LTFT Notification Templates

Subject: NHS England - [Insert LO] - Confirmation of Submitted Application for Change in Hours (LTFT) - [Insert LTFT Ref]

Dear [Doctor’s Name],

Thank you for submitting your Less Than Full Time (LTFT) application on [Insert Submitted Date]. Your reference number is [Insert LTFT Ref].

What Happens Next?

Your application has been sent to your Local Office ([Insert LO]) for review. You will receive an update on the progress of your application within the next two weeks.

Please allow at least two weeks before contacting your Local Office regarding the status of your application.

Making Changes to Your Application

If you wish to edit or withdraw your submitted application, you can do so via the TIS Self-Service platform. [Insert Link to TIS Self-Service]

• To Edit: Select ‘Unsubmit’ to update your application and then re-submit it.

• To Withdraw: Select ‘Withdraw’ to delete your application.

Resolving Any Issues

If your Local Office is unable to process your application, you will receive an email explaining the reason. This may include your application being reverted to an unsubmitted state, allowing you to make necessary changes and re-submit.

For any further queries, please contact your Local Office Support Team. [Insert TSS support]

Kind Regards,
[Insert LO Office]

(Please note: Health Education England is now part of NHS England, and our systems will be updated accordingly.)

Workforce, Training and Education
NHS England

Subject: NHS England - [Insert LO] - Confirmation of Withdrawn LTFT Application ([Insert LTFT Application Ref])

Dear [Doctor’s Name],

Your Less Than Full Time (LTFT) application ([Insert LTFT Application Ref]) has been withdrawn on [Insert Date].

Reason for Withdrawal:

[Insert Reason by Admin / Resident Doctor initiated action]

Who Withdrew the Application:

• [Resident Doctor/ LO Admin Name]

As your application has been withdrawn, no further changes can be made. If you wish to apply for Less Than Full Time (LTFT) training in the future, you will need to submit a new application via the TIS Self-Service platform ([Insert TSS Link]).

For any further queries, please contact your Local Office Support Team.[insert TSS support]

Kind Regards,
[Insert LO Office]

(Please note: Health Education England is now part of NHS England, and our systems will be updated accordingly.)

Workforce, Training and Education
NHS England

Subject: NHS England - [Insert LO] - Your LTFT Application Has Been Unsubmitted ([Insert LTFT Application Ref])

Dear [Doctor’s Name],

Your Less Than Full Time (LTFT) application has been unsubmitted by your Local Office ([Insert LO Name]).

Reason for Unsubmission:

[Insert Reason]

Message from [Insert LO Name]:

[Insert Free Text Message]

If any action is required from you, please review your application on the TIS Self-Service platform ([Insert Link]) and make the necessary updates before re-submitting.

For any further queries, please contact your Local Office Support Team.[insert TSS support]

Kind Regards,
[Insert LO Office]

(Please note: Health Education England is now part of NHS England, and our systems will be updated accordingly.)

Workforce, Training and Education
NHS England

Subject: NHS England - [Insert LO] - Notification of Your Less Than Full Time (LTFT) Application Status ([Insert Application Ref])

Dear Dr. [Insert Doctor’s Name],

We are pleased to inform you that your application for Less Than Full Time (LTFT) training has been approved. Your TPD has been notified. Below are the details of your updated working arrangements:

Open

Your estimated completion date will be extended as a result of your change in working hours and will be confirmed at your next Annual Review of Competence Progression (ARCP).

Important Information for Skilled Worker (Tier 2) Visa Holders

If you are an NHSE-sponsored Skilled Worker (Tier 2) visa holder, you are required to complete the reporting form within 5 working days to notify the National Overseas Sponsorship team of any change in your working hours.

For more details, please refer to the Overseas Sponsorship FAQ.

Additional Support & Resources

• Frequently Asked Questions: [Insert link to TSS Support FAQs]

• Supported Return to Training (SuppoRTT): If you are returning after a period of absence, resources are available through your local SuppoRTT team. Find more details [Insert link{here}].

• LTFT Working Policy: [Insert link to View Policy]

Future Changes to Your Working Hours

Any future changes to your working arrangements, including an increase or further decrease in hours, must be prospectively approved via the submission of a new application form.

Your Employer and Pay

Please note that NHSE is not an employer. Any issues you have with how your pay is calculated as a LTFT Resident Doctor should be submitted to the medical staffing department of your Employing Trust.

For any queries, please contact your Local Office Support team.[insert TSS support)

Kind Regards,
[Insert LO Office]

(Please note: Health Education England is now part of NHS England, and our systems will be updated accordingly.)

Workforce, Training and Education
NHS England

Dear Dr <Doctor’s Name>,

I’m pleased to inform you that your application has been approved to train at <Percentage> from <start date>.

Your trust will be notified of your request to train LTFT via the trust portal. This will inform them of your placement and the number of sessions you are working at. You no longer need to submit a LTFT form upon each rotation, only if you wish to inform us of a change. The workforce team will also notify your Training Programme Director that you have been approved to train LTFT.

Your tentative CCT date is <CCT DATE> and this will be ratified at your next ARCP.

Ensure that you have read the LTFT applicant guide and the frequently asked questions as these should address the majority of LTFT queries. If you wish to submit an enquiry, please do so by clicking into any of the LTFT FAQs and submitting an enquiry. We aim to respond to all enquiries within 5 working days.

Please note that <NHSE London and the South East> is not an employer. Any issues you have with how your pay is calculated as a LTFT trainee should be submitted to the medical staffing department of your employing trust.

Yours sincerely,

NHS England - <Local Office>

Your LTFT request has been provisionally approved, however due to there being fewer than 12 weeks notice your application will now be sent to your employing trust for their review and final decision. We will update you upon the outcome of this as soon as a decision has been made.

As you are a NHSE Sponsored (Tier 2/Skilled Worker visa holder), please ensure to complete the required reporting form within 5 working days to notify the HEE National Overseas Sponsorship team and Yorkshire and Humber Sponsorship team of the change to your circumstances. If you have any questions or queries, please contact the Yorkshire and Humber Sponsorship team at: england.sponsorshipsupport.yh@nhs.net

Yorkshire and the Humber has a dedicated Supported Return to Training (SuppoRTT) team who are available to support the transition of existing trainees who are returning to their training programme following a period of absence. We have lots of resources available, of which details can be found on our website. Alternatively, please contact the SuppoRTT Team via england.supportt@nhs.net

If you have any queries or need any further information with regards to LTFT training, please do not hesitate to contact us.

Kind Regards

The GP LTFT Team

<APPROVER NAME> has approved your 100% LTFT Application and trust approval has also been obtained. This is final confirmation that your LTFT change will change from 04/03/2025

As you are a NHSE Sponsored (Tier 2/Skilled Worker visa holder), please ensure to complete the required reporting form within 5 working days to notify the HEE National Overseas Sponsorship team and Yorkshire and Humber Sponsorship team of the change to your circumstances. If you have any questions or queries, please contact the Yorkshire and Humber Sponsorship team at: england.sponsorshipsupport.yh.nhs.net

Yorkshire and the Humber has a dedicated Supported Return to Training (SuppoRTT) team who are available to support the transition of existing trainees who are returning to their training programme following a period of absence. We have lots of resources available, of which details can be found on our website. Alternatively, please contact the SuppoRTT Team via supportt.yh@hee.nhs.uk

If you have any queries or need any further information with regards to LTFT training, please do not hesitate to contact us.

Kind Regards

The GP LTFT Team

Thank you for completing the Less than Full Time Training (LTFT) application form. I am pleased to inform you that your application has been approved. The details of your first placement are as follows:

Programme: <>
Grade: <>
Employing Trust: <>
Start Date: <>
Anticipated end date: <>
Current WTE percentage: <>
Agreed new WTE percentage: <>

It is your responsibility to ensure the following:

• Draw up, in conjunction with the Educational Supervisor in the locality, a suitable work schedule. This should normally be based on (enter percentage%) pro rata of the equivalent full-time post. 

• Once the work schedule has been agreed, this will impact your pay and you will need to liaise with the medical personnel in the Trust.

• Doctor in Training with HEE overseas sponsorship Responsibility - If you have HEE sponsorship, you are required to notify the HEE sponsorship team of your change in working hours and submit the reporting form which you will find on the following link. https://specialtytraining.hee.nhs.uk/Recruitment/Overseas-Sponsorship/Frequently-Asked-Questions-FAQs

Any changes to your working arrangements, such as an increase/decrease in hours, must be prospectively approved via the submission of a subsequent application form. Should you no longer wish, or be eligible, to train less than full time, you will be able to return to full time training when an appropriate placement becomes available. Until such time you will be required to continue working on a less than full time basis.

If you are returning to work following time out of training, you may wish to contact the Supported Return to Training (SuppoRTT)team and your ‘Return to Work’ Champion. Contacts and details can be found here: https://www.severndeanery.nhs.uk/about-us/supportt-2/

For further information please go to the following link where you will find the LTFT working policy:http://www.peninsuladeanery.nhs.uk/about-us/policies-and-guidelines/less-than-full-time-working-policy/

Should you have any queries please do not hesitate to contact me.

(Enter Name)

(Enter Role)

Copy             Training Programme Director

                     Medical Staffing

Dear all,

This is an automated email generated when a doctor or dentist in training completes our online change of percentage form

A new change of percentage application form has been submitted by <Doctor’s Name - Registration Number> in <East Midlands Test Programme>.

They have put your email addresses as Training Programme Director and Educational Supervisor.

If they have indicated that they are a dual specialty doctor then this email will also be copied to the second specialty TPD for their information only.

Please could you review the below application and respond to this email if you approve or have any queries. If you are planning to reject this application please discuss it with the appropriate APD for LTFT so we can ensure all avenues have been explored. You may have already calculated a new estimated CCT date for this doctor. If so, please could you send it through along with your approval
This application will not be processed until we have your approval.

Name: <Test - Gwil Test - Williams>
GMC: <1234567>
Training Programme: <Test Programme>
Proposed start date: <2023-11-01>
Grade at time of change: <ST2>
Proposed working percentage: <60%>
Current CCT: <2024-08-06>
Reason for requesting change: <Caring responsibilities>

Many thanks
<The Midlands Programmes Team>

Dear team

NAME has had their 100% LTFT application from 2025-03-04 approved by NAME.

This now requires trust approval due to fewer than 12 weeks notice being given

Please pass the attached form to the relevant contact for final approval

Kind Regards

The GP LTFT Team