How to get a sick leave certificate from the hospital: 13 simple steps, following regulations.

When you are sick, undergoing minor surgery, or need time to recover from a chronic illness, a sick leave certificate (or sick leave confirmation) is your "legal ticket" to rest without worrying about pay deductions or attendance checks. This certificate, issued by a doctor or medical facility , confirms your health condition and the reason you need to take time off from school or work for a specific period.

Whether you're a student or a working professional, properly requesting sick leave not only ensures your healthcare and insurance benefits but also demonstrates professionalism and respect for regulations.

In this article, Tiptory will guide you step-by-step on how to request sick leave, from the initial medical examination to submitting it to your school or company — helping you take the right amount of time off, and avoiding future problems.

Part 1: How to properly apply for sick leave for students

Step 1: Obtain a sick leave certificate from the student's parents.

In many cases, sick students don't necessarily need a doctor's certificate. Parents can simply write a sick leave request for their child. Below are practical and simple instructions on how to do it correctly.

• When to use a parent's sick leave certificate:

  • When your child has a cold, fever, sore throat, or other minor illnesses, they need a short rest (1–3 days).

  • When the school does not require a doctor's certificate.

• How to write a sick leave request:

  • Clearly state the student's full name , class , date of absence , and reason for absence .

  • Write a short, polite letter addressed specifically to your homeroom teacher or subject teacher.

  • For example:
    Dear Ms. Lan,
    I am the parent of Nguyen Minh Anh, a student in class 8A. My child has a sore throat and needs to be absent from school from November 1st to 3rd for treatment. I hope you understand and allow my child to be absent.
    Best regards,
    Nguyen Thi Hoa.

• How to submit the documents:

  • Parents can submit attendance records directly to the teacher , hand them in at the school office , or call to report absences if the school has a hotline for attendance tracking.

  • Some schools allow additional documents to be submitted a few days after classes resume , so it's important to check the specific regulations at each school.

• Important note:

  • Not all schools accept parental consent forms, especially international or boarding schools.

  • If a child is absent for more than 3 days or has an illness requiring medical attention, parents should take the child to the doctor to obtain a valid sick leave certificate .

Step 2: Obtain a sick leave certificate from a doctor.

In some cases, especially when students are absent from school for extended periods or as per school regulations, you may need a doctor's certificate to prove your health condition. Here are some points to note when applying for this type of certificate.

• When do you need a doctor's note?

  • When a student is absent from school for more than the allowed number of days (usually more than 3 days).

  • When the school or organization requires official medical confirmation.

  • When proof of medical treatment or surgery at a healthcare facility is required.

• How to request a sick leave certificate:

  • Go to the clinic or hospital where you received treatment to request a certificate.

  • The doctor will clearly state the name of the illness, the required rest period , and confirm it with the signature and seal of the medical facility.

  • If you have medical records, prescriptions, or surgical reports , your doctor may provide them as supplementary medical evidence.

• Costs and considerations:

  • Some places may charge a fee for issuing sick leave certificates , especially for services not covered by insurance.

  • It's advisable to obtain the necessary documents during treatment , as delaying it will make it difficult to verify the patient's condition.

  • Keep the original document safe to submit to the school or agency when needed, as photocopies have no legal validity .

Step 3: Add contact information when requesting sick leave.

Many schools will need to verify the reason for absence to ensure the accuracy of the sick leave certificate. Therefore, providing contact information is crucial.

• Why do we need contact information?

  • The school may want to contact parents or doctors to confirm the health status.

  • This is a routine check to ensure students are absent for a legitimate reason.

• Parents need to clearly state the following on the sick leave certificate:

  • Please provide the parent's full name, phone number, and email address (if available) so the school can easily contact them when needed.

  • This information can be included in the permission request letter or submitted separately to the attendance office.

• If you have a doctor's certificate:

  • Doctors may only share medical information with the written consent of the patient or their parent .

  • Therefore, if the school requires in-person verification, parents should include a short letter of authorization allowing the doctor to confirm the medical condition (only to the extent necessary).

• Additional note:

  • To protect privacy, you should avoid including overly detailed personal information on your application to the school.

  • Only provide a direct contact phone number and the name of the medical facility if verification is required.

Step 4: Communicate directly with your instructor when you need to take sick leave at university.

Once you're a university student, requesting leave of absence for health reasons is different from high school. At this stage, you are responsible for your own studies and don't need parental approval. However, each professor and university has its own policies regarding leave of absence , so early communication is crucial.

• Proactively inform the instructor:

  • Please contact us directly via email, text message, or in person to report your health condition.

  • Clearly state the period of absence and the reason for the absence (a doctor's certificate can be attached if available).

  • A polite and proactive attitude helps create a positive impression and increases the chances of being accepted.

• Agreement on lessons and assignments:

  • Ask your instructor about how to make up missed classes, retake tests, or submit replacement assignments .

  • Some instructors will be flexible and supportive if you are proactive and transparent.

• Understand the regulations of each faculty or department:

  • Even with a medical certificate, instructors are not obligated to grant leave if classroom policy stipulates otherwise.

  • Some schools require notification through the academic affairs office, faculty, or registrar's office for official registration.

• Practical experience from doctors:

  • Many students often wait until they recover from illness before reporting it, which can easily lead to misunderstandings or be considered absent without permission.

  • Please notify us as soon as you know you need to take time off , along with medical evidence, to protect your educational rights.

Step 5: Work with the training office or student affairs office.

After informing the lecturer, the next step is to contact the university's administrative department to complete the necessary sick leave procedures. Each university will have different procedures, but most require official confirmation from the academic affairs or student services office.

• Identify the contact person:

  • Some schools require students to work with the Registrar's Office .
    while other schools regulate this through the student affairs office or the faculty office .

  • You should clarify the formal sick leave application process to avoid being charged with unauthorized leave.

• Follow the school's instructions carefully:

  • Follow the steps instructed by the administration — this usually includes submitting a doctor's certificate , filling out a leave of absence form , or sending an email notification with attached medical records .

  • Keep copies of these documents in case you need to refer to them later.

• Get examined at the school's medical center (if available):

  • Some universities only accept sick leave certificates issued by on-campus doctors .

  • Therefore, if you are receiving treatment outside of a medical facility, be sure to ask beforehand if the outside hospital's documentation is valid .

• Advice from the doctor:

  • Please declare your health status truthfully when completing the procedures, as this information will help the school provide better support for you (for example, rescheduling exams, reducing homework).

  • If you need to take an extended leave, you should notify us early and provide regular updates to avoid affecting your attendance record or scholarship.

Step 6: Register for medical and academic support for students with medical conditions.

If you have a persistent health problem or a condition that affects your studies, universities often have departments that support students with disabilities or special needs (Disability Services). This is where you can receive the support you deserve to maintain your academic progress without being disadvantaged.

• When should you register?

  • When you have a chronic illness , a long-term injury , or a health problem that affects your ability to study or take exams .

  • When you need an extension for your assignment, more time for the exam , or assistance with note-taking or recording lectures.

• Registration process:

  • Contact the university's Disability Services office .

  • Prepare a certificate from a doctor or healthcare professional — it doesn't need to state a diagnosis, just describe the condition and the need for support.

  • The school will review and confirm your eligibility for financial aid.

• Common forms of support include:

  • Extend the time allotted for tests or exams.

  • Allow more flexibility in taking time off from school if there is a scheduled check-up.

  • Support note-taking, audio recording, or providing alternative learning materials.

  • Individualized academic counseling to develop a plan tailored to your health condition.

• Advice from the doctor:

  • Don't hesitate to apply for support — this isn't a privilege, but a legitimate right to receive an education under fair conditions.

  • Provide truthful and regularly updated information if your health condition changes.

Part 2: How to obtain sick leave: Simple and legal

Step 1: Understand the sick leave policy at your workplace.

Each country and company has different regulations regarding sick leave. Understanding the process and your rights will help you take leave legally and avoid problems with your manager or HR department.

• Regulations may vary depending on the location:

  • In the UK : employees do not need a doctor's certificate if their leave is less than 7 days. After this period, a medical certificate is required.

  • In the US : employers may request documentation even for short-term leave. However, they are not permitted to ask for details about illnesses or diagnoses .

• What the company is and is not allowed to request:

  • The company has the right to inquire about your general health status or request a doctor's certificate confirming the need for time off .

  • According to the Americans with Disabilities Act (ADA) , employers are not permitted to request private medical information or records unrelated to the job.

  • The medical certificate only needs to state that you have been examined and need to rest for a specific period of time .

• When do you need to prepare supporting documents?

  • When you take sick leave for several consecutive days .

  • When taking time off is unusually repetitive (for example, frequently taking time off on Mondays or Fridays).

  • When the company has a general policy requiring a doctor's certificate for all sick leave cases.

• Practical advice:

  • Find out about your company's sick leave policy through HR or the employee handbook.

  • Notifying us of your departure early and submitting a medical certificate if necessary demonstrates responsibility and helps you avoid being flagged for violating the rules.

  • If you feel your privacy has been violated, you can respond in writing , citing the regulations regarding the confidentiality of medical information.

Step 2: Schedule an appointment to obtain a valid sick leave certificate.

To obtain a valid sick leave certificate, you need to be examined and officially signed by a doctor . This not only proves the reason for your leave but also ensures you receive proper and safe treatment.

• Why you need to make a doctor's appointment:

  • A sick leave certificate is only valid when signed or stamped by a doctor .

  • Your doctor will assess your health condition , specify the amount of time you need to rest, and the date you can return to work.

• When should you request a sick leave certificate?

  • When the company or agency requests proof of sick leave .

  • When you have a short-term illness with clear symptoms such as the flu, food poisoning, common cold, sore throat, etc.

  • When seriously ill or requiring extended leave after surgery, an accident, or specialized medical treatment.

• Examination method:

  • Schedule an in-person appointment at a hospital or clinic so a doctor can examine you and issue a sick leave certificate.

  • Some healthcare facilities now allow remote consultations via phone or video call , especially for minor illnesses.

  • If the consultation is conducted online, the doctor can still issue an electronic certificate with a valid signature and seal.

• Advice from the doctor:

  • Please schedule your appointment as early as possible to avoid disrupting your work or being considered absent without authorization.

  • Prepare information about your illness, medications you have taken, and the start date of your leave so that the doctor can accurately record it on the certificate.

  • If you are on extended leave, your doctor may specify your expected return date or require a follow-up appointment before you can return to work.

Step 3: Request a sick leave certificate in person if you are undergoing medical treatment.

If you are being examined or treated at a hospital, clinic, or medical facility, you do not need to make a separate appointment to request sick leave. Your treating physician can issue a certificate or discharge papers for you to submit to your workplace.

• How to request a certificate:

  • Ask your treating physician or the hospital administration for a sick leave certificate or confirmation that you are a patient.

  • This document must include the name of the medical facility, a summary diagnosis, the duration of treatment, and the doctor's signature , along with a valid stamp.

  • You simply need to submit the original or a certified copy to the HR department or manager to get your leave approved.

• Who can issue the certificate?

  • The doctor directly treats or monitors the patient.

  • A nurse, physical therapist, or psychologist if you are undergoing rehabilitation or psychotherapy.

  • In the absence of a sick leave certificate, you can request a discharge summary as proof.

• Please note regarding personal information:

  • Discharge papers or medical records may contain sensitive data , so you are not required to submit detailed diagnoses or treatment records.

  • Employers only need to know that you have received treatment and needed a certain amount of time off ; they don't need the specific details of your medical records.

• Advice from the doctor:

  • When you are discharged from the hospital, get a sick leave certificate right away to avoid forgetting or wasting time returning to submit it.

  • If you are undergoing long-term treatment, you should update your certificate regularly to maintain its validity with your employer or insurance company.

Step 4: Comply with other workplace regulations while on sick leave.

Each company has its own procedures and policies regarding sick leave, especially for extended periods. Adhering to these regulations ensures your rights are protected and prevents you from being considered to have taken unauthorized leave.

• Submit all necessary documents:

  • Provide sick leave certificates, hospital discharge papers, or treatment confirmations as required by the company.

  • If you need to take sick leave longer than expected, you should notify them early and provide your most recent medical records .

• Fill out the self-certification form:

  • In the UK , employees can fill out a sick leave form themselves if they are absent for less than seven working days.

  • In Canada , employers have the right to request a medical certificate within 15 days of an employee returning to work after taking extended sick leave.

• Please confirm special support upon returning to work:

  • If you need to reduce your workload, change shifts, or make temporary adjustments to your duties , ask your doctor to fill out the “reasonable accommodation form” .

  • This form helps the company understand your current health limitations and how to provide appropriate support without impacting productivity.

• Share health information appropriately:

  • You don't need to disclose medical details – just clearly explain how the illness affects your work and the support you need .

  • It's advisable to prepare a concise and clear presentation before meeting with your manager to avoid over-sharing information.

  • Proper transparency helps companies streamline processes while still protecting your privacy.

• Advice from the doctor:

  • If you have a chronic illness or a recurring condition, please discuss it openly but within limits with human resources.

  • This not only helps the company understand and empathize, but also creates conditions for you to work more safely and effectively after your recovery.

Part 3: How to obtain a sick leave certificate to cancel a trip or care for a pet.

Step 1: Consult your doctor before canceling your flight due to illness.

If you are ill and unable to fly, do not cancel your ticket immediately — contact your doctor as soon as you feel unwell . Having a valid medical certificate will help you get a refund or change your ticket according to the airline's or travel insurance's regulations.

• Why you should see a doctor before canceling a trip:

  • Most airlines and travel insurance companies only accept refunds if a doctor's certificate is provided.

  • If you cancel your trip without a medical examination , your refund request may be denied , even if you have travel insurance.

• The confirmation letter should contain the following information:

  • Brief health condition , for example: severe flu, pneumonia, high fever, or currently undergoing medical treatment.

  • If you are not healthy enough to fly , specify the period during which you need rest.

  • The doctor's professional information includes their name, clinic address, license number, signature, and seal .

  • The document should be printed with the official letterhead of the medical facility to increase its validity.

• The procedure should be followed:

  • See a doctor before canceling your trip to get confirmation of a valid reason.

  • Once you have the document, contact the airline or insurance company and submit a refund/exchange request along with the medical certificate.

  • Keep your medical receipts and related medical documents as additional evidence if needed.

• Advice from the doctor:

  • Do not attempt to fly if you have a fever, earache, sinusitis, or an infectious disease — it is dangerous for both you and other passengers .

  • Having clear and valid medical documentation will help expedite the refund or insurance process.

Step 2: Contact the airline if you are sick and unable to fly.

If you have the flu, food poisoning, or a serious illness that prevents you from traveling, proactively contact the airline as soon as possible for proper guidance on the procedure. Reporting early and providing a doctor's certificate will help minimize cancellation fees or qualify for a refund .

• Notify the airline in advance:

  • Call or email the airline at least 24 hours before your flight (depending on the airline's policy).

  • Clearly explain the reason for your health condition and inquire about the policy regarding refunds or ticket changes due to illness .

  • Have a doctor's certificate with signature and seal ready to include with the request.

• Cancellation policy and related fees:

  • Some airlines charge a fixed cancellation fee , but will refund it after you submit valid medical documentation.

  • Please save your email, ticket code, and any payment receipts for easy proof and refund tracking.

• Prepare travel insurance documents (if applicable):

  • If you have travel insurance , submit your doctor's note, unused tickets, bills, and payment receipts to the insurance company.

  • Most insurance policies will cover the cost of cancelling a trip due to health reasons if sufficient documentation is provided.

• Advice from the doctor:

  • Always prioritize your health ; do not attempt to fly if you have a fever, are vomiting, or have an infectious disease.

  • Reporting your issue early and transparently helps airlines and insurance companies process claims faster, while also protecting your financial interests .

Step 3: Obtain a veterinarian's certificate for the support pet.

If you need a support animal to help with daily activities—such as a guide dog, psychological support dog, or physical support dog—you may be allowed to bring your pet to places where it is not normally permitted, provided you have a valid doctor's certificate .

• When is a doctor's certificate required?

  • For individuals with physical or mental disabilities who require support in their lives, for example:

    • Depression, anxiety disorders, autism

    • Chronic diseases such as cancer, cardiovascular disease, AIDS, or chronic pain.

  • This document allows you to bring your service animal on an airplane or live in a non-pet-friendly housing complex .

• Requirements for the certificate:

  • Printed on the official letterhead of the clinic or hospital , with the doctor's signature .

  • Please specify if you have a health condition or disability that requires the assistance of an animal.

  • It is not required to provide a specific diagnosis — your medical information is kept strictly confidential .

• Benefits of the certificate:

  • It helps you receive fair treatment under the law (for example, the Americans with Disabilities Act – ADA).

  • Minimize the hassle of bringing service animals into public areas or when traveling by plane .

  • It serves as legal evidence when communicating with landlords, airlines, or regulatory agencies to prove legitimate rights.

References

1. https://articles.latimes.com/2006/aug/28/health/he-nickeldime28
2. https://www.shu.edu/documents/Student-Class-Absence-Faculty-FAQs.pdf
3. https://www.depts.ttu.edu/sds/studentresources/studentfaqs.php#p
4. https://www.thestar.com/news/gta/york-university-student-wins-mental-health-fight/article_66afd88c-5287-5208-a607-7987777194ea.html
5. https://www.cbc.ca/news/trending/doctor-calls-medical-note-to-patient-s-employer-a-waste-of-time-1.3019373
6. https://www.canada.ca/en/services/jobs/workplace/federal-labor-standards/leaves.html
7. https://www.allianztravelinsurance.com/travel/trip-cancellation/trip-cancellation-claim-denied.htm
8. https://www.travelinsurancereview.net/tips-and-advice/claims/filing-a-claim/
9. https://www.nytimes.com/2013/09/29/realestate/getting-a-dog-into-a-no-pet-building.html?_r=0
10. https://abcnews.go.com/Health/pet-owners-game-emotional-support-animal-system-fly/story?id=30064532

Translated by Ashley Wright Nguyen .