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View full libraryThis Uncertified Sick Leave Letter provides a formal way for an employer to address sickness absence where the required self-certification or medical evidence has not been received. It helps clarify what information is required, when it should be provided and what may happen if the employee does not follow the organisation’s sickness absence procedure.
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If you are managing sickness absence, the toolkit brings together practical HR templates covering absence reporting, return-to-work meetings, reviews, support and formal action.
This template brings together the key information, sections and considerations you need to create a clear, comprehensive and professional HR document. Preview the document below.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Re: Your sick absence
We have written to you on two recent occasions on [dates of previous letters] regarding your absence from work because of [sickness/injury] [since [date]/from [date] to [date]], asking you to submit a doctor's statement of fitness for work to cover your absence.
However, you have not responded to either letter, nor have you provided a doctor's statement. Your absence from work [has, as of the date of this letter, lasted for [state number of days/weeks since the start of the employee's absence]/lasted for [number] days]. We are concerned that you have failed to provide a doctor's statement, and that you have not made contact with us, despite our requests.
In our last letter to you, dated [date], we informed you that, if you did not respond to the letter
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This letter provides a practical written response where an employee's sickness absence has not yet been properly certified or recorded in accordance with the organisation's absence procedure. It can be used to request the information needed to complete the employee's sickness record and clarify what is expected next.
The letter explains what information or evidence is outstanding, such as a completed self-certification form for a short absence or a fit note where the employee has been absent for more than 7 calendar days.
The employee is reminded of the organisation's sickness reporting and certification requirements. The letter can refer to the relevant absence policy or contractual requirement without unnecessarily treating the absence as misconduct.
A reasonable deadline can be provided for the employee to submit the outstanding information or explain why it cannot yet be provided. This gives the employee an opportunity to resolve the issue.
The letter can explain that failure to follow the sickness absence procedure may result in the matter being considered under the organisation's absence, conduct or disciplinary procedures, where appropriate. The precise response should depend on the circumstances and the reason for the missing information.
Accurate sickness records help employers administer absence, sick pay and return-to-work processes consistently. Any information relating to an employee's health should be handled confidentially and in accordance with applicable data protection requirements.
Use these best practice actions, recommended timescales and process stages to understand when and how the Uncertified sick leave letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
No. An employee can normally self-certify sickness for 7 calendar days or less and does not need to provide medical evidence from a healthcare professional.
They should normally provide a fit note from a registered healthcare professional. If there is a delay in obtaining the fit note, the employee should explain the reason for the delay and keep the employer updated.
Not automatically. The employer should first establish the length of the absence, whether the employee followed the required reporting procedure and whether self-certification or a fit note is actually required.
GOV.UK guidance states that an employer cannot withhold Statutory Sick Pay simply because an employee is late providing a fit note. There are separate rules concerning failure to notify the employer of sickness absence within the required timescale.
Usually there is no need to include detailed medical information. The letter should normally focus on the absence, the outstanding certification or information and what the employee needs to do next. Any health information should be handled confidentially.
HRDocBox templates are designed specifically for UK employers and structured around practical HR processes, employment law and recognised guidance. They provide a ready-to-use framework that can be adapted to your organisation rather than relying on an AI-generated document that may overlook important absence management requirements.
It gave us a useful reference when checking the final correspondence. It gave the manager a clear route through what could otherwise become a fiddly piece of correspondence.
How this content is developed and reviewed
The Uncertified sick leave letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing sick management HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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