The GP Letter

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Terms and Conditions – The GP Letter

Last Updated: January 22, 2026
Company: Medestra Ltd
Service Provider: Dr Laurence Tew (GMC: 7436725)
Website: thegpletter.co.uk
Contact: support@thegpletter.co.uk

1. Introduction and Acceptance

1.1 These Terms and Conditions (“Terms”) govern your use of The GP Letter service provided by Medestra Ltd (“we”, “us”, “our”).

1.2 By submitting a request for a medical letter through our service, you acknowledge that you have read, understood, and agree to be bound by these Terms.

1.3 If you do not agree to these Terms, you must not use our service.

2. Service Description

2.1 What We Provide

The GP Letter is a private medical documentation service that provides the following types of letters:

  • Sick notes (fit notes) for work
  • Fit-to-work certificates
  • University absence letters
  • Gym membership cancellation letters
  • Travel medication confirmation letters

2.2 Medical Review Process

All letters are reviewed and signed by Dr Laurence Tew, a GMC-registered medical practitioner (GMC: 7436725), based on information you provide through our submission form.

2.3 Delivery Time

Letters are typically issued within 12 hours of submission, subject to GP review and approval.

2.4 Pricing

The cost per letter is £22.95, which must be paid at the time of submission via our secure Stripe payment gateway.

3. Nature of Private Medical Certificates

⚠️ IMPORTANT: Private Certificate vs NHS Fit Note

Our service provides private medical certificates, which are different from NHS fit notes (official “Statement of Fitness for Work”).

Key Differences:

NHS Fit Notes:

  • Employers are legally required to accept valid NHS fit notes
  • Free for absences over 7 days
  • Issued following clinical assessment (in-person, phone, or video consultation)
  • May include workplace adjustment recommendations

Private Medical Certificates (Our Service):

  • Based on information you provide through our online form
  • Reviewed and signed by GMC-registered doctor
  • Employers have discretion whether to accept them
  • NOT legally required to be accepted in the same way as NHS fit notes. Not accepted by DWP or for Statutory Sick Pay

3.1 Employer Acceptance

We strongly recommend checking with your employer or HR department BEFORE purchasing to confirm they accept private medical certificates.

According to UK Government guidance (GOV.UK), healthcare professionals working in private practice may produce private medical certificates which “may be accepted by your employer as medical evidence in the same way as a fit note, but this would be subject to their agreement.”

Reference: GOV.UK – The fit note: guidance for patients and employees

While the majority of employers do accept private medical documentation, acceptance is at their discretion and not a legal requirement.

4. Refund Policy

4.1 When Refunds ARE Available

Full refunds (£22.95) are available ONLY in the following circumstances:

4.1.1 We Cannot Issue Your Letter

  • After reviewing your request we determine we cannot issue a letter based on the information provided
  • You will receive an email offering a refund option
  • Refunds processed within 3-5 business days via Stripe

4.2 When Refunds Are NOT Available

NO REFUNDS will be issued in the following circumstances:

4.2.1 Employer Rejection ❌

  • Your employer, university, gym, or organisation chooses not to accept the private medical certificate
  • As stated in our submission form and these Terms, employers have discretion over acceptance of private certificates
  • This is NOT a failure of our service
  • You are responsible for checking your employer’s policy before purchasing

4.2.2 Insufficient Information ❌

  • You provided incomplete or inaccurate information that prevented letter issuance
  • You failed to respond to requests for additional information within 7 days
  • Information provided does not support the requested letter type

4.2.4 Change of Mind ❌

  • Once a letter has been issued and delivered to you, no refunds for change of mind
  • You decided not to use the letter
  • You found alternative documentation
  • You returned to work sooner than expected

4.3 Refund Process

When a refund is approved:

  • Method: Refunds processed via Stripe to your original payment method
  • Our Processing Time: 3-5 business days from approval
  • Bank Processing: Additional 5-10 business days to appear in your account (varies by bank)
  • Confirmation: You will receive two emails – one from us confirming refund approval, one from Stripe confirming processing

5. Your Responsibilities

5.1 Before Purchasing

Check Employer Policy:

  • ✓ Verify your employer/organisation accepts private medical certificates
  • ✓ Review their sick leave and documentation requirements
  • ✓ Confirm acceptance requirements with HR if unsure
  • ✓ Ask specifically whether they accept private GP letters or only NHS fit notes

Understand Our Service:

  • ✓ This is a private medical documentation service
  • ✓ Letters are based on information YOU provide
  • ✓ We do not conduct clinical examinations or review medical records
  • ✓ This is not a replacement for GP consultation or medical advice
  • ✓ This is not an emergency medical service

5.2 When Submitting Information

5.2.1 Accuracy

  • All information must be truthful and accurate
  • Provide detailed description of your medical condition/symptoms
  • Include relevant dates and circumstances
  • Do not exaggerate or fabricate symptoms

5.2.2 Completeness

  • Provide sufficient detail for a medical professional to understand your situation
  • Respond promptly to requests for additional information (within 7 days)
  • Include any relevant medical history if applicable

5.2.3 Appropriate Use

  • Only request letters for legitimate medical reasons
  • Do not request letters for non-medical circumstances (e.g., workplace disputes, personal reasons)
  • Ensure requested period does not exceed 28 days

6. Service Limitations

6.1 What We Do NOT Provide

6.1.1 Clinical Services

  • ❌ No physical examinations
  • ❌ No review of medical records from other healthcare providers
  • ❌ No diagnoses or treatment plans
  • ❌ No prescription of medications
  • ❌ No ongoing medical advice or care
  • ❌ No emergency medical services

6.1.2 Letter Scope Restrictions

  • Maximum 28-day period per letter
  • Cannot include information you did not explicitly provide
  • Cannot make clinical assumptions or inferences beyond reported symptoms
  • Cannot guarantee employer/organisation acceptance

6.1.3 Legal Guarantees

  • We cannot guarantee your employer will accept the letter
  • We cannot guarantee Statutory Sick Pay (SSP) eligibility
  • We cannot provide legal advice about your employment rights
  • We cannot provide fitness to drive certifications
  • Letters are for documentation purposes only

6.2 Mandatory Disclaimer in All Letters

All letters include the following statement:

“This letter is based upon information provided by the patient.”

This makes clear that:

  • The letter reflects YOUR reported symptoms/circumstances
  • No clinical examination was performed
  • No medical records were reviewed
  • The doctor relied on your self-reported information
  • The letter is a documentation service, not a clinical service

7. Medical Professional Discretion

7.1 Right to Decline

We reserve the right to decline any letter request if:

  • The information provided is insufficient to support the request
  • The request falls outside the scope of the service
  • The request would violate GMC guidelines or medical ethics
  • The request appears to be for non-medical purposes
  • The information provided raises safeguarding concerns
  • The request requires clinical examination or investigation

7.2 Request for Additional Information

We may request additional information before making a final decision.

8. Payment Terms

8.1 Pricing

  • All letters: £22.95 per letter
  • Payment required at time of submission

8.2 Payment Method

  • Secure payment via Stripe
  • Accepted cards: Visa, Mastercard, American Express

8.3 No Subscription

  • This is a one-time payment service
  • No recurring charges
  • Each letter request requires separate payment

9. Data Protection and Privacy

9.1 Information We Collect

  • Personal details (name, date of birth, contact information)
  • Medical information (symptoms, conditions as you report them)
  • Payment information (processed securely via Stripe)

9.2 How We Use Your Information

  • To generate your requested letter
  • To communicate with you about your request
  • To process payments
  • To improve our service
  • As required by law

9.3 Data Security

  • All data stored securely in encrypted systems (Google Workspace Business Standard)
  • Access limited to Dr Tew and authorized personnel
  • GDPR compliant
  • For full details, see our Privacy Policy

10. Limitation of Liability

10.1 Our Liability

To the fullest extent permitted by law:

  • We provide this service on an “as is” basis
  • We are not liable for employer decisions to accept or reject letters
  • We are not liable for any employment consequences resulting from employer decisions
  • We are not liable for delays in employer processing of letters
  • We are not liable for loss of income, benefits, or employment
  • We are not liable for consequences of information you provide being inaccurate

10.2 Maximum Liability

Our maximum liability to you for any claim arising from use of our service is limited to the amount you paid for the letter (£22.95).

10.3 Exclusions

Nothing in these Terms excludes or limits our liability for:

  • Death or personal injury caused by our negligence
  • Fraud or fraudulent misrepresentation
  • Any liability which cannot be excluded by law

11. Intellectual Property

11.1 Letter Ownership

  • The letter belongs to you once issued
  • You may use it for its intended purpose
  • You may not modify or alter the letter in any way
  • You may not reproduce it for fraudulent purposes

11.2 Service Materials

  • All website content, logos, and branding remain our property
  • You may not reproduce our materials without permission

12. Acknowledgment and Agreement

By using our service, you acknowledge and agree that:

  • ✓ You have read and understood that this is a private medical certificate service
  • ✓ You understand private certificates are not the same as NHS fit notes
  • ✓ You understand employers have discretion over accepting private certificates
  • ✓ You have checked (or accept responsibility for not checking) your employer’s policy before purchasing
  • ✓ You understand refunds are NOT available if your employer chooses not to accept the letter
  • ✓ You have provided accurate and complete information
  • ✓ You understand this service does not include clinical examination or medical records review
  • ✓ You understand letters are capped at 28-day periods
  • ✓ You agree to the refund policy as stated in these Terms
  • ✓ You have read the section on Nature of Private Medical Certificates
  • ✓ You understand the letter will include the disclaimer: “This letter is based upon information provided by the patient”

13. Changes to Terms

13.1 We may update these Terms from time to time by posting updated Terms on our website.

13.2 Continued use of the service after changes constitutes acceptance of updated Terms.

13.3 Material changes will be notified via email to active users.

14. Governing Law

14.1 These Terms are governed by the laws of England and Wales.

14.2 Any disputes will be subject to the exclusive jurisdiction of the courts of England and Wales.

15. Contact Information

If you have questions about these Terms, please contact us:

Email: support@thegpletter.co.uk
Company: Medestra Ltd
Service Provider: Dr Laurence Tew (GMC: 7436725)

By submitting a request through The GP Letter service, you confirm that you have read, understood, and agree to be bound by these Terms and Conditions.