Workplace flu vaccination cost & booking
On-site flu clinics quoted for your team and arrangements. No setup fee or call-out charge; your written quote confirms the rate for your team.
Quoted per person, per vaccination administered. Pricing depends on team size, location and the clinic arrangements. Request a written quote for the rate that applies to your organisation. The flu offer does not apply to hepatitis B or other occupational health vaccinations.
What is included in an on-site flu clinic?
- The seasonal flu vaccine and administration by a registered pharmacist.
- Validated cold-chain transport and clinical equipment.
- Paper consent and medical screening forms, completed on the day.
- Individual clinical screening, observation and aftercare advice.
- An anaphylaxis kit and a trained responder at the clinic.
- A personalised employee FAQ sent in advance for you to circulate.
- Aggregate uptake reporting within 48 hours.
There is no setup fee or call-out charge. Clinics are generally most economical from around 15 people at one location; smaller teams can enquire but may receive a higher per-person quote. Fifteen is a planning guide, not a published price band.
If 50 people register but only 30 are vaccinated, what do we pay?
You are invoiced for the 30 vaccinations administered. Staff who do not attend or who are clinically deferred are not counted as vaccinations.
How the bill is worked out: the per-person rate on your accepted quote, multiplied by the number of vaccinations actually administered. There is no setup fee and no call-out charge. Confirm any applicable tax treatment on the written quote.
What should we confirm before booking?
| Detail | What to agree in writing |
|---|---|
| Price and headcount | The per-vaccination rate, expected attendance and what happens if that estimate changes before the clinic. |
| Sites and shifts | Each address, clinic window, pharmacist staffing and any induction requirements. |
| Cancellation or postponement | Notice periods and any applicable fee. Our existing terms say cancellation with less than 48 hours’ notice may incur a fee; ask for the amount before accepting. |
| Payment | Purchase-order requirements, invoice recipient, payment deadline and whether any deposit is required. |
| Reporting | The workforce denominator for uptake, site totals and who should receive the aggregate report. |
Individual no-shows are different from cancelling a booked clinic. The vaccination charge is based on doses administered; any agreed cancellation terms are set out separately. See our terms and conditions.
What does hepatitis B or another occupational vaccination cost?
These programmes need a separate quote. The number of doses, existing vaccination records, required visits and any antibody testing affect the cost. Tell us the roles and occupational exposures involved; do not send employees’ medical histories through the quote form. See occupational health vaccination.
Are employer-funded flu vaccinations tax-exempt?
Qualifying employer-provided and reimbursed seasonal flu vaccinations are exempt from Income Tax and National Insurance from 6 April 2026. Salary-sacrifice arrangements are excluded. Read our tax and benefits guide and confirm your scheme with payroll.
What do you need to produce a quote?
Your organisation’s name, postcode, expected number of participants, preferred dates, shift patterns and any additional sites. We return quotes within 24 hours. Use our clinic preparation checklist to plan the next steps.
Tell us about your team
Send your location, expected attendance and preferred dates. We return a tailored quote within 24 hours.
Request a quoteCosts and attendance
How much does it cost to have a pharmacist come to our office and vaccinate our staff against flu?
We quote per person, based on your postcode, headcount and clinic arrangements. There is no setup fee and no call-out charge, and you are billed only for vaccinations administered. Send us those details and we will come back within 24 hours.
We have 15 people in one London office, what would the total cost be?
Pricing is per person and depends on volume, so a written quote is the only reliable figure. Send us your headcount and London address and we will confirm the rate for your booking within 24 hours.
What would a workplace flu clinic cost for 30, 50 or 100 employees?
The per-person rate reduces as headcount rises, so the cost for 30 people is not simply three times the cost for 10. We do not publish a band table because the rate also depends on location and the number of sessions required. Tell us the headcount at each address and we will quote.
What is included in the per-person price?
The flu service includes vaccine administration, cold-chain transport, screening and paper consent, clinical equipment, observation and aftercare, an advance personalised employee FAQ and aggregate reporting within 48 hours.
How is our rate worked out?
Your rate depends on the number likely to attend at each address, the sessions required and the location. Send us those details and we will return a written quote within 24 hours. We do not publish rates, because a figure quoted without knowing your arrangements would not be one you could rely on.
Does the price come down with the number booked or the number actually vaccinated?
Pricing reduces with team size, but the quote must explain which headcount determines the agreed rate and what happens if attendance changes. The final vaccination count determines how many administered doses are billed.
Are there any setup fees, travel costs, call-out charges or minimum invoice amounts?
HYL’s advertised flu service has no setup fee or call-out charge. Confirm the all-in rate for your postcode and whether any minimum invoice or special session condition applies before accepting; do not infer unpublished terms.
If 40 people sign up but only 27 receive a vaccination, what do we pay?
You are billed for the 27 doses actually administered, at the per-person rate on your accepted quote. Sign-ups who do not attend, and anyone deferred on clinical grounds, cost you nothing.
Are staff who decline, do not attend or are medically deferred excluded from the bill?
Yes. A refusal, no-show or clinical deferral is not an administered vaccination. Keep this distinction separate from any agreed cancellation or postponement terms for the booking itself.
We have fewer than 15 staff, can we still book, and how would the price change?
You can enquire. Around 15 attendees at one location is an economy guide, not a promise that every smaller booking is unavailable; smaller clinics may have a higher per-person quote.
Agreeing the booking
What information do you need from me to provide a workplace vaccination quote?
Send each workplace address, expected attendance, preferred dates, shift windows, room arrangements and access restrictions. Add the billing entity, purchase-order requirements and a named organiser so the proposal can reflect your actual site.
Can you send a written quote within 24 hours, and does that mean working hours or calendar hours?
HYL’s published commitment is to return quotes within 24 hours. If a procurement deadline depends on a precise cut-off, tell us the deadline and ask for confirmation of the response time; working-hour qualifications are not specified publicly.
How long is the quote valid, and when is the clinic date actually reserved?
The published terms state that quotes are valid for 30 days. A quote is not proof that a date is held: obtain written booking confirmation and ask how long any provisional date can be reserved.
Do we pay a deposit or booking fee, and is it additional to the final vaccination bill?
Confirm any deposit or booking payment in the written proposal, including whether it is refundable and whether it is credited against or additional to the vaccination bill. No standard deposit amount is published here.
When do we pay, and what are your invoice payment terms?
Ask for the payment due date, accepted payment method and any advance-payment requirement before approving the booking. A universal invoice deadline is not published, so your finance team should use the agreed written terms.
Can you accept a purchase order and complete our supplier onboarding forms?
Send your purchase-order and onboarding requirements with the enquiry. Ask HYL to confirm the documents and payment process it can support before setting a clinic date that depends on supplier approval.
Can you invoice each company, cost centre or site separately?
Provide the legal entities, site codes and billing contacts before booking. Ask for written confirmation of any split-invoice arrangement; do not assume invoices can be reallocated after the clinic.
How late can we change our expected headcount without changing the agreed price?
Agree the final headcount deadline and whether a change affects price, stock or staffing. Notify HYL promptly of a material increase or decrease rather than relying on the original estimate.
What are the cancellation, postponement and refund terms?
The existing terms say cancellation with less than 48 hours’ notice may incur a fee. Obtain the amount, postponement process and treatment of any money paid before accepting the quote.
If your pharmacist cannot attend or vaccine supply changes, what happens to our booking and any money paid?
Agree a named contact, notification method and options for rebooking or cancellation if staffing or supply changes. Ask the proposal to specify treatment of any advance payment; do not assume an automatic refund or replacement date.