Fitness letter template for school, sport and travel

Patients ask for letters saying they are fit to return to school sport, to travel, to start a course or to go back to a particular activity. These letters are short but carry your name. This page gives a neutral template, an invented return-to-sport example, the traps to avoid, and how ClearPass drafts such a letter.

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Scope comes first

A fitness letter states your opinion about a named activity, based on an assessment on a given date. It is not a general declaration that someone is healthy. Be specific about the activity (school physical education including contact sport, a long-haul flight, a hiking trip), about what you assessed, and about any limits or conditions.

Requirements vary. Airlines, schools, sports bodies and employers may have their own forms, and what a certificate must contain differs from one country to another. Check what the receiving organisation asks for and what applies where you practise. If a question is outside your competence, such as specialist diving fitness, say so and refer.

Blank fitness letter

Template

To whom it may concern / [organisation]

Re: fitness for [specific activity]
Patient: [identifiers as required]

I assessed this patient on [date] at their request, in relation to [activity].

Relevant history: [brief, only what bears on the activity]
Assessment: [what was examined or reviewed]

Opinion: in my opinion the patient is fit / fit with the following conditions / not fit for [activity] at present.
Conditions or limits: [ ]
Valid until / review: [ ]

This opinion is based on the information available at the time of assessment.

[Name, role, clinic, contact]
[Signature]   Date: [ ]

Copy and adapt. Headings are a common layout, not a regulatory standard.

Filled example: return to school sport

Example

Re: fitness to return to school physical education

I assessed this patient today at the family's request, in relation to returning to physical education and school sport.

Relevant history: 12-year-old who sustained a fracture of the left distal radius 8 weeks ago, treated in a cast for 5 weeks. Cast removed 3 weeks ago. Has completed home exercises.

Assessment: no pain at rest or on use. Full range of wrist movement compared with the right side. Grip strength slightly reduced on the left. No tenderness over the fracture site. Follow-up X-ray report from the fracture clinic states the fracture has healed.

Opinion: fit to return to physical education now for non-contact activities. Return to contact sports and activities with a high risk of falls on the outstretched hand from 2 weeks' time, provided there is no pain.
Conditions: stop and seek review if pain recurs.

[Name, role, clinic]

Invented example for illustration. Not a real patient.

Traps with fitness letters

Writing fit for all activities when you assessed one thing.
Issuing a letter without an assessment, based only on a request by message.
Leaving out conditions you discussed, such as carrying medicines or avoiding contact sport for two weeks.
Confirming fitness for something that needs specialist assessment.
No date or review point, so an old letter is used long after the situation changed.

How ClearPass drafts a fitness letter

There is no single fitness-letter button. In Documents, choose Something else and say what you need in the box, for example a school letter, fitness to return to non-contact PE now, contact sport in 2 weeks. The letter is written from the visit note and adds nothing clinical the note does not say, so the assessment details you rely on must be in the note.

Travel letters work the same way, for instance a letter listing the medicines the patient is carrying, taken from the medicines in the note. ClearPass does not know what a particular airline, school or employer requires and does not fill their forms. Review the draft, check it against the receiving organisation's requirements and your local rules, and sign only when it matches your opinion. For time off work rather than fitness for an activity, use the sick note template; for a longer formal summary, the medical report template.

What ClearPass does not do

It does not replace your judgement. Every note is an AI draft that you review and correct before it is used.
It is not a medical device and does not make clinical decisions. It is a documentation aid.
It does not connect to your EMR. The note is copy-ready text that pastes into any system.

Privacy

Clinical note content is not stored on ClearPass servers: it is processed to write the note, then discarded. Consultation audio is transcribed and discarded, never stored. Your note history stays in your browser, on your device, and you choose how long it is kept. Common identifiers are removed from typed and transcribed text before it reaches the AI; that is a best-effort safeguard, so leave names, ID numbers and file numbers out where you can. Processing goes through the AI providers named in our Privacy Policy, which sets out exactly what each one receives and how long it keeps it. ClearPass does not sign HIPAA business associate agreements today.

Questions

Can I write a fitness letter without seeing the patient?

It is safer to assess the patient, in person or remotely, before giving an opinion. State in the letter how the assessment was done.

How long is a fitness letter valid?

State a review date or validity period in the letter. Organisations may set their own limits.

Can ClearPass fill an airline or school form?

No. It drafts the letter text from your note. You transfer it to any required form, check it and sign.

What does ClearPass cost?

The 7-day trial is free, needs no card and simply ends after 7 days, with no automatic charge. After that there is one plan: $78 a month or $858 a year, with every visit transcribed.

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