Doctor's note for work: when and why, template included

Whether you’re dealing with a short-term illness, a chronic health condition, or navigating a long-term disability, at some point, you may need a doctor’s note. A doctor’s note can help protect you as an employee and help you get any accommodations or benefits you deserve.  

In this article, we explore when you need a doctor’s note for work and why. We also include templates to use for different situations.

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What is a doctor’s note for work? 

A doctor’s note is an official document signed by a healthcare professional. It’s sometimes also called a medical certificate, sick note, or fit note. It’s used to verify your medical condition and a need for work modification, time off, or the inability to work at all. A healthcare provider or their staff can write the note or you can write it (or use a template) and have a provider sign it. 

Doctor’s notes are used to protect you from potential disciplinary action, such as being put on a corrective action plan, laid off, or fired due to missed work. They can also ensure you receive any benefits you’re owed, like sick leave, disability, or accommodations under the Americans with Disabilities Act (ADA). They can make the difference between paid and unpaid leave in some cases.

When and why do you need a doctor’s note?

Whether or not you need a doctor’s note depends on your employer’s human resources (HR) department and policies, and where you live. Doctors notes can be used for:

• A medical or mental health disability that may require special accommodation or necessary restrictions, such as workplace modifications if you have attention-deficit/hyperactivity disorder (ADHD) or another mental health condition. Anxiety is a disability as is ADHD and other conditions. 
• Contagious illnesses, like the flu or COVID, that make it necessary to stay home and/or not work.
• An injury or illness that requires you stop working or change the type of work you do either temporarily or permanently.
• Absences for medical appointments, like routine check-ups or outpatient procedures.
• Surgery and/or hospitalization.
• Pregnancy or childbirth restrictions. 
• The need to work from home due to mental or medical health concerns.

In some states, local laws determine if and when you need a doctor’s note and what it should include. State laws may cover notes for sick leave, family and medical leave, and disability. 

Your company’s policies also matter. For example, some companies want a note if you miss a few hours of work, while others only ask for one if you’re absent for a full day or longer. Others won’t ask for one at all. 

Employers that want notes can ask you to submit your doctor’s note at different times. Some want one the first day of your absence. Others want one when you return to work. And if you’ll be away for a long time, especially if using Family and Medical Leave Act (FMLA), your employer may ask for medical certification from a health care provider — aka a doctor’s note.

Who can give you a doctor’s note?

Different healthcare professionals can write or sign a doctor’s note, including: 

• Medical doctors (MDs): general practitioners such as primary care providers (PCPs), surgeons, specialists, and psychiatrists who provide checkups and treat common illnesses and conditions. 
• Nurse practitioners (NPs) and physician assistants/associates (PAs): licensed healthcare providers who can diagnose, treat, and manage health conditions. 
• Urgent care providers: doctors who treat medical illnesses or injuries at an urgent care facility. 
• Mental health professionals: Psychologists, licensed counselors, or social workers who manage mental health conditions or provide therapy.  
• Hospitals: If you’re hospitalized, a provider at the hospital or the attending physician can write or sign a note. 

Any provider, including a doctor, psychiatrist, therapist, or counselor, can provide doctor’s notes for conditions like ADHD, obsessive-compulsive disorder (OCD), anxiety, and depression. This means they can confirm that your mental health condition impacts your ability to work and supports your need for time off and/or accommodations.

In some cases, other medical-related individuals involved in your care, like chiropractors, can also provide or sign a note. 

Check your employer’s policies and state laws to verify who you can get a doctor’s note from. 

What should a doctor’s note for work say?

You want your doctor’s note to be clear and concise while including the details your employer requires. Know that doctors don’t have to give details about your health conditions due to privacy laws, like the Health Insurance Portability and Accountability Act (HIPAA). But they can — and should — confirm treatment dates or date of the visit for an appointment and a condition or injury that affects if and how you work.

Usually, a doctor’s note has the following parts.

Header 

The header includes your healthcare provider’s information, such as their name, professional title or accreditation, contact information, and the name of their office or facility. It’s essentially the provider’s letterhead.

Your information 

Your name and, in some cases, your birth of date. 

The reason for your absence or request

Your doctor can’t share your diagnosis, specific medical information, or details of your treatment plan unless you give permission. But they need to give a general statement about your having an illness or condition. They may say that you had an appointment or are experiencing health challenges. Your doctor’s note should also include dates if applicable.

Medical recommendations, if applicable

Your doctor should include needed work accommodations or modifications if applicable to your needs.

Doctor’s signature 

The note should end with a signature from your healthcare provider. Some state laws or company policies require their medical license number too. 

Real doctor’s note for work PDF templates

To use these templates, simply copy and paste the copy here into a word processing program, such as Google Docs or Microsoft Word. Or download the fillable PDF form below (Adobe Acrobat or a similar PDF solution is needed for an electronic signature). A bonus of using the PDF is that you can download it, fill it out and send it to your doctor for an electronic signature. 

Included below are doctor’s notes for work and free PDFs for:

• Work absence note template
• Injury/illness absence and work modification note template
• ADA accommodations note template

Work absence template

Click the link above to download a fillable PDF or copy and paste the content below.

Healthcare provider’s name:  

Practice name:

Address:

Phone:

Email:

Date:

This letter is to verify that [Your Name] is under my care and will be unable to work for health-related reasons from [Insert Start Date of Absence] to [Insert End Date of Absence]. 

Feel free to contact me if you need additional information. 

Sincerely,

[Doctor’s Signature]

[Doctor’s Printed Name]

Medical license number:

Injury/illness absence and work modification template

Click the link above to download a fillable PDF or copy and paste the content below.

Healthcare provider’s name:

Practice name:

Address:

Phone:

Email:

Date:

This letter is to verify that [Your Name] is under my care and will be unable to work due to an injury, illness, or other health-related reasons from [Insert Start Date of Absence] to [Insert End Date of Absence].

[If applicable] Upon returning to work, [Your Name] is advised to [necessary adjustments, for example, work with flexible hours, use of ergonomic equipment, etc.] for a period of [x days/weeks/months] to support their ongoing health needs.

Feel free to contact me if you need additional information. 

Sincerely,

[Doctor’s Signature]

[Doctor’s Printed Name]

Medical license number:

ADA accommodations template

Click the link above to download a fillable PDF or copy and paste the content below.

Healthcare provider’s name:

Practice name:

Address:

Phone:

Email:

Date:

This letter is to verify that [Your Name] is under my care for a condition that requires the following permanent accommodations to effectively perform their job duties: [list necessary adjustments, for example, modified work hours, modified office environment, special diet, working from home, assistive technology, etc.]. 

Feel free to contact me if you need additional information. 

Sincerely,

[Doctor’s Signature]

[Doctor’s Printed Name]

Medical license number:

Key takeaway 

• A doctor’s note is an official document a healthcare professional provides to validate an employee’s need for time off for medical reasons.
•  The requirements for a doctor’s note depend on state law and employer policies. 
• Generally, a clear and concise doctor’s note should contain the healthcare provider’s information, patient details, a general reason for the note without disclosing specific medical conditions, and the doctor’s signature.

Get a doctor’s note for work 

Taking care of your health while managing a job can be overwhelming. But, having a reliable  healthcare provider helps. Find a provider on the Klarity Health platform today. You don’t need insurance. There are no hidden fees. And appointments are often available in as little as 24 hours.*