Sample Letter to Employees for COVID-19 Infection [+Template]

Template of communication to provide employees if there is a COVID-19 infection in the workplace.

by Aimie Ye - June 25th, 2020

As COVID-19 numbers continue to linger with the Delta and Omicron variants, it is realistic and necessary for HR pros to have a plan of action if a team member tests positive. Discussing this topic with your employees is not easy, as you are expected to be communicative and sensitive while having a clear game plan and respecting employee privacy.

Download The Sample Communication Letter Template

In this guide, you’ll find tips on how to proceed when an employee tests positive for COVID-19, as well as a complete sample communication letter template.

Tips for Handling a Positive COVID-19 Test in the Workplace

Be Supportive

If an employee has notified you that they have tested positive for the coronavirus, make sure first and foremost to offer your emotional support. As an HR professional, you are experienced in having difficult conversations -- let your team member know you are there to support them as best you can.

Complete a Risk Assessment

In order to ensure the safety of your team, make sure to ask the employee about their whereabouts within the past 14 days, and identify if there are shared areas or specific team members at heightened risk. In addition to workspaces, identify any third-party meetings that the team member may have been involved in. Once you identify these points, it is your job to inform employees at higher risk that they may have been in close contact with the affected team member. Do not mention the affected employee’s name or any features about them -- and respect their confidentiality per ADA/HIPAA requirements around medical information.

Review Company Policies

Make sure you have a full understanding of what your company policy is around EFMLA, EPSL and other paid leave policies relevant to COVID-19. Communicate these options clearly to your employee or communicate work-from-home expectation if working remotely. Review privacy regulations and HIPAA requirements around confidentiality for team members that have tested positive.

Set Clear Return Date Instructions (if applicable)

In order to help support a safe work environment, make sure you're clearly educated on when the employee can return to the workplace after they've notified you of a positive test. Follow newest CDC guidelines regarding criteria to discontinue home isolation, and communicate this clearly to employees.

Sample Communication Template to Employees (for COVID-19 in the Workplace)

Last, but certainly not least, send an email to employees to notify them of the current situation. Here’s our template for communication to provide employees if there is a COVID-19 infection in the workplace.
-------------------------------------------------------------------------------------

Dear [employee name]:

Please be advised that [Company name] was notified that an employee has [tested positive/insert circumstances] for COVID-19. As an immediate response to protect the health and safety of our workforce, we are [notifying all employees/insert preventative action taken, such as temporary closure or other action].

We are also taking the following steps (as applicable):

We ask that you abide by the following federal Centers for Disease Control and Prevention (CDC) guidelines to protect your health and those around you:

• Wash your hands often with soap and water for at least 20 seconds, especially after you have been in a public place, or after blowing your nose, coughing, or sneezing.

• If soap and water are not readily available, use a hand sanitizer that contains at least 60 percent alcohol. Cover all surfaces of your hands and rub them together until they feel dry.

• Avoid touching your eyes, nose, and mouth with unwashed hands.

• Follow all recommendations provided by the CDC here: https://www.cdc.gov/coronavirus/2019-ncov/community/index.html.

If you, or someone in your household, exhibits COVID-19 related symptoms, please notify [HR or other/contact info] so that we may track any potential outbreaks within our company. All such personal information will be maintained confidentially.

Your health and safety are our priority. We are immediately assessing this situation and will contact you by [insert reasonable date/legally compliant date based on company action] via [email/phone] with any/all relevant workplace notices detailing your rights and protections as our employee.

You may contact [HR or other/contact info] with your questions.
These are trying times for us all, and we are here for you.

Yours,
[name]
[contact information]

Subscribe to Beyond The Desk to get insights, important dates, and a healthy dose of HR fun straight to your inbox.