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What to do if…
your employer says your medical or sick-leave paperwork is missing or insufficient

Produced and maintained by PanicStation.org Published: Last reviewed: Editorial policy UK guide

Short answer

Reply in writing and ask exactly what is missing or considered insufficient, when it is needed, and whether your pay or absence record is affected. For sickness lasting 7 calendar days or less you can self-certify; for more than 7 calendar days you will generally need a fit note.

Do not do these things

  • Do not ignore the message or rely only on a phone conversation.
  • Do not alter a fit note or medical document yourself.
  • Do not send your full medical records in response to a vague request.
  • Do not stop following your workplace sickness-reporting procedure while the issue is being sorted out.
  • Do not assume an email attachment or digital fit note arrived successfully.
  • Do not resign, admit misconduct or agree to unpaid leave solely to end the paperwork dispute.

What to do now

  1. Save the employer’s message, the paperwork you sent, delivery confirmations, your absence dates and the relevant sickness policy or contract section.
  2. Reply to the employer, manager, HR team or payroll contact in writing. Ask them to identify the exact document, date, signature, information or period they believe is missing and the deadline for supplying it.
  3. Count the absence in calendar days, including weekends, bank holidays and days you were not scheduled to work:
    • If it lasts 7 calendar days or less, follow the employer’s self-certification process. Ask whether they want a form, an email or another written confirmation.
    • If it lasts more than 7 calendar days, contact a healthcare professional supporting your care and ask about a fit note.
  4. Re-send any existing document using a clear file name and state which absence dates it covers. Keep the original paper document or digital file and ask the employer to confirm receipt.
  5. If there is a delay obtaining a fit note, tell the employer why and when you expect to provide it. Statutory Sick Pay cannot be withheld merely because a fit note is sent late.
  6. If the employer requests medical evidence for the first 7 calendar days, ask them to confirm the request in writing and explain how they will cover any fee charged by the healthcare professional.
  7. If sick pay is stopped or the absence is marked unauthorised, ask for the decision and reasons in writing. If they say you are not entitled to Statutory Sick Pay, ask for form SSP1 or an approved equivalent where that requirement applies. If the employer says SSP1 does not apply, ask for the decision and reasons in writing.
  8. Contact your trade union if you have one. For employment-rights advice, contact Acas in England, Scotland or Wales, or the Labour Relations Agency in Northern Ireland. If an unresolved dispute concerns Statutory Sick Pay, contact HMRC’s Statutory Payment Dispute Team.

What can wait

You do not need to decide now whether to raise a formal grievance, resign, start a tribunal claim or agree to long-term workplace changes. First identify the precise paperwork problem, provide the correct document where possible and preserve the written record.

Important reassurance

A paperwork dispute does not by itself establish that you were fit for work or that you did anything wrong. The immediate task is to identify the specific gap, use the correct evidence route and keep communication clear and documented.

Scope note

This guide covers immediate first steps only. Later decisions may require specialist employment advice, particularly if pay is withheld, disciplinary action begins, dismissal is mentioned or the situation involves disability-related support.

Important note

This is general information, not legal, medical or professional advice. Your contract, workplace sickness policy, employment status and individual circumstances may affect what applies.

Additional Resources

Closely connected guides that may be useful during the same situation or its immediate aftermath.

About this guide

This guide was produced and is maintained by PanicStation.org using its published editorial process. Official and specialist sources are checked where relevant, and AI-assisted tools may be used for drafting, organisation, and consistency checks. The site operator remains responsible for publication, revision, and removal decisions.

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