Self certification is the process that allows an employee to confirm they are unfit for work due to illness without providing medical evidence for a short period of absence. In UK employment law, this typically covers sickness lasting up to seven calendar days, after which a fit note may be required.
This guide is about self certification for sickness absence at work in the UK. It does not relate to tax residency self-certification, UKCA product marking or self cert mortgages. Instead, it focuses on workplace compliance, statutory sick pay (SSP), self certification forms and how employers should manage short-term sickness absence lawfully.
What this article is about: This guide explains the legal framework behind self certification, the seven-day rule, how self certification forms and the self certification form operate, how Statutory Sick Pay (SSP) interacts with evidence requirements, and how employers can manage short-term absence without creating unfair dismissal, discrimination or data protection risks.
Self certification sits at the intersection of employment rights, statutory sick pay regulations and equality law. While it simplifies short-term absence reporting, it does not remove the employer’s obligation to apply policies fairly, pay SSP correctly or make reasonable adjustments where required.
Section A: What Is Self Certification in the UK?
Self certification is the accepted method for evidencing short-term sickness absence in the UK. For the first seven calendar days of absence, employees are not required to provide medical evidence such as a fit note. Instead, employers rely on the employee’s notification and confirmation of illness.
Understanding precisely how the seven-day rule works is critical for compliance.
1. The 7 Calendar Day Rule Explained
The key rule is that an employee does not need to provide a fit note for the first seven calendar days of sickness absence. Calendar days include weekends and non-working days.
For example:
- If an employee falls ill on Monday and remains absent until Sunday, that is seven calendar days.
- If they are still unfit on the following Monday (day eight), the employer can require medical evidence such as a fit note.
The seven-day period is not limited to working days. This is where employers frequently make errors by counting only contracted working days.
During those first seven calendar days, employers should not insist on medical certification for SSP evidence purposes. Instead, the employee may complete a self certification form or provide confirmation in accordance with company policy.
2. Self Certification vs Sick Note
A fit note, formally called a “statement of fitness for work”, is medical evidence issued by an authorised healthcare professional. It becomes relevant when sickness lasts more than seven calendar days.
There are two possible outcomes on a fit note:
- Not fit for work
- May be fit for work (with recommended adjustments)
Self certification covers only the initial short-term period. It is not a medical opinion. It is the employee’s declaration that they were unfit for work.
Employers must understand this distinction. Requiring a fit note too early can create administrative friction and undermine trust. Failing to request one when legally appropriate can create payroll and absence management issues.
3. Who the Rules Apply To
Self certification rules apply broadly across the workforce, but with important distinctions.
Employees working under a contract of employment are eligible for SSP if they meet statutory criteria. Part-time and remote workers are treated the same as full-time staff for self certification purposes.
Agency workers may qualify for SSP depending on their contractual arrangement and earnings level. In those cases, responsibility for SSP payment typically rests with the entity that pays the worker.
Self certification does not depend on seniority, length of service or job title. It is a statutory framework linked primarily to SSP evidence requirements rather than contractual discretion.
Section Summary
Self certification allows employees to confirm sickness absence for up to seven calendar days without medical evidence. The rule applies across working patterns and forms the foundation of short-term absence management. The distinction between self certification and a fit note is central to compliance.
Section B: Self Certification Form
The phrase “self certification form” generates significant search traffic because both employers and employees want clarity on what document is required, whether a standard form must be used, and how it links to Statutory Sick Pay (SSP).
In legal terms, there is no requirement to use a specific format. What matters is that the employer has sufficient confirmation of sickness absence for the first seven calendar days and that SSP evidence requirements are met.
1. What Is a Self Certification Form?
A self certification form is a document completed by the employee confirming:
- That they were unfit for work
- The dates of absence
- A brief description of the reason for sickness
- A declaration that the information is accurate
The form is typically completed on return to work, although some employers require submission during the absence period. The law does not prescribe the exact format or timing, provided the employer complies with SSP notification rules.
The purpose of the form is evidential, not diagnostic. Employers do not need detailed medical information. They need confirmation that the employee was incapable of work during the relevant period.
Overly intrusive questions about symptoms or medical history may create data protection and discrimination risks. The form should collect only what is necessary to manage absence and administer sick pay.
2. The SC2 Form Explained
The SC2 form is an HMRC template titled “Employee’s Statement of Sickness”. It is commonly used for SSP purposes.
Key points about SC2:
- It can be used where absence lasts seven calendar days or less.
- It provides a standardised structure for capturing required information.
- It is suitable evidence for SSP during the self certification period.
However, there is no legal obligation for employers to use the SC2 form specifically. An employer may create and use its own form, provided it captures the necessary information.
It is also important to clarify a common misconception: the SC2 form is not an “SSP claim form”. SSP is paid by the employer through payroll. The SC2 form simply supports the employer’s record-keeping and evidence requirements.
3. What a Self Certification Form Should Include
A compliant self certification form should be proportionate and focused. Best practice includes the following fields:
- Employee name and job title
- Department or manager name
- First day of sickness
- Last day of sickness
- Date returned to work
- General description of illness or injury
- Employee declaration and signature
The description of illness should remain general. For example, “flu-like symptoms” or “back pain” is sufficient. Employers should avoid requesting detailed medical diagnoses unless justified.
Because health information is classified as special category data under UK GDPR, access to completed forms should be restricted and securely stored.
4. Self Certification Form Template Guidance
There is no statutory requirement to provide a template, but a standardised company form promotes consistency and fairness.
When designing a template, employers should:
- Align it with their absence policy
- Ensure it does not request excessive medical detail
- Clearly state when it must be completed
- Include a declaration confirming accuracy
Digital submission systems are increasingly common and lawful, provided they comply with data protection obligations and maintain confidentiality.
Employers should also ensure that notification procedures comply with SSP rules. For SSP purposes, an employer cannot insist that notification is made in person, require a medical certificate during the first seven calendar days, or impose unreasonable reporting barriers.
A well-drafted form supports compliance, reduces disputes and strengthens absence monitoring without creating unnecessary legal exposure.
Section Summary
There is no single mandatory self certification form, but employers must gather sufficient confirmation of sickness for absences lasting up to seven calendar days. The SC2 form is widely used but optional. The key compliance considerations are proportional data collection, SSP alignment and consistent policy application.
Section C: Self Certification, SSP and Sick Pay Rules
Self certification cannot be separated from Statutory Sick Pay (SSP). While self certification governs evidence for short-term absence, SSP governs payment entitlement. Employers must ensure both are handled correctly, as payroll errors and evidence mistakes are common sources of dispute.
Understanding how SSP interacts with the seven-day rule is central to lawful absence management.
1. Statutory Sick Pay Eligibility
SSP is payable where an employee meets the statutory conditions. As of the 2025/26 tax year, key requirements include:
- The individual is classed as an employee for SSP purposes.
- They are off sick for at least four consecutive calendar days (including non-working days).
- They earn at least the Lower Earnings Limit for National Insurance purposes (£125 per week for 2025/26).
- They provide appropriate notification of sickness in accordance with SSP rules.
For the 2025/26 tax year, SSP is payable at £118.75 per week, pro-rated for qualifying days, for up to 28 weeks.
SSP is payable from the fourth qualifying day of absence, subject to any waiting days. It is paid for qualifying days, meaning the days the employee would normally work.
Self certification operates during the first seven calendar days of absence and may be relied upon as evidence during that period.
2. Evidence Rules for SSP
For the first seven calendar days of sickness absence, the employer should not require a fit note. Self certification is sufficient evidence for SSP purposes.
If absence extends beyond seven calendar days, the employer may request medical evidence, usually in the form of a fit note.
It is important to distinguish between:
- Evidence requirements for SSP; and
- Internal company procedures for absence reporting.
While employers can set notification procedures, those procedures must not conflict with statutory SSP rules. For example, for SSP purposes employers cannot require notification in person only, insist on medical evidence during the first seven calendar days, require notification earlier than permitted under statutory rules, or impose unreasonable reporting barriers.
If an employee fails to comply with reasonable notification requirements without good reason, SSP may be withheld for the relevant days. However, this must be handled carefully and in line with statutory guidance.
3. Linked Periods of Sickness
A “period of incapacity for work” (PIW) lasts at least four consecutive calendar days of sickness absence.
If separate PIWs are separated by eight weeks (56 days) or less, they may be treated as linked for SSP calculations. This can affect waiting days and the 28-week maximum SSP entitlement.
Employers should avoid assuming that a brief return to work automatically resets all SSP calculations. Payroll teams must check whether absences are linked under statutory rules.
This is an area where technical errors frequently occur, particularly when employees have recurring short absences.
4. Occupational Sick Pay Schemes
Many employers operate enhanced or contractual sick pay schemes. These may:
- Remove waiting days
- Pay from day one
- Provide pay at full or part salary
- Extend beyond the 28-week SSP limit
Where a contractual scheme exists, the employer must comply with its terms. However, statutory minimums still apply. Contractual sick pay cannot undercut statutory entitlement.
Self certification may still be required under contractual schemes during the first seven calendar days, but employers should ensure internal policies align with SSP evidence requirements.
Section Summary
Self certification governs evidence for short-term sickness absence. SSP governs payment. Employers must apply the seven-day rule correctly, administer SSP in line with eligibility criteria and understand how linked periods of sickness affect entitlement. Payroll and HR functions should operate in coordination to avoid compliance risk.
Section D: Managing Self Certified Absence Lawfully
Self certification simplifies short-term sickness reporting, but it does not remove the need for structured absence management. Employers must apply procedures consistently, avoid discriminatory assumptions and ensure compliance with both SSP regulations and the Equality Act 2010.
Poor handling of short-term absence can escalate into grievances, discrimination claims or unfair dismissal disputes.
1. Notification Requirements
Employers are entitled to require employees to notify them of sickness absence. Most absence policies specify:
- Who must be contacted
- How contact must be made
- By what time on the first day of absence
- How ongoing updates should be provided
However, notification rules must remain reasonable and must not conflict with SSP legislation. For SSP purposes, an employer cannot impose unreasonable barriers such as requiring notification in person only, demanding medical certification within the first seven calendar days, or requiring notification more frequently than permitted under statutory guidance.
If an employee fails to follow a reasonable notification procedure without good cause, disciplinary action may be possible. However, withholding SSP should only occur where statutory conditions are not met and must be carefully assessed.
Clear written procedures reduce ambiguity and support consistent decision-making.
2. Return-to-Work Meetings
A return-to-work meeting following self certified absence is good practice. It serves several legitimate purposes:
- Confirming the dates and reason for absence
- Ensuring the self certification form is completed
- Establishing that the employee is fit to resume duties
- Identifying whether any adjustments are required
These meetings should be brief, proportionate and non-accusatory. The aim is absence management, not interrogation.
Managers should avoid asking intrusive medical questions. The discussion should focus on work capability and support needs rather than diagnosis.
Where repeated short-term absences occur, return-to-work meetings create a documented record that may justify further review.
3. Monitoring Patterns and Absence Triggers
Employers are entitled to monitor attendance patterns. Many absence policies include trigger points, such as:
- A specified number of absences within a rolling period
- A certain number of days lost
- Identifiable patterns, for example repeated Monday absences
Triggers should prompt a review meeting rather than automatic disciplinary action. The purpose is to understand whether:
- There is an underlying health condition
- Workplace factors are contributing
- Support or adjustments are required
Where absence relates to a potential disability, the employer must consider reasonable adjustments. Failure to do so may expose the organisation to disability discrimination claims.
A structured and documented review process protects both the employer and the employee.
4. Escalation and the Capability Process
If short-term absence becomes persistent, employers may need to escalate the matter under a formal attendance or capability procedure.
Before taking formal action, employers should consider:
- Medical evidence where appropriate
- Occupational health referral
- Whether absences are linked
- Any disability considerations
- Consistency with past practice
Dismissal for ill health can be fair where the employer has followed a reasonable process, considered medical evidence and assessed alternatives. However, dismissal arising from short-term absence requires careful handling to avoid unfair dismissal or discrimination risk.
Self certification does not remove the employer’s obligation to act reasonably.
Section Summary
Managing self certified absence requires clear notification rules, proportionate return-to-work discussions and structured monitoring of patterns. Employers must balance operational needs with fairness and equality obligations. Consistency and documentation are critical to reducing legal exposure.
Section E: Misuse of Self Certification
Self certification relies on trust. Most employees use the system appropriately, but employers are entitled to investigate where there is evidence suggesting misuse. The key is to respond proportionately and lawfully.
Acting too aggressively risks unfair dismissal or discrimination claims. Ignoring patterns entirely can undermine operational discipline. The correct approach sits between those extremes.
1. Identifying Patterns of Concern
Isolated short absences rarely justify formal concern. However, employers may reasonably review patterns such as:
- Repeated absences immediately before or after weekends or holidays
- Multiple absences consistently lasting exactly seven calendar days
- High frequency of short absences within a defined period
- Inconsistent explanations over time
A pattern alone does not prove misconduct. It is a trigger for review.
Employers should rely on documented absence data rather than assumption. Objective evidence supports fair decision-making and reduces legal risk.
2. Conducting a Fair Investigation
If misuse is suspected, the employer should:
- Review attendance records
- Check whether absences are linked for SSP purposes
- Consider whether there may be an underlying health condition
- Arrange a meeting with the employee
The meeting should allow the employee to respond to concerns. The discussion should remain neutral and focused on attendance, not personal judgement.
Employers must remain alert to disability issues. Repeated short absences may relate to an underlying condition amounting to a disability under the Equality Act 2010. In such cases, reasonable adjustments may be required rather than disciplinary action.
3. Disciplinary vs Capability Route
Where absence is genuine but frequent, the matter usually falls under a capability or attendance management process.
Where evidence shows dishonesty, such as falsifying information, the matter may justify disciplinary action.
The route taken must reflect the evidence. Conflating genuine ill health with misconduct is a common and costly mistake.
Any formal action must follow a fair procedure consistent with the ACAS Code of Practice on Disciplinary and Grievance Procedures.
4. Avoiding Discrimination Risk
Short-term sickness absence may mask:
- Stress-related conditions
- Mental health conditions
- Chronic health conditions
- Pregnancy-related illness
Pregnancy-related sickness must not be treated as a disciplinary issue and must not be counted toward ordinary absence triggers. Any dismissal connected to pregnancy-related sickness is likely to be automatically unfair and discriminatory.
Where a condition is long-term and substantially affects normal day-to-day activities, it may meet the definition of disability. Where the employer knows or ought reasonably to know of the disability, there is a duty to consider reasonable adjustments and ensure absence triggers are applied flexibly where appropriate.
Failure to do so can expose the organisation to discrimination claims even where the attendance management process appears procedurally correct.
Section Summary
Employers may investigate suspected misuse of self certification, but responses must be evidence-based and proportionate. Patterns justify review, not automatic sanction. The distinction between misconduct and genuine ill health is critical, as is careful consideration of disability and pregnancy protections.
Section F: Practical Best Practices for Self Certification
A compliant self certification framework is built on clarity, proportionality and consistency. While the legal rules are relatively straightforward, operational failures often arise from poorly drafted policies, inconsistent application or excessive data collection.
Employers should treat self certification as part of a wider attendance strategy rather than a standalone administrative task.
1. Drafting a Clear Self Certification Policy
A well-drafted absence policy should set out:
- How and when sickness must be reported
- Who must be contacted
- The requirement to complete a self certification form for absences of up to seven calendar days
- When a fit note is required
- How sick pay is calculated
- How absence triggers operate
The policy should clearly state that medical evidence is required only after seven calendar days of absence, unless exceptional circumstances apply.
Consistency is critical. Managers must apply the policy uniformly to reduce allegations of unfair treatment.
2. Designing a Lawful Self Certification Form
A compliant form should collect only what is necessary to manage absence and administer sick pay.
Best practice includes:
- Limiting medical detail to a general description
- Including a declaration of truth
- Avoiding intrusive health questions
- Storing completed forms securely
Because health information is special category data under UK GDPR, processing must have a lawful basis and be handled securely. Access should be restricted to those with a legitimate business need.
Retention periods should be defined in line with data protection principles and payroll record requirements.
3. Training Managers and HR
Managers are often the first point of contact during sickness absence. Training should cover:
- The seven calendar day rule
- The difference between self certification and a fit note
- SSP basics
- Conducting appropriate return-to-work meetings
- Recognising potential disability issues
Inconsistent or informal handling of absence is one of the most common causes of disputes. Clear guidance reduces risk.
4. Aligning Self Certification with Absence Monitoring
Self certification should integrate with wider attendance monitoring systems.
Absence data should be reviewed periodically to:
- Identify trends
- Check compliance with notification rules
- Assess trigger points
- Monitor potential linked SSP periods
Data analysis must remain objective. Employers should avoid drawing conclusions without evidence or ignoring contextual factors such as disability or pregnancy.
5. Supporting Return to Work
Supporting an employee’s return to work after a self certification absence involves clear communication and a structured process.
Where appropriate, employers should consider:
- Temporary adjustments
- Flexible working arrangements
- A phased return to work
- Occupational health referral if patterns develop
Early support reduces the risk of short-term absence developing into long-term incapacity.
Section Summary
Effective self certification management depends on clear policies, proportionate documentation, trained managers and consistent monitoring. Employers should integrate self certification into broader attendance and wellbeing strategies while ensuring compliance with SSP and data protection obligations.
Section G: Self Certification FAQs
What is a self certification form?
A self certification form is a document completed by an employee confirming that they were unfit for work due to illness for up to seven calendar days. It records the dates of absence and a general description of the illness. It is used as evidence for short-term sickness absence and for SSP purposes.
How long can an employee self certify in the UK?
An employee can self certify for up to seven consecutive calendar days, including weekends and non-working days. If the absence continues beyond seven calendar days, the employer may request medical evidence such as a fit note.
What is the SC2 form?
The SC2 form is HMRC’s standard “Employee’s Statement of Sickness” form. It can be used by employees to confirm sickness absence lasting seven calendar days or less. Employers are not legally required to use the SC2 form specifically, but it is widely accepted for SSP evidence purposes.
Can an employer require a sick note within the first seven days?
For SSP purposes, employers should not require a fit note during the first seven calendar days of absence. Self certification is sufficient during this period. Medical evidence may be requested if absence extends beyond seven calendar days.
Does self certification apply to part-time staff?
Yes. The seven calendar day rule applies regardless of working pattern. Part-time, remote and hybrid workers are treated the same as full-time employees for self certification purposes.
Section H: Conclusion
Self certification plays a central role in UK sickness absence management. It allows employees to confirm short-term illness without the need for immediate medical evidence, reducing unnecessary administrative burdens and supporting timely reporting of absence.
For employers, compliance hinges on correctly applying the seven calendar day rule, administering Statutory Sick Pay in line with eligibility criteria and managing absence consistently and fairly.
Clear policies, proportionate documentation and well-trained managers reduce legal risk. Employers must remain alert to linked SSP periods, disability considerations and discrimination protections when reviewing attendance patterns.
Handled correctly, self certification supports operational continuity and employee wellbeing. Mishandled, it can lead to payroll errors, grievances and employment tribunal claims. The difference lies in clarity, consistency and compliance.
Section I: Glossary
| Term | Definition |
|---|---|
| Self Certification | The process by which an employee confirms their own sickness absence for up to seven calendar days without medical evidence. |
| Self Certification Form | A document completed by an employee recording dates of sickness absence and a general description of illness for evidential and payroll purposes. |
| SC2 Form | HMRC’s standard “Employee’s Statement of Sickness” form used to evidence short-term sickness for SSP purposes. |
| Fit Note | A statement of fitness for work issued by an authorised healthcare professional when sickness exceeds seven calendar days. |
| Statutory Sick Pay (SSP) | The statutory minimum sick pay payable by employers to eligible employees who are off work due to illness. |
| Qualifying Days | The days on which an employee normally works and for which SSP may be payable. |
| Period of Incapacity for Work (PIW) | A period of at least four consecutive calendar days of sickness absence for SSP purposes. |
| Linked Periods | Separate periods of sickness treated as connected for SSP calculations if separated by eight weeks (56 days) or less. |
Section J: Useful Links
| Resource | Link |
|---|---|
| GOV.UK – Taking Sick Leave | https://www.gov.uk/taking-sick-leave |
| GOV.UK – Statutory Sick Pay | https://www.gov.uk/statutory-sick-pay |
| GOV.UK – Rates and Thresholds for Employers (2025/26) | https://www.gov.uk/guidance/rates-and-thresholds-for-employers-2025-to-2026 |
| HMRC Statutory Payments Manual | https://www.gov.uk/hmrc-internal-manuals/statutory-payments-manual |
| ACAS – Managing Sickness Absence | https://www.acas.org.uk/sickness-and-absence |
| ICO – Employment Practices and Data Protection | https://ico.org.uk/for-organisations/employment/ |
| NNU Immigration – US Immigration | https://www.nnuimmigration.com/us-immigration/ |
