Inviting your team to a workplace flu clinic

HYL Health · Employer information · Updated 3 October 2026

Communicating the offer

What should our first email to staff say about the workplace flu clinic?

Give the date, room, who is eligible, that the company is paying, how to book and the booking deadline. Say that taking part is voluntary and that the pharmacist checks suitability on the day. You can copy the announcement below.

Can you provide a personalised employee FAQ with our organisation's name and clinic details?

Yes. We send a personalised employee FAQ with your organisation's name, clinic date, room and booking instructions, ready for you to circulate.

What posters, intranet copy or reminder messages can we use?

Use the short announcement below for your intranet, a poster or a Teams message. Just add the date and booking link.

When should we send the first announcement and how often should we remind people?

Send the first announcement as soon as the date is confirmed, a reminder before the booking deadline and a final one the day before. Three messages is usually enough.

How do we explain that the company is paying and participation is voluntary?

Try: “The company is paying for a flu vaccination for anyone who would like one. Taking part is voluntary, and the pharmacist will check it is suitable for you.”

How do we reach night workers, people without company email and staff on leave?

Use shift briefings, noticeboards and WhatsApp or text groups as well as email. Tell us the shift times and we will plan sessions that reach night workers too.

What can we say about benefits and side effects without overselling the vaccine?

Keep it simple: the vaccine is the best way to protect against flu, it does not stop every winter bug, and some people get a sore arm or feel tired for a day or two. Anyone with questions can ask our pharmacist.

How can managers encourage uptake without pressuring people?

Explain how to book, confirm that time off is covered and book an early slot themselves. They should not ask anyone for their reasons or compare teams.

Can you provide accessible or translated information, and who checks its accuracy?

Tell us about any format or language needs when you book and we will agree the best way to provide the information. Machine translation is not reliable for medical content.

What practical steps tend to improve attendance without offering inappropriate incentives?

Run the clinic on paid time, make booking easy, pick a room people pass every day and send a reminder the day before. Those steps make the biggest difference.

From sign-up to consent

Do employees need to sign up in advance or can they attend on the day?

We recommend booked slots, as they keep queues down and help us bring the right number of doses. A short drop-in window at the end can catch anyone who missed their slot.

Who manages the appointment list, and can you provide a timetable template?

Your organiser keeps the appointment list and sends us the final version the day before. We can give you a simple timetable template with five-minute slots.

What details belong on our sign-up sheet and what should be left off it?

Name, work contact and slot only. Medical history, medicines, allergies and reasons for declining stay off the list; employees tell our pharmacist those in private.

Are consent and medical screening forms completed before the clinic or on the day?

On the day. Our pharmacist brings paper forms, and each employee completes theirs in private. The FAQ you circulate beforehand explains what to expect.

Do you bring paper forms, and can employees see a sample beforehand?

Yes. We bring paper forms to the clinic and can send a sample in advance for your procurement team or staff to see.

How much time should we allow staff to complete their forms?

A couple of minutes is usually enough, and it is included in the five-minute slot. Anyone who needs longer is given it.

Can an employee change their mind after signing up or withdraw consent before the jab?

Yes. Booking a slot does not commit anyone, and they can change their mind at any point before the vaccination.

What happens if an employee needs help reading or completing the consent form?

Our pharmacist will help them in private and take the time needed. Nobody else should complete the form for them.

How do you confirm informed consent without a manager answering on the employee's behalf?

Our pharmacist talks each person through the vaccine and confirms they are happy to go ahead. Consent always comes from the employee, never from a manager or a group booking.

What should we do with a medical question emailed to HR during sign-up?

Reply to say that medical questions are best answered by the pharmacist, and give them our contact details. Then delete or secure the email under your own privacy procedures.

A staff announcement to adapt

Subject: Optional flu vaccination at work, [date]

We are arranging a workplace flu clinic with HYL Health at [location] on [date], from [time]. The company will pay for [eligible staff group] who choose to attend.

To request a slot, [booking instructions] by [deadline]. Taking part is voluntary. The pharmacist will check suitability and ask for your consent on the day. Please read the employee information before attending, and do not send medical details to HR.

For access requirements or timetable questions, contact [organiser]. For a confidential clinical question, contact HYL to arrange a private discussion. If you have already had this season’s flu vaccine, tell the pharmacist before booking another vaccination.

A short reminder

Our optional flu clinic takes place on [date] in [room]. If you have a slot, please follow the arrival instructions. If your plans have changed, tell [organiser] so we can update the timetable. Medical questions should go directly to the pharmacy team.