Fit Note
Fit Note
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What is a Fit Note?
What is a Fit Note?
Understanding Fit Notes
Fit notes (officially called a "Statement of Fitness for Work" and also known as sick notes) serve as the official documentation for employee illness and return-to-work readiness in the UK. Understanding the regulations surrounding these medical statements is essential for HR professionals managing absence processes and ensuring compliance with government requirements. This comprehensive guide covers everything HR teams need to know about fit notes, including documentation timelines, proper handling procedures, and integration with broader absence management systems.
A fit note is a medical document issued by a healthcare professional when an employee has been absent due to illness for seven or more consecutive days of sickness. Beyond simply documenting illness for accurate records, fit notes give valuable guidance about an employee's capacity to return to work and any potential adjustments that might help their return because of the functional effects of their medical condition.
Who Can Issue Fit Notes?
Fit notes can be provided by a range of healthcare professionals including:
General practitioners (GPs)
Hospital doctors
Occupational therapists
Nurses with appropriate specialist knowledge
Other allied health professionals with relevant expertise
This expanded range of fit note issuers helps improve access to medical evidence when employees need documentation for their absence.
Purpose and Function
Fit notes serve multiple important uses:
Documentation of legitimate illness for absence records
Medical assessment of an employee's health condition
Recommendations for workplace adjustments to facilitate recovery
Guidance on phased employee returns to work following extended sickness absence
Phased Return Recommendations
Fit notes often include suggestions for graduated returns to work, which might include:
Temporary modifications to working hours
Altered duties or responsibilities (such as avoiding heavy lifting)
Workplace adjustments or equipment adaptations
Other support measures to facilitate successful reintegration
It's important to note that while doctors provide recommendations in medical statements, employers are not legally obligated to implement these adjustments, they are not legal duties or legal obligations. However, accommodating reasonable adjustments typically benefits both the employee's recovery and the organization's long-term interests by facilitating earlier returns and preventing prolonged periods of absence.
Regulatory Framework and Requirements
Understanding when fit notes are required helps HR professionals maintain compliant absence policies:
The Seven-Day Rule
Employees only need to provide an official fit note when their sickness absence extends beyond seven consecutive days. For shorter absences, self-certification is sufficient.
This seven-day period includes:
All consecutive days of illness
Weekends and bank holidays
Non-working days
For example, if an employee falls ill on Saturday and remains unwell through the following Friday, they would need to obtain a fit note provided by a healthcare professional despite only missing five working days.
Medical Certification Limitations
Doctors cannot issue fit notes before the seventh day of health-related absences except in special circumstances. This sometimes creates a gap between when an employee reaches the seven-day period of sickness threshold and when they can secure a doctor's appointment. HR should be aware of these potential delays when processing documentation.
If an employee has been absent for seven days but their doctor determines they are fully fit to return, no fit note will be issued. In these cases, the period of sickness absence should still be documented according to company policy, but without the accompanying medical evidence.
Company-Specific Requirements
While the seven-day rule represents the statutory minimum, organizations can establish more stringent documentation requirements in their absence policies. If your company requires medical evidence for absences shorter than seven days, the organization must:
Clearly communicate these requirements in your sickness policy
Arrange for appropriate medical assessments
Cover any costs associated with obtaining medical statements
Understanding when fit notes are required helps HR professionals maintain compliant absence policies:
The Seven-Day Rule
Employees only need to provide an official fit note when their sickness absence extends beyond seven consecutive days. For shorter absences, self-certification is sufficient.
This seven-day period includes:
All consecutive days of illness
Weekends and bank holidays
Non-working days
For example, if an employee falls ill on Saturday and remains unwell through the following Friday, they would need to obtain a fit note provided by a healthcare professional despite only missing five working days.
Medical Certification Limitations
Doctors cannot issue fit notes before the seventh day of health-related absences except in special circumstances. This sometimes creates a gap between when an employee reaches the seven-day period of sickness threshold and when they can secure a doctor's appointment. HR should be aware of these potential delays when processing documentation.
If an employee has been absent for seven days but their doctor determines they are fully fit to return, no fit note will be issued. In these cases, the period of sickness absence should still be documented according to company policy, but without the accompanying medical evidence.
Company-Specific Requirements
While the seven-day rule represents the statutory minimum, organizations can establish more stringent documentation requirements in their absence policies. If your company requires medical evidence for absences shorter than seven days, the organization must:
Clearly communicate these requirements in your sickness policy
Arrange for appropriate medical assessments
Cover any costs associated with obtaining medical statements
Relationship to Statutory Sick Pay (SSP)
Understanding how fit notes interact with statutory sick pay obligations helps HR teams manage absence costs appropriately:
SSP Eligibility Timeline
Statutory Sick Pay becomes payable when an employee has been ill for at least four consecutive days (including non-working days). The first three days are considered "waiting days" during which employers can choose whether to provide company sick pay according to their policies.
When an absence extends to seven consecutive days, the fit note requirement aligns with ongoing SSP obligations, providing documentation for continued payment. Employees may need to provide their National Insurance number when claiming SSP.
Documentation for Performance Management
Fit notes serve as important records beyond immediate absence management. They give objective medical evidence that can be relevant during:
Annual performance reviews when discussing attendance patterns
Absence review meetings to identify potential workplace adjustments
Occupational health referrals for employees with recurring health issues or mental health issues
Proper storage and retrieval of these documents supports fair and consistent absence management practices and helps maintain accurate records.
Early Return Considerations
In most cases, employees can return to work before the end date specified on their fit note if they feel recovered and both they and their employer agree. However, exceptions apply when:
The healthcare professional has explicitly indicated the employee should not return for a period of time before the specified date
The doctor has requested a follow-up assessment before return
The nature of the medical condition requires specific return-to-work protocols
When considering early returns, employers should:
Discuss the situation with the employee
Consider conducting a workplace risk assessment based on medical statements
Document the decision-making process
Implement any necessary reasonable adjustments
Understanding how fit notes interact with statutory sick pay obligations helps HR teams manage absence costs appropriately:
SSP Eligibility Timeline
Statutory Sick Pay becomes payable when an employee has been ill for at least four consecutive days (including non-working days). The first three days are considered "waiting days" during which employers can choose whether to provide company sick pay according to their policies.
When an absence extends to seven consecutive days, the fit note requirement aligns with ongoing SSP obligations, providing documentation for continued payment. Employees may need to provide their National Insurance number when claiming SSP.
Documentation for Performance Management
Fit notes serve as important records beyond immediate absence management. They give objective medical evidence that can be relevant during:
Annual performance reviews when discussing attendance patterns
Absence review meetings to identify potential workplace adjustments
Occupational health referrals for employees with recurring health issues or mental health issues
Proper storage and retrieval of these documents supports fair and consistent absence management practices and helps maintain accurate records.
Early Return Considerations
In most cases, employees can return to work before the end date specified on their fit note if they feel recovered and both they and their employer agree. However, exceptions apply when:
The healthcare professional has explicitly indicated the employee should not return for a period of time before the specified date
The doctor has requested a follow-up assessment before return
The nature of the medical condition requires specific return-to-work protocols
When considering early returns, employers should:
Discuss the situation with the employee
Consider conducting a workplace risk assessment based on medical statements
Document the decision-making process
Implement any necessary reasonable adjustments
Essential Processing Checklist
When receiving a fit note or statement of fitness from an employee, HR professionals should follow these five key steps:
1. Verify Work Capacity Assessment
Check whether the healthcare professional has indicated:
"Not fit for work" - indicating the employee should remain absent for the specified period of illness
"May be fit for work" - suggesting possible workplace adjustments to facilitate return
The fit note form typically includes tick boxes for these assessments.
2. Review Timeframes
Carefully note:
The period covered by the fit note
Whether reassessment is required before return
Any recommendations regarding phased returns
The prognosis period provided by the healthcare professional
3. Conduct Return Discussion
Have a compassionate conversation with the employee to:
Understand their perspective on their recovery
Discuss any recommended reasonable adjustments
Plan appropriate employee return arrangements
Consider any guidance for patients provided by their healthcare professional
4. Process for Payroll Purposes
Ensure the fit note information is:
Recorded for sick pay calculations
Documented if adjustments cannot be implemented
Integrated with attendance records
Properly filed for evidence of incapacity
5. Maintain Proper Documentation
Always:
Make a copy of the medical certificate for company records
Return the original document to the employee
Store the copy securely in accordance with data protection requirements
Include any detailed comments or additional information provided
When receiving a fit note or statement of fitness from an employee, HR professionals should follow these five key steps:
1. Verify Work Capacity Assessment
Check whether the healthcare professional has indicated:
"Not fit for work" - indicating the employee should remain absent for the specified period of illness
"May be fit for work" - suggesting possible workplace adjustments to facilitate return
The fit note form typically includes tick boxes for these assessments.
2. Review Timeframes
Carefully note:
The period covered by the fit note
Whether reassessment is required before return
Any recommendations regarding phased returns
The prognosis period provided by the healthcare professional
3. Conduct Return Discussion
Have a compassionate conversation with the employee to:
Understand their perspective on their recovery
Discuss any recommended reasonable adjustments
Plan appropriate employee return arrangements
Consider any guidance for patients provided by their healthcare professional
4. Process for Payroll Purposes
Ensure the fit note information is:
Recorded for sick pay calculations
Documented if adjustments cannot be implemented
Integrated with attendance records
Properly filed for evidence of incapacity
5. Maintain Proper Documentation
Always:
Make a copy of the medical certificate for company records
Return the original document to the employee
Store the copy securely in accordance with data protection requirements
Include any detailed comments or additional information provided
When receiving a fit note or statement of fitness from an employee, HR professionals should follow these five key steps:
1. Verify Work Capacity Assessment
Check whether the healthcare professional has indicated:
"Not fit for work" - indicating the employee should remain absent for the specified period of illness
"May be fit for work" - suggesting possible workplace adjustments to facilitate return
The fit note form typically includes tick boxes for these assessments.
2. Review Timeframes
Carefully note:
The period covered by the fit note
Whether reassessment is required before return
Any recommendations regarding phased returns
The prognosis period provided by the healthcare professional
3. Conduct Return Discussion
Have a compassionate conversation with the employee to:
Understand their perspective on their recovery
Discuss any recommended reasonable adjustments
Plan appropriate employee return arrangements
Consider any guidance for patients provided by their healthcare professional
4. Process for Payroll Purposes
Ensure the fit note information is:
Recorded for sick pay calculations
Documented if adjustments cannot be implemented
Integrated with attendance records
Properly filed for evidence of incapacity
5. Maintain Proper Documentation
Always:
Make a copy of the medical certificate for company records
Return the original document to the employee
Store the copy securely in accordance with data protection requirements
Include any detailed comments or additional information provided
When receiving a fit note or statement of fitness from an employee, HR professionals should follow these five key steps:
1. Verify Work Capacity Assessment
Check whether the healthcare professional has indicated:
"Not fit for work" - indicating the employee should remain absent for the specified period of illness
"May be fit for work" - suggesting possible workplace adjustments to facilitate return
The fit note form typically includes tick boxes for these assessments.
2. Review Timeframes
Carefully note:
The period covered by the fit note
Whether reassessment is required before return
Any recommendations regarding phased returns
The prognosis period provided by the healthcare professional
3. Conduct Return Discussion
Have a compassionate conversation with the employee to:
Understand their perspective on their recovery
Discuss any recommended reasonable adjustments
Plan appropriate employee return arrangements
Consider any guidance for patients provided by their healthcare professional
4. Process for Payroll Purposes
Ensure the fit note information is:
Recorded for sick pay calculations
Documented if adjustments cannot be implemented
Integrated with attendance records
Properly filed for evidence of incapacity
5. Maintain Proper Documentation
Always:
Make a copy of the medical certificate for company records
Return the original document to the employee
Store the copy securely in accordance with data protection requirements
Include any detailed comments or additional information provided
Create a better place of work today
Create a better place of work today
Simplify your people workflows and bring value to everyone in the organisation. Try Humaans today.
Simplify your people workflows and bring value to everyone in the organisation. Try Humaans today.
Implementing Effective Absence Management
Managing fit notes is just one component of comprehensive absence management. Modern HR functions need efficient systems to track, document, and analyze absence patterns.
Digital Absence Management
Humaans provides integrated absence management capabilities that allow organizations to:
Track all types of employee absence from a single platform
Store relevant documentation securely
Generate absence reports for analysis
Manage return-to-work processes and any workplace adjustments
Ensure compliance with your absence policy
An effective management system reduces administrative burden while providing valuable insights into organizational health and potential intervention opportunities.
Policy Development Considerations
When developing or revising absence policies, think of:
Clear guidelines on documentation requirements for medical evidence
Processes for handling fit note recommendations
Protocols for phased returns to work
Procedures for addressing patterns of absence
Integration with health services and occupational health services
Policies should balance compassionate support for genuinely ill employees with appropriate measures to manage attendance effectively.
Disability Discrimination Considerations
It's important to note that some health conditions documented by fit notes may qualify as disabilities under equality legislation. In these cases, employers have additional legal obligations to make reasonable adjustments. Seeking expert advice when handling complex cases can help prevent disability discrimination claims.
Experience how Humaans can transform your absence management processes by booking a demo.
Our platform provides the tools you need to track absences, store documentation, and maintain accurate records, including fit notes, all from a single, intuitive easy-to-use software.
Managing fit notes is just one component of comprehensive absence management. Modern HR functions need efficient systems to track, document, and analyze absence patterns.
Digital Absence Management
Humaans provides integrated absence management capabilities that allow organizations to:
Track all types of employee absence from a single platform
Store relevant documentation securely
Generate absence reports for analysis
Manage return-to-work processes and any workplace adjustments
Ensure compliance with your absence policy
An effective management system reduces administrative burden while providing valuable insights into organizational health and potential intervention opportunities.
Policy Development Considerations
When developing or revising absence policies, think of:
Clear guidelines on documentation requirements for medical evidence
Processes for handling fit note recommendations
Protocols for phased returns to work
Procedures for addressing patterns of absence
Integration with health services and occupational health services
Policies should balance compassionate support for genuinely ill employees with appropriate measures to manage attendance effectively.
Disability Discrimination Considerations
It's important to note that some health conditions documented by fit notes may qualify as disabilities under equality legislation. In these cases, employers have additional legal obligations to make reasonable adjustments. Seeking expert advice when handling complex cases can help prevent disability discrimination claims.
Experience how Humaans can transform your absence management processes by booking a demo.
Our platform provides the tools you need to track absences, store documentation, and maintain accurate records, including fit notes, all from a single, intuitive easy-to-use software.
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Trusted by global organisations
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Create a better place of work today
Create a better place of work today
Simplify your people workflows and bring value to everyone in the organisation. Experience Humaans today.
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