Employees may occasionally need time off because of illness or other health concerns. It is unrealistic to expect someone never to become unwell or need a day or two away from work.
Working while unwell can make it difficult to recover and perform daily tasks. Taking appropriate time to rest allows employees to focus on their health.
However, employees should follow their organization’s procedures for reporting sickness and requesting medical leave. Depending on the circumstances and workplace policy, a medical excuse note may be required.
When is a medical excuse note used?
A medical excuse note may be used when:
- An employee is unable to work because of an illness, such as a fever or sore throat.
- An employee needs time off for a medical examination, diagnostic test, or treatment.
- An employee needs leave because of pregnancy-related symptoms or a medical appointment.
Who can issue a medical excuse note?
A medical excuse note is generally issued by a qualified healthcare professional. Whether an employer requires a designated practitioner or accepts documentation from another provider depends on its policies and applicable requirements.
Check your organization’s procedures to find out when a note is required and which healthcare professionals may provide it.
How is a medical excuse form completed?
- The healthcare professional should assess the patient and provide an accurate statement based on their clinical judgment.
- The note should include the practitioner’s name, professional details, contact information, and signature.
- The date of the consultation and the recommended period of absence should be stated clearly.
- Where appropriate, the note can explain whether the patient is unable to work or attend school and identify any temporary restrictions.
- Detailed diagnoses, examination findings, and treatment information should not be included unnecessarily. The note should provide only the information needed to support the absence, with appropriate regard for patient confidentiality.
- Any expected return date should reflect the practitioner’s assessment and may be subject to review.
The following samples illustrate the wording of medical excuse notes. They should be completed and issued by the treating healthcare professional based on the individual’s circumstances.
Doctor’s note for an upcoming absence from work
To whom it may concern,
I examined Mr. Jacob Smith on 12 April 20XX. He is scheduled to undergo surgery on 14 April 20XX at 11:30 a.m.
Please excuse him from work from 14 April to 17 April 20XX, inclusive, for the procedure and initial recovery. His fitness to return to work will be reviewed following treatment.
If you need to verify this note, please contact me at [Contact].
Regards,
Jennifer Steven
[Professional Credentials]
[Signature and Date]
Doctor’s note for an upcoming absence from school
Dear Principal,
John Will, a fifth-grade student in Blue Section, has a medical appointment on 14 April 20XX and will be unable to attend school that day.
Please excuse his absence on 14 April 20XX.
Regards,
Sarah Smith
[Professional Credentials]
[Signature and Date]
Doctor’s note for a previous absence from school
Dear Principal,
Monica William, a second-grade student, received treatment at our hospital following an injury sustained in the school playground on 11 March 20XX. She remained under medical care on 12 March 20XX and was unable to attend school that day.
Please excuse her absence on 12 March 20XX.
Regards,
Ross Aniston
[Professional Credentials]
[Signature and Date]
Doctor’s note for a previous absence from work
To whom it may concern,
Please excuse Ms. Jill Geller from work on 15 February 20XX. She attended our hospital that morning with severe back pain and required treatment and observation. Based on my assessment, she was unable to work that day.
Please contact me at [Contact] if you need to verify this note.
Regards,
John Watson
[Professional Credentials]
[Signature and Date]
