Fit Note Guidance for Employers: When to Ask, 7-Day Rule

The threshold is more than seven days in a row, including weekends and other days the employee would not normally work. Use self-certification for the first seven days rather than routinely requiring a GP appointment.

The reporting deadline and the fit-note deadline are different. Staff should report the absence within the deadline in your policy, or seven days if none is set. You cannot withhold SSP simply because the fit note is provided late.

A fit note can be issued by a GP or hospital doctor, registered nurse, occupational therapist, pharmacist or physiotherapist. GOV.UK accepts printed and digital notes.

The professional must be suitably trained and able to assess fitness for work. A high-street pharmacy does not necessarily provide fit notes. Check the issuer's name or signature, their profession, the practice details and the period covered.

If you agree, another suitable form of evidence can be used instead, such as an Allied Health Professional Health and Work Report. Keep a clear note of what evidence you accepted.

Talk with the employee about what would make work manageable. Depending on the circumstances, adjustments could involve duties, working patterns, breaks, equipment or a phased return. Decide what is practical and agree when to review it.

If disability is relevant, consider the duty to make reasonable adjustments. Avoid treating a suggested return date as a guarantee that the employee will be able to perform every task. Managers need enough information to plan safe work; they do not need to circulate a diagnosis to the whole team.

Record the dates covered, relevant work advice, agreed actions and a review date. The employee keeps the original; you can retain a copy where needed for your sickness process.

Health information needs special protection. Identify and document your lawful basis and special-category condition before processing it. Limit collection to what the purpose requires, restrict access and explain the use of the information to workers.

There is no universal six-year retention rule for every fit note. Set and document a retention schedule based on the purpose, any applicable legal requirements and the need to justify keeping the record. Review it periodically and erase or anonymise information when it is no longer needed. A general employment-record policy should not automatically determine how long you retain every medical document.

Separate evidence checks from decisions about sick pay and a safe return. Use the note alongside a conversation with the employee, rather than treating a date or tick box as a complete return-to-work plan.