What Is a Sick Self-Certification Form?
A sick self-certification form is an official document that an employee completes to inform their employer about a short-term illness that prevents them from working. In the UK, this form is typically used when an employee is off sick for seven calendar days or fewer, including weekends and non-working days. During this period, you are not required to provide a doctor’s note (also known as a “fit note” or “sick note”). Instead, the self-certification form serves as your formal declaration of illness.
The main purpose of a sick self-certification form is to provide a simple and straightforward way for employees to report short-term sickness absences. By filling out this form, you confirm that you have been unwell and unable to work for a specific period. This process helps employers keep accurate records of staff absences, which is important for managing sick pay, monitoring workplace health trends, and complying with employment law.
Employers usually require you to complete the self-certification form either on your return to work or as soon as possible after your absence begins. The form will ask for basic details such as your name, the dates you were ill, a brief description of your illness or symptoms, and your signature. For a practical example and a ready-to-use template, you can refer to this Sick Self-Certification Form Template.
Using a self-certification form is a legal right for employees in the UK for absences of up to seven days. If your sickness lasts longer than seven days, you’ll need to obtain a doctor’s note to continue receiving statutory sick pay and to comply with your employer’s absence policy. It’s important to provide honest and accurate information on the form, as making a false declaration can lead to disciplinary action.
Employers rely on these forms not only to process sick pay but also to ensure they meet their obligations under UK employment law. For example, statutory sick pay (SSP) is generally available to eligible employees who properly report their illness. Completing a self-certification form is often the first step in this process.
If you want to explore the broader context and understand more about your rights and responsibilities when reporting sickness, visit our main page on Self-Certification for Sickness. You may also wish to learn about related laws, such as the differences between sick leave and annual leave, to ensure you’re making the right choices for your situation.
When and How to Use the Sick Self-Certification Form
When and How to Use the Sick Self-Certification Form
A sick self-certification form is a straightforward way for employees in the UK to report short-term illness to their employer without needing a doctor’s note. This form is typically used when you are off work due to sickness for seven calendar days or fewer. If your absence lasts longer than seven days, you will usually need to provide a fit note from your GP or another medical professional.
Who should complete the form?
The self-certification form must be filled out by the employee who has been unwell. It is important that you complete the form yourself, as it is your personal declaration about your illness and absence.
How to complete the form accurately and honestly:
- Fill in all required sections: Most forms will ask for your full name, job title, and employee number (if applicable).
- State the dates of your illness: Clearly record the first and last day you were unable to work due to sickness. Remember, the seven-day period includes weekends and bank holidays.
- Describe the reason for your absence: Give a brief and honest explanation of your illness or symptoms. You do not need to provide detailed medical information, but a general reason (such as “flu” or “stomach upset”) is usually expected.
- Sign and date the form: This confirms that the information you have provided is true to the best of your knowledge.
When and how to submit the form:
You should return the completed self-certification form to your employer as soon as you return to work, or according to your workplace’s sickness reporting procedures. Some employers may accept electronic forms or emails, while others may require a printed and signed copy. Always check your company’s policy to ensure you follow the correct process.
Why timely submission matters:
Submitting your self-certification form promptly is essential. If you delay, you could risk having your absence recorded as unauthorised, which may affect your sick pay entitlement and your absence record. Employers rely on this documentation to process statutory sick pay and maintain accurate records.
For more on what happens if your sickness lasts longer than seven days, or to explore related legal topics about sick pay and absence, see our additional resources.
Understanding Your Rights to Sick Pay When Using a Self-Certification Form
When you use a sick self-certification form to report an illness lasting up to 7 days, you still have certain rights to sick pay under UK law. Most employees – including agency workers – are entitled to Statutory Sick Pay (SSP) if they meet the eligibility requirements. You do not need a doctor’s note for the first 7 calendar days of sickness; the self-certification form is sufficient for your employer to process your sick pay claim during this initial period.
Statutory Sick Pay (SSP) Eligibility and Self-Certification
To receive SSP, you must be classed as an employee and earn at least the minimum amount set by the government each week. Even if you have recently started your job and haven’t yet received 8 weeks’ pay, you may still qualify. If you have repeated periods of sickness, these can sometimes be ‘linked’ for SSP purposes. For a full explanation of the rules, including how linked periods work and what to do if you do not qualify, see the official guidance on Statutory Sick Pay (SSP) eligibility.
How Employers Use Self-Certification Forms
Employers rely on the information you provide in your self-certification form to confirm your absence and calculate your sick pay. This form typically asks for details such as the dates you were off work and the reason for your illness. Once submitted, your employer will use it to process your SSP claim for absences up to 7 days. If your illness continues beyond this period, you will usually need to provide a ‘fit note’ (also known as a sick note) from your GP or hospital doctor to remain eligible for SSP.
Longer Sickness and Fit Notes
If your sickness lasts longer than 7 days, your employer will ask for medical evidence in the form of a fit note. Without this, your entitlement to SSP may be affected. Employers must provide you with form SSP1 if you are not eligible for SSP or if your SSP ends unexpectedly while you are still off sick.
Check Your Employment Contract for Additional Sick Pay
Some employers offer sick pay above the statutory minimum, known as contractual sick pay. The terms for this will be set out in your employment contract, which may include additional requirements or benefits. To understand your full entitlements, it’s important to review your contract. If you’re unsure how to access your contract or want to check the details, see UK Workers: How to Request Your Employment Contract for helpful guidance.
Further Legal Framework and Guidance
Your rights to sick pay and self-certification are protected under the Employment Rights Act 1996, which sets out the legal framework for employment rights in the UK. For more detailed information on how sick pay is calculated and other related topics, explore our related legal topics.
Understanding your rights and following the correct process ensures you receive the sick pay you’re entitled to while recovering from illness. If you have questions about your specific situation, your employer’s HR team or payroll department should be able to help.
Difference Between Self-Certification and Fit Notes
When you’re unwell and unable to work, it’s important to understand the difference between self-certification and fit notes, as each plays a distinct role in reporting sickness absence in the UK.
Self-certification allows you to inform your employer of your illness without needing to provide any medical evidence for the first seven calendar days of sickness. During this period, you simply complete a self-certification form – often provided by your employer or available as a template – to confirm the reason for your absence. This process is designed to cover short-term illnesses, such as a minor cold or stomach bug, and helps keep things straightforward for both employees and employers.
However, if your sickness lasts longer than seven consecutive days (including weekends and bank holidays), you will need to provide a fit note (previously known as a sick note) from a healthcare professional. A fit note is an official statement that confirms your health condition and may include advice about how your illness affects your ability to work. Legally, employers can require this evidence to support your absence and to determine your eligibility for statutory sick pay or company sick pay.
Fit notes can now be issued by a range of healthcare professionals, including doctors, nurses, occupational therapists, pharmacists, and physiotherapists. The legal requirement for a fit note after seven days is set out in the Social Security (Medical Evidence) Regulations 1976. Employers are not allowed to insist on a fit note for absences of seven days or less, but they can request a self-certification form.
A fit note not only serves as proof of illness but can also open up a conversation about your return to work. It may include recommendations for workplace adjustments or phased returns, helping you and your employer agree on a suitable plan. For a detailed explanation of how fit notes differ from self-certification and their implications for your rights at work, see our guide on Fit Notes and Doctor’s Notes.
If you want to explore the subject further and understand the legal details and practicalities, you can Learn more about this topic in our dedicated section.
For authoritative guidance from the government, the official Fit Notes and Self-Certification resource explains what fit notes are, how they are used, and how they can support discussions between you, your healthcare professional, and your employer about your work and health. This guide also outlines recent updates, including who can issue fit notes and advice on workplace adjustments.
Understanding these differences ensures you follow the correct process when reporting sickness and helps protect your rights to sick pay and fair treatment at work.
Tips for Using the Sick Self-Certification Form Correctly
Filling out a sick self-certification form correctly is important for protecting your rights and ensuring you receive any sick pay you’re entitled to. Here are some key tips to help you use the form properly:
1. Be Honest and Accurate
Always provide truthful and precise information about your illness and absence dates. Employers rely on the details in your self-certification form to assess your eligibility for sick pay and to keep accurate absence records. Giving false information could lead to disciplinary action.
2. Keep a Copy for Your Records
After completing the form, make a copy – either a digital scan or a photo – for your own records. This can be useful if there are any questions later about your absence or if you need to refer back to the details.
3. Submit the Form Promptly
Most employers require you to submit your self-certification form as soon as you return to work, or within a set timeframe (often within seven days of your first day off sick). Check your employer’s policy and hand in the form on time to avoid delays in sick pay or misunderstandings.
4. Understand Your Employer’s Sickness Absence Procedures
Familiarise yourself with your company’s sickness absence policy. Some workplaces have specific rules about who to notify, what forms to use, and how long you can self-certify (usually up to seven calendar days). If you’re unsure, ask your HR department or manager for guidance. If your illness lasts longer than the self-certification period, you may need to provide a fit note from your GP. Learn more about related laws that could affect your situation.
5. Seek Support for Mental Health-Related Absence
If your sickness absence is due to mental health issues, remember that you have the same rights as with physical health problems. It can be helpful to speak to your employer about any adjustments or support you might need. For more information on your rights and available support, see Mental Health and Work: Your Rights.
6. What to Do if You Face Disputes or Unfair Treatment
If you experience disputes or feel you’re being treated unfairly because of your sickness absence – such as being denied sick pay or facing disciplinary action – you have options. Start by reviewing your employer’s procedures and try to resolve the issue informally. If that doesn’t work, you can find practical advice in What Action Should You Take in Workplace Disputes?. For further support, workplace dispute guidance from Acas explains how conciliation, mediation, and arbitration can help resolve disagreements between employees and employers.
By following these tips, you can help ensure your sick self-certification is handled correctly, protecting both your rights and your wellbeing at work.
