Self Cert Sick Notes for Employers

Self-certification is the mechanism that allows employees to confirm their own sickness for the first seven calendar days of absence. It removes the need for a GP note during the early stages of illness and is a standard feature of UK sickness absence management. For employers and HR professionals, understanding how self-certification works is critical for ensuring statutory sick pay compliance, applying contractual sick pay policies properly and managing short-term absences fairly.

What this article is about:
This article explains how self-certification works, what evidence employers can request during the first seven days of sickness, how to manage entitlement to statutory and contractual sick pay, how to apply internal procedures such as self-cert forms and return-to-work meetings, and how to address patterns of short-term sickness or suspected misuse within a fair and legally compliant framework. It provides HR and employer-focused guidance on duties, risks and best practice, including when medical evidence can be required earlier than seven days and how to manage repeated absences.

Section A: What a self-cert sick note is

Self-certification is a statutory mechanism that allows an employee to confirm their own sickness for the first seven calendar days of absence without needing a medical certificate. For employers, the purpose is to provide a simple, low-burden evidence process while ensuring entitlement to sick pay is correctly assessed. This section explains the legal position, how self-certification fits into wider sickness absence management and what employers can reasonably ask for during this period.

1. Legal definition under UK sickness absence rules

Self-certification arises from the statutory framework governing entitlement to Statutory Sick Pay. Under the SSP rules and the Social Security (Medical Evidence) Regulations 1976, employers may accept an employee’s own statement as evidence of incapacity for the first seven calendar days. Within that period, employees are not required to provide a fit note and evidence requirements are limited to what the employer reasonably needs to confirm that the employee was incapable of work and to assess sick pay entitlement.

Evidence can be verbal or written, although most employers use standardised self-certification forms to record the reason for absence, the start and end dates and the employee’s confirmation that they were unfit for work. From day 8 of a continuous period of sickness, employers are generally entitled to request a fit note as medical evidence if the employee remains absent.

2. When self-certification applies (first 7 calendar days)

The seven-day rule applies to calendar days, including weekends, bank holidays and non-working days. An employee does not usually need a GP note unless their absence exceeds seven calendar days. If the employee returns to work on or before day 7, self-certification is the only evidence the employer can reasonably require to support that period of sickness.

Where absence continues beyond seven calendar days, employers can normally require a fit note from day 8 in order to continue paying SSP or any contractual sick pay linked to medical evidence. Internal policies should explain clearly when self-certification is sufficient and when a fit note is required so that managers apply the rules consistently.

3. Difference between self-certification and a fit note

A self-certification form is a declaration made by the employee confirming that they were unfit for work for a specified period. It does not include a clinical assessment. A fit note, by contrast, is issued by a registered healthcare professional and provides medical evidence of incapacity after the initial self-certification period. Fit notes are normally required from day 8 of a continuous period of sickness, although they may be obtained earlier in some circumstances.

A fit note may also include advice on whether the employee may be “fit for work” if certain adjustments are made, such as amended duties, altered hours or phased return to work. Self-certification provides no such clinical advice; it is simply the employee’s confirmation that they were too unwell to work for a short period.

4. Evidence employers can ask for

During the first seven calendar days of sickness, employers can ask for basic information that is genuinely needed to assess entitlement to SSP and any contractual sick pay, such as:

• a completed self-certification form, whether internal or a standard form such as HMRC form SC2 where the employer does not issue its own
• confirmation of the dates the employee was unfit for work
• brief details of the nature of the illness, only to the extent necessary for sickness management and pay decisions
• confirmation that the employee was unable to perform their normal role during the period of absence

Employers cannot demand unnecessary or excessive medical detail at this early stage, nor should they seek access to full medical records. Health information is special category data under UK GDPR, so employers must have a lawful basis and an appropriate condition for processing, typically compliance with employment and social security law obligations, and must limit collection to what is proportionate for managing sickness and pay.

5. Section summary

Self-certification provides the lawful mechanism for evidencing sickness absence in the first seven calendar days. Within this period, employers should rely on the employee’s own declaration, supported by clear internal forms, to confirm incapacity and assess entitlement to SSP and contractual sick pay. From day 8 of a continuous absence, a fit note can normally be required as medical evidence, but any information collected must be proportionate and handled in line with data protection duties. Using a structured, limited evidence approach helps employers remain compliant while keeping the process straightforward for employees.

Section B: Employer duties when employees self-certify

Self-certification interacts directly with an employer’s statutory obligations and any contractual sick pay scheme. Employers must manage evidence, pay, record-keeping and internal policy application consistently. This section sets out the core duties and the practical considerations HR teams must follow when handling self-certified sickness absence.

1. SSP entitlement rules

Self-certification forms part of the process for determining entitlement to Statutory Sick Pay. Employers must confirm whether the employee meets the earnings threshold, whether the absence qualifies as a Period of Incapacity for Work (defined as four or more consecutive days of incapacity, including non-working days), whether waiting days have been satisfied and whether any disqualifying factors apply.

Accurate self-certification helps employers confirm the start and end dates of absence so SSP can be calculated and paid correctly. Employers must not withhold SSP simply because an employee has not produced a fit note within the first seven days, as the law only allows employers to require medical evidence from day 8 onwards unless a justified contractual requirement exists.

2. Contractual sick pay requirements

Where a contract or handbook provides enhanced sick pay, self-certification usually triggers the employer’s internal payment rules. Many schemes require a completed self-certification form before contractual sick pay is released. Employers must apply these rules consistently to avoid allegations of unfairness or discrimination.

If the scheme permits, an employer may require additional evidence for repeated short absences before enhanced sick pay is paid, provided the requirement is reasonable and clearly communicated. Any request for early medical evidence must also comply with SSP regulations, including covering the reasonable cost of obtaining a fit note where it is required before day 8.

3. What records employers must keep

Employers must keep accurate sickness absence records as part of payroll compliance and internal workforce management. Self-certification forms, return-to-work notes and absence dates should be retained securely in line with UK GDPR and data protection principles. Records must be reliable because they support SSP calculations, provide the basis for absence monitoring and form part of the evidence for any later management action.

4. Handling repeat short-term sickness absences

Repeated self-certified absences can raise attendance concerns and may indicate an underlying health condition or potential misuse. Employers are entitled to monitor patterns, apply internal trigger points and hold return-to-work meetings to explore any issues. Where patterns are identified, HR should consider whether the absences could relate to a disability or, in some cases, pregnancy-related sickness, which must not be used for disciplinary action and must be handled with appropriate adjustments.

If concerns continue, employers may consider requesting medical evidence earlier than seven days if reasonable and justified, ensuring any such request complies with the requirement to pay the employee’s reasonable costs. Any formal action must be fair, based on accurate records and sensitive to potential health or equality issues.

5. Section summary

Employer duties during the self-certification period focus on correct administration of SSP, consistent application of contractual sick pay, secure record-keeping and proactive monitoring of recurring short-term absences. Clear policies and a consistent approach reduce compliance risk and support effective attendance management while ensuring employees are treated fairly.

Section C: HR processes for managing self-certification

Effective management of self-certification depends on clear internal processes. Employers should have defined procedures explaining how employees report absence, what information they must provide and how HR records, monitors and follows up on short-term sickness. This section outlines the practical steps HR teams can implement to manage self-certification consistently and lawfully.

1. What employers can reasonably request from employees

During the first seven calendar days, employers can ask employees to provide basic details about their illness, the dates they were absent and confirmation that they were unfit for work. Information must be limited to what is necessary for SSP and contractual sick pay assessments and to manage short-term absence effectively.

Employers must avoid requesting excessive medical detail at this stage. Health information is special category data under UK GDPR, meaning it must be collected lawfully, proportionately and only for legitimate employment-related purposes.

2. Using internal forms and online systems

Most organisations use standardised self-certification forms to record the reason for absence, sickness dates and the employee’s confirmation of incapacity. Employers may also allow employees to use the HMRC SC2 form where no internal form is provided. Increasingly, HR systems provide digital reporting tools, automated reminders and secure storage of absence records.

Standardising the process ensures consistency, reduces administration errors and improves the reliability of absence data, which is essential for SSP processing and attendance monitoring.

3. Verifying patterns or concerns

Where managers or HR identify emerging patterns—such as frequent absences before or after weekends, repeated short periods of sickness or inconsistent reporting—these concerns should be reviewed promptly. A return-to-work meeting provides an appropriate forum for exploring whether there is an underlying health condition, a workplace issue or a potential misuse of the process.

Employers must remain alert to patterns suggesting disability-related illness or pregnancy-related sickness, ensuring these are managed sensitively and in compliance with equality obligations.

4. Return-to-work meetings

Return-to-work meetings form a key part of effective absence management. During these meetings, managers should:

• confirm the dates and reason for the absence
• ensure that self-certification has been completed correctly
• establish whether any adjustments or support may be required
• reinforce expected attendance standards where appropriate

These meetings help improve accuracy of sickness records, identify support needs and address issues early. They also demonstrate that the employer is actively monitoring attendance, which can deter potential misuse.

5. Section summary

HR processes for managing self-certification should be clear, consistent and supported by reliable documentation. Internal forms or digital systems, effective monitoring of patterns and structured return-to-work meetings all contribute to fair, lawful and robust management of short-term sickness absence.

Section D: Risks, misuse and when to seek medical evidence

Self-certification is designed to minimise administrative burden during short-term sickness, but employers must still manage the process carefully. Patterns of absence, inconsistencies in reporting or concerns about an employee’s attendance may justify closer review. This section explains the risks HR teams should be aware of, when an employer may request medical evidence earlier than seven days and how to manage potential misuse within a legally compliant framework.

1. Signs of potential misuse or attendance issues

Potential indicators of misuse or wider attendance concerns include:

• repeated short-term absences that fall within the seven-day window
• frequent sickness on particular days, such as Mondays or Fridays
• inconsistencies between verbal reports and written self-certification
• regular last-minute absences without a clear explanation
• emerging patterns across teams or within departments

While these factors do not establish misconduct, they justify closer monitoring, supportive discussions and careful record-keeping.

2. Trigger points under sickness absence policies

Well-structured sickness absence policies include trigger points that prompt review or further action. Examples include a defined number of absences within a rolling period or a specified number of days lost to sickness. When a trigger point is reached, HR should arrange an attendance review meeting, explore whether an underlying health condition may be present, and consider whether reasonable adjustments under the Equality Act 2010 may be required.

Trigger points must not be applied in a way that penalises disability-related or pregnancy-related absence, and policies should explicitly state this.

3. Requesting a fit note earlier than 7 days

Although self-certification is the statutory default for the first seven days, employers may require a fit note earlier where reasonable and proportionate grounds exist. This must be clearly linked to legitimate attendance concerns, inconsistencies in reporting or a need for reliable medical evidence. Any such requirement must be communicated clearly and applied consistently to avoid claims of unfair treatment.

Where an employer requires a fit note earlier than day 8, SSP regulations require the employer to cover any reasonable cost the employee incurs in obtaining the medical evidence.

4. Formal action and legal considerations

If attendance issues persist, employers may begin formal absence management procedures. Any action must rely on accurate records and a fair review of the evidence. Employers should consider whether:

• the employee may have a disability requiring reasonable adjustments
• the pattern of absence suggests a long-term health condition
• occupational health advice is required to understand medical issues
• capability or conduct procedures are appropriate in the circumstances

Failure to consider equality issues, reasonable adjustments or the true medical position may expose the employer to discrimination or unfair dismissal claims.

5. Section summary

Employers must balance trust and flexibility with robust attendance management. Clear policies, consistent processes and fair investigations help minimise the risk of misuse and ensure that any request for early medical evidence is legally justified and treated proportionately.

FAQs

How long can an employee self-certify?
Employees can self-certify their sickness for the first seven consecutive calendar days of absence, including weekends, bank holidays and non-working days. A fit note is normally required from day 8 if the employee remains unfit for work.

Can an employer reject a self-certification?
An employer can raise queries or ask for clarification if the information provided is incomplete or inconsistent, but they cannot reject a self-certification simply because they disagree with the reason for sickness. Evidence requirements must be reasonable and consistent with internal policy and SSP rules.

Do weekends count towards the seven days?
Yes. The seven-day period runs consecutively and includes all calendar days, irrespective of whether the employee was scheduled to work.

Can employers insist on a fit note before seven days?
Yes, but only where there are reasonable and proportionate grounds, such as repeated short absences, inconsistencies in reporting or a clear need for reliable medical evidence. If a fit note is required earlier than day 8, the employer must cover the employee’s reasonable costs of obtaining it.

What if an employee refuses to self-certify?
If an employee refuses to provide self-certification, the employer may withhold contractual sick pay and, in certain cases, SSP if the employee fails to provide evidence reasonably required for assessing entitlement. HR should document the request, discuss the issue with the employee and consider whether any underlying concerns or support needs are present.

Conclusion

Self-certification provides a straightforward and lawful method for evidencing short-term sickness and plays a central role in administering statutory and contractual sick pay. For employers and HR professionals, the seven-day self-certification period is more than an administrative step: it requires clarity of process, accurate record-keeping and consistent application of policy to minimise compliance risks and ensure fairness.

Effective management involves ensuring employees understand how to report sickness, confirming statutory and contractual sick pay entitlement, monitoring absence patterns and intervening early where repeated short absences may indicate wider issues. Employers must balance the need for reliable evidence with proportionality, recognising when early medical evidence is appropriate and when supportive measures, including reasonable adjustments or occupational health advice, are required.

Handled correctly, self-certification strengthens trust, supports legal compliance and helps organisations manage short-term sickness absence effectively and fairly.

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