Self-Certification to Fit Notes: A Guide to Sick Notes at Work

 

Taking time off work due to illness is sometimes unavoidable, but many employees are unsure about the rules surrounding work sick notes and when a GP sick certificate is required. In the UK, the system is designed to balance employee wellbeing with workplace responsibilities, yet confusion still exists. This guide explains everything you need to know, from self-certification to fit notes, so you can confidently manage sickness absence at work.

What Is a Work Sick Note?

A work sick note, officially known as a fit note, is a document that confirms an employee’s health condition affects their ability to work. It is issued by a healthcare professional, usually a GP, and helps employers understand whether an employee is unfit for work or may be able to return with adjustments.

Before a GP sick certificate is needed, most short-term absences are covered by self-certification. 

Self-Certification: The First 7 Days

In the UK, employees do not need a GP sick certificate for the first seven calendar days of illness. This period is covered by self-certification, meaning you simply inform your employer that you are unwell and unable to work.

Many employers will ask you to complete a self-certification form when you return to work. This applies even if you do not normally work weekends, as the seven days include non-working days.

Self-certification allows employees to recover without unnecessary GP appointments and helps reduce pressure on NHS services.

When Do You Need a GP Sick Certificate?

If your illness lasts more than seven days, you will need a GP sick certificate, commonly referred to as a fit note. This document provides medical confirmation that your condition is affecting your ability to work.

 A GP sick certificate can be issued by:

• A GP

• A hospital doctor

• A nurse

• An occupational health professional

• A pharmacist (for certain short-term conditions)

Fit notes can be issued digitally or on paper, and employers must accept both formats.

What Information Does a Fit Note Include?

A fit note will usually state one of two options:

• “Not fit for work”
• “May be fit for work” with adjustments

If adjustments are recommended, they might include:

• Reduced hours
• Amended duties
• Working from home
• A phased return to work

Employers are encouraged to consider these recommendations, but if adjustments are not possible, the employee is treated as not fit for work.

Sick Pay and Work Sick Notes

Statutory Sick Pay (SSP) is paid for up to 28 weeks if eligibility criteria are met. For SSP purposes:

• Self-certification is sufficient for the first 7 days
• A GP sick certificate is required for longer absences

Some employers offer enhanced sick pay schemes, but they may still require a fit note to authorise payments.

Can Employers Request a Sick Note Earlier?

Employers cannot legally demand a GP sick certificate during the first seven days of illness. However, they can request:

• Notification of absence
• A self-certification form
• Regular updates during the sickness period

Requesting a GP sick certificate earlier than seven days may be allowed only in specific contractual circumstances, but it is not standard practice.

Digital Fit Notes and Online GP Services

The NHS now supports digital fit notes, which can be emailed or downloaded via online GP services. This makes obtaining a work sick note more convenient, especially for those who are too unwell to attend an in-person appointment.

Returning to Work After Illness

Once your fit note expires, you can return to work without needing a “fit to return” certificate unless your employer has specific occupational health policies. Open communication between employer and employee helps ensure a smooth and safe return to work.

FAQs: Work Sick Notes and GP Sick Certificates

1. What is the difference between self-certification and a fit note?

Self-certification covers the first seven days of sickness without medical evidence. A fit note (GP sick certificate) is required if the illness lasts longer than seven days.

2. Can I get a GP sick certificate without seeing a doctor?

Yes. Fit notes can be issued following a telephone or online consultation, and sometimes based on your medical records.

3. Does my employer have to accept a digital fit note?

Yes. Digital fit notes are legally recognised in the UK and must be accepted by employers.

4. Can my employer refuse my sick note?

An employer cannot refuse a valid work sick note, but they may discuss adjustments or request clarification if needed.

5. Do I need a sick note to return to work?

In most cases, no. Once your fit note expires, you can return to work unless occupational health policies state otherwise.

6. Can a pharmacist issue a GP sick certificate?

Pharmacists can issue fit notes for certain minor conditions under NHS guidance, but not for all illnesses.

Final Thoughts

Understanding how work sick notes and GP sick certificates work helps both employees and employers manage sickness absence fairly and legally. From self-certification to fit notes, the UK system aims to support recovery while encouraging a healthy return to work. Knowing your rights and responsibilities ensures you can focus on what matters most — your health.