This checklist stays only on your device and is cleared when the page is refreshed.
Your preparation summary
How to Talk About Stress, Anxiety or Depression?
Mental health conditions can affect concentration, memory, sleep, confidence, communication and tolerance of particular working environments.
Describe these effects rather than relying only on the name of a diagnosis.
For example:
“Since the restructure, I have been waking during the night and experiencing panic symptoms before team meetings. I can complete focused individual tasks, but I am struggling with unplanned calls and confrontational meetings.”
Where work is contributing to stress, explain:
- What changed
- When it changed
- How often the problem occurs
- Which symptoms followed
- Which duties are affected
- What action might reduce the difficulty
You do not need to prove a legal case during the assessment. You need to help the adviser understand the relationship between the reported events, your health and your work.
Answer mental health questionnaires truthfully. Do not choose responses because you think a higher or lower score will secure a preferred outcome.
When a question is unclear or distressing, ask for it to be explained or rephrased. You may also request a short break.
What Should You Say During An Occupational Health Assessment?
A useful answer usually covers four areas.
What Can You Currently Do?
Explain which duties remain manageable and under what conditions.
For example:
“I can work at a computer for around 45 minutes before I need to change position.”
What Can't You Do Safely or Consistently?
Be specific about the task and the limitation.
For example:
“I cannot currently lift stock from floor level without significant pain.”
How Does Your Condition Change?
Mention fluctuations, triggers, better periods and treatment effects.
For example:
“My fatigue is usually worse in the afternoon and after travelling.”
What Support May Help?
You may suggest adjustments even when you are unsure whether they will be approved.
For example:
“A later start, additional breaks and a temporary reduction in customer-facing duties may help me return safely.”
Employers in Great Britain may have a duty to make reasonable adjustments where the Equality Act 2010 requirements are met. Northern Ireland has separate disability discrimination legislation, which also includes a duty to make reasonable adjustments in qualifying circumstances.
How To Prepare For The Appointment?
Read the referral information before the assessment where it is available.
Check:
- Why you have been referred
- Which questions your employer has asked
- Which job duties are under consideration
- Who is expected to receive the report
- Whether you will see the report before it is shared
- How consent can be withdrawn
Prepare a short work-impact record containing:
- Your main symptoms
- The duties they affect
- How often the problems occur
- What makes them better or worse
- Adjustments you have already tried
- Support that may help
- Important treatment or review dates
Useful documents may include your job description, fit note, medication list, relevant clinical correspondence and details of previous adjustments.
Do not memorise a script. Notes should help you remember facts rather than produce rehearsed answers.
Real-life Example: Discussing Work-related Anxiety Clearly
An Unhelpful Version
- “My manager is bullying me, the job has ruined my health, and I cannot return while they are there.”
- This combines an allegation, a medical conclusion and a permanent-sounding position without explaining the relevant events or functional impact.
A Clearer Version
- “Since the rota and reporting arrangements changed in April, I have experienced increased anxiety, disrupted sleep and difficulty concentrating before shifts. One-to-one meetings with my manager currently worsen my symptoms.
- A temporary change to communication arrangements and a phased return may help.”
The second version explains:
- What changed
- When it happened
- What symptoms followed
- Which work situation is difficult
- What support may help
It does not prevent the worker from pursuing a separate grievance.
Your Rights, Consent and Confidentiality
Can You Refuse An Occupational Health Assessment?
Acas states that a worker does not have to agree to an occupational health assessment.
However, taking part may help you obtain support, return to work safely and prevent your employer from making significant decisions without relevant medical information. Refusal may mean the employer has to proceed using the information already available.
Check your employment contract and occupational health policy before deciding. Obtain individual advice where disciplinary action, dismissal, discrimination or another legal dispute is possible.
Can The Report Be Shared Without Your Permission?
Acas says the occupational health adviser must ask for the worker’s permission before sharing the assessment with the employer. The employer should also explain how consent may be withdrawn.
A June 2026 parliamentary answer stated that individuals generally retain the right to withdraw consent to the processing or sharing of their personal information, although other legal obligations may sometimes apply. It also confirmed that occupational health professionals remain subject to data protection law, confidentiality duties and professional standards.
Confidentiality is therefore important, but it should not be described as absolute in every possible circumstance. Ask the provider to explain any limits before the assessment.
Who Can See The Report?
An employer should restrict health information to people who genuinely need access, such as an appropriate manager or HR professional. Acas says the employer must keep the information confidential and explain how it is stored and used.
The ICO states that workers should be told:
- How occupational health information will be used
- Who may receive it
- Why it may be shared
- Which organisation controls the information
- How to exercise their data protection rights
The occupational health provider and the employer may each be responsible for different records.
Is Health Information Protected by Data Protection Law?
Yes. Physical and mental health information is special-category personal data under the UK GDPR and Data Protection Act 2018, meaning additional rules apply to its processing.
This does not mean an employer can never process health information. It means the employer must have a valid reason, a lawful basis and appropriate safeguards.
Is an Occupational Health Report the Same as a GP Report?
No.
An occupational health report is usually focused on fitness for work, functional limitations and adjustments. A report from your GP or treating clinician is a separate process.
Where an employer asks your doctor for a medical report, Acas says it must obtain your permission, explain why the report is required and state who will see it. The employer should ask only for information it needs, not your complete medical records.
Does Your Employer Have to Follow Occupational Health Advice?
Not automatically.
Acas says it is up to the employer to decide whether to implement the recommendations, but the decision should reflect both organisational needs and the employer’s legal obligations.
A recommendation may also be relevant when deciding whether a proposed adjustment is reasonable. Employers should not simply ignore medical advice without considering it.
Can Occupational Health Sign You Off Work?
An occupational health report can provide an opinion about your fitness for work and recommend time away, restrictions or a phased return.
A fit note is a separate official statement issued by an eligible registered healthcare professional. Doctors, nurses, occupational therapists, pharmacists and physiotherapists can issue fit notes when acting within the relevant professional and clinical arrangements.
An occupational health appointment therefore does not automatically produce a fit note, even where the adviser believes you are not currently fit for your normal duties.
Misleading Occupational Health Advice To Avoid
“Say As Little As Possible”
- Incomplete information can lead to incomplete recommendations.
- Share relevant information clearly while maintaining reasonable boundaries around unrelated private details.
“Make Yourself Look Visibly Unwell”
- Do not change your appearance, eye contact or manner to influence the assessment.
- Present yourself naturally and describe your genuine experience.
“Pick Questionnaire Answers That Give You the Result You Want”
- Questionnaires should reflect what you are experiencing.
- Manipulating answers can distort the assessment and may result in unsuitable advice.
“Occupational Health is Always on Your Side”
- Occupational health should exercise independent clinical judgement, but the service is commonly commissioned by the employer.
- It supports both individual and organisational workplace-health decisions.
“Occupational Health is Just HR”
- Occupational health and HR have different roles.
- Occupational health professionals have clinical, confidentiality and professional obligations.
“Your Employer Receives Your Complete Medical Records”
- An occupational health report is generally work-focused.
- Where an employer separately requests information from your treating doctor, Acas says it should request only what it needs rather than your full medical records.
“Every Recommendation is Legally Binding”
- Occupational health recommendations are advisory.
- Separate legal duties, including reasonable-adjustment and health and safety obligations, may still affect what the employer is required to do.
What To Do After the Assessment?
Ask when the report will be prepared, who will receive it and whether you can review it before sharing.
Check the report carefully for:
- Your name and job title
- Important dates
- The description of your condition
- The duties you can and cannot manage
- Recommended restrictions
- Proposed adjustments
- Return-to-work advice
- Review dates
Raise factual inaccuracies promptly. There is a difference between an incorrect fact and a professional opinion with which you disagree.
For example:
“The report says I can drive for two hours, but I explained that my current limit is approximately 20 minutes. Please could this factual point be reviewed?”
Keep a written record of any adjustments agreed with your employer and when they will be reviewed.
Where concerns remain unresolved, you may raise them with:
- The occupational health provider
- Your manager or HR team
- Your employer’s data protection contact
- Your trade union
- Acas in Great Britain
- The Labour Relations Agency or Equality Commission in Northern Ireland
- A qualified employment adviser
Conclusion
Knowing what not to say to occupational health UK is not about hiding information, appearing more unwell or finding a perfect script.
The most reliable approach is to be honest, specific and work-focused. Explain what you can do, what you cannot currently do safely or consistently, how your symptoms fluctuate and which adjustments may help.
Separate confirmed events from allegations, avoid absolute predictions and ask clear questions about consent, confidentiality and the report. This gives occupational health the best opportunity to understand your situation and reduces the risk of avoidable workplace misunderstandings.
Editorial note: This article provides general workplace information and is not a substitute for individual medical or legal advice. Employment and disability discrimination rules differ between Great Britain and Northern Ireland.
Frequently asked questions
Can occupational health tell my employer everything I say?
Not ordinarily. Acas says the adviser must ask for your permission before sharing the assessment report. The provider should explain what will be included, who will receive it and any limits to confidentiality.
Should I tell occupational health about anxiety or depression?
Tell the adviser when the condition, symptoms or treatment are relevant to your job, attendance, safety or support needs. Focus on how the condition affects particular duties rather than feeling pressured to disclose every private detail.
Can I refuse to answer a question?
You can ask why a question is relevant and set a boundary around unrelated information. Refusing to provide information that is directly relevant may, however, limit the adviser’s ability to make informed recommendations.
Can I refuse an occupational health referral?
Acas says you do not have to agree to the assessment. Your employer may then need to make decisions using the information it already has, so consider the practical consequences and check your workplace policy.
Can occupational health overrule my GP?
It is usually inaccurate to say one automatically overrules the other. A GP report, fit note and occupational health report serve different purposes. Where advice conflicts, Acas recommends that the employer discuss it with the worker and try to agree the best course of action.
Can I see my occupational health report before my employer?
Acas says the adviser must ask for permission before sharing the assessment. Ask the provider whether its process allows you to review the report first. Do not confuse this with the separate statutory process that applies when an employer requests a report from your treating doctor.
What should I say about work-related stress?
Explain the events, dates, symptoms, affected duties and support you believe may help. Avoid presenting disputed allegations or medical causation as proven facts.
What happens if the report is inaccurate?
Contact the provider promptly, identify the exact factual error and provide the correct information. Ask about its correction or complaints procedure. You can also give your employer a written clarification where appropriate.
Does my employer have to make the adjustment occupational health recommends?
Not necessarily. The recommendation is advisory, although the employer must properly consider its legal obligations. A disabled worker may have a legal right to reasonable adjustments where the relevant statutory conditions are met.
