The BEM Invitation: What It Needs to Contain to Hold Up

The invitation is the document that matters later. It shows that BEM was offered, and it often decides whether someone accepts: a letter that sounds like control gets declined. One that offers help and says openly what happens to the data builds trust.

Which building blocks does the invitation need?

1. **Reason without a diagnosis:** “In the last twelve months, you were unable to work for more than six weeks.” Nothing more. 2. **Goal of the BEM:** To clarify together how the incapacity for work can be overcome and prevented from recurring, and how the job can be retained (§ 167 Para. 2 SGB IX, German law). 3. **Voluntary participation:** Participation and every single step only with consent. Anyone who declines will not be penalized for it. 4. **Participants:** Who can attend — works council or staff council, for severely disabled employees the representative body for severely disabled employees, the company doctor — and that the person may bring a person of trust. 5. **Data protection:** Which data is collected, for what purpose, who has access, how long it is kept. The information on the goals and on the type and scope of the data is required by § 167 Para. 2 SGB IX (German law), the remaining details by Art. 13 GDPR. 6. **Response and deadline:** Acceptance, refusal or a question, with a deadline of about 14 days and a contact person.

How do you deliver the invitation?

In a way that lets you prove receipt later: in person against a signed acknowledgment of receipt, or by registered mail with proof of delivery to the mailbox (Einwurf-Einschreiben). You file the receipt in the BEM file. If there is no response, a friendly reminder after the deadline is customary.

How it works in EasyBGM

Under “Templates” you will find the invitation, reminder and confirmation of refusal with all building blocks — you adapt them, generate the letter and note the dispatch in the case. The legal assessment of each individual case stays with you; if there is a works agreement on BEM, its wording applies. The guide BEM Invitation Letter shows sample wording.