Doctor’s Sick Certificate: How to Request and Use It in the UK

A doctor’s sick certificate, also known as a sickness certificate, is an official document issued by a medical professional confirming that an individual is unfit to work due to illness or injury. In the UK, this certificate is often required by employers, educational institutions, or other organisations to verify the legitimacy of an absence. Whether you're dealing with a short-term illness or a more serious health condition, understanding how to request and use a doctor’s sick certificate is essential. This guide will walk you through the process and explain when you might need one.

What is a Doctor’s Sick Certificate?

A doctor’s sick certificate is a formal note from a healthcare provider, typically a GP, confirming that an individual is not well enough to work or attend school. It serves as proof of illness and is usually required if the absence extends beyond a certain number of days.

In the UK, these certificates are often referred to as "fit notes" or "sick notes." While the term "fit note" is more commonly used by healthcare professionals, many people still refer to them as sick certificates. Regardless of the terminology, the purpose remains the same: to provide evidence that you are medically unable to fulfil your usual duties.

When Do You Need a Doctor’s Sick Certificate?

In the UK, if you are off work due to illness for seven consecutive days or less, you do not typically need a doctors sick certificate. Instead, you can self-certify your illness by completing a form that you provide to your employer. This self-certification form can usually be downloaded from your company’s website or requested from HR.

However, if your illness lasts longer than seven days, including weekends and bank holidays, you will need to obtain a doctor’s sick certificate to cover your absence. This certificate is particularly important for longer-term absences, as it serves as proof that your illness is legitimate and that you are under medical care.

How to Request a Doctor’s Sick Certificate

Requesting a doctor’s sick certificate in the UK is a straightforward process. Here’s how you can obtain one:

1. Book an Appointment with Your GP

The first step is to book an appointment with your GP or healthcare provider. You can usually do this online, by phone, or in person at your local surgery. During the appointment, you will need to explain your symptoms, the duration of your illness, and how it affects your ability to work. Based on this assessment, your GP will decide whether a sick certificate is necessary.

For minor illnesses, your GP might provide general advice and recommend over-the-counter treatments without issuing a certificate. However, for more serious conditions or prolonged illnesses, they are likely to provide you with a sickness certificate to confirm your inability to work.

2. Request a Fit Note

If your GP determines that you need time off work, they will issue a fit note (sick certificate). This note will outline whether you are "not fit for work" or "may be fit for work" with certain adjustments. The fit note will also specify the period for which you are expected to be off work or require adjustments.

For example, your GP may recommend that you return to work if certain adjustments are made, such as reducing your working hours, allowing you to work from home, or avoiding certain tasks.

3. Collecting Your Certificate

In many cases, your doctor’s sick certificate will be provided at the end of your consultation. Some surgeries offer the option to send the certificate electronically to you or your employer, while others may provide a printed version. Be sure to ask your GP or the receptionist how you will receive your certificate.

How to Use a Doctor’s Sick Certificate

Once you’ve obtained your sick certificate, it’s important to use it appropriately to ensure that your absence is recorded correctly by your employer. Here’s how to use your certificate effectively:

1. Submit to Your Employer

The most important step is to submit the doctor’s sick certificate to your employer as soon as possible. Many employers require you to notify them of your illness within a specified time frame, so make sure you follow your workplace’s policies. In most cases, you can submit a scanned copy or photo of the certificate via email, though some employers may request the original document.

2. Keep a Copy for Your Records

Always keep a copy of your sickness certificate for your own records. This is useful in case there is any confusion or if your employer misplaces the document. Having a copy ensures you have proof of the certificate and the duration of your authorised absence.

3. Use the Certificate for Benefits or Insurance Claims

If you are absent from work for an extended period, your doctor’s sick certificate may also be required to claim statutory sick pay (SSP) or other benefits. SSP is paid by your employer for up to 28 weeks, provided you meet certain eligibility criteria. In cases where your illness is more severe and you need to claim other benefits or insurance, the sick certificate will serve as key evidence of your medical condition.

When to Request an Extension

If your illness extends beyond the period covered by your doctor’s sick certificate, you will need to request an extension. To do this, book another appointment with your GP, who will reassess your condition and issue a new fit note if necessary. Be sure to inform your employer of the extension and submit the updated certificate promptly to avoid any issues with your absence being recorded.

Legal Aspects of Doctor’s Sick Certificates in the UK

Employers in the UK are legally required to accept a doctor’s sick certificate as proof of illness.

They cannot demand that you return to work before the date specified by your GP, nor can they refuse to acknowledge your fitness note. Furthermore, your employer is expected to make reasonable adjustments to your work conditions if your GP advises that you "may be fit for work" with modifications.

If your employer challenges your absence or the validity of your certificate, you can seek advice from your union or a legal professional specialising in employment law.

Conclusion

Obtaining and using a doctor’s sick certificate is a straightforward but important process in managing absences due to illness in the UK. By following the correct procedures, you can ensure that your time off is properly documented and that you’re able to recover without unnecessary stress. Whether you’re dealing with a short-term sickness or a more prolonged condition, the doctor’s sick certificate serves as essential evidence of your medical status, allowing you to take the time you need to focus on your health.