Sickness letter, which is also commonly referred to as a doctor's letter or medical certificate, is actually a document containing an explanation of your health condition made by a doctor, along with the effect of this condition on your ability to continue school or work. In particular, sick letters can be given to patients who have minor illnesses, severe illnesses, or have recently undergone minor surgery, and always include the patient's duration of absence from school or work and the reason. Whether you need to be absent from class, be absent from work, complete travel paperwork, or certify the presence of an emotional support animal, a sick letter is the perfect tool to streamline the whole process.
Step
Part 1 of 3: Getting Sick Letters for Absence from School or University
Step 1. Ask your parents to help you write a sick letter
Some schools do not require students to bring an official sick note from a doctor, and quite a number of doctors do not feel the need to produce an official sick note to prove a student's absence from school. Instead, the sick letter can be made by your parents or guardian, and handed over directly by them or entrusted to you after your condition has recovered.
- Make sure the letter includes a clear date of absence. Also, make sure the letter includes a brief reason behind your absence.
- For example, "Dear Mr. Susanto, we as parents of Martina Rahmad would like to convey that Martha could not go to school for three days because she had a sore throat and therefore had to rest at home. Thank you for understanding. Sincerely, Mr. and Rahmad's mother."
- Then, your parents must sign the letter and put it in a sealed envelope before sending it to the teacher at your school.
- If possible, your parents can also contact the school by phone to notify you of your absence. However, always remember that some educational institutions provide a time limit for parents to inform the news.
- Also understand that some educational institutions do not accept sick letters issued by parents or guardians. Therefore, don't forget to check the policies applied at your school before making a decision.
Step 2. Ask the doctor for a sick note
Some educational institutions only accept sick letters made by expert medical personnel, or require students to submit official sick letters if necessary to extend the duration of absence as valid evidence. If this is the case, please ask your doctor or other medical personnel for help in making the letter.
- In general, the letter should detail your medical condition and the duration of your recovery at home.
- The doctor can also attach a report on your surgery and/or information about the medications you are currently taking. Then, the document must be stamped using the official stamp of the clinic or hospital before being handed over to you.
- Remember, these sick letters or medical certificates cannot be obtained for free! In fact, different clinics or hospitals will charge different fees to patients.
Step 3. Include contact information on the sick letter
Most likely, the school will want to check the validity of the letter with your parents or doctor, to verify the correctness of the reason for your absence.
- Make sure your parents include their landline or cell phone number in the letter, or inform the school administration. This way, the school can contact your parents to confirm the legitimacy of the letter.
- In some cases, the doctor may need to request a letter from a parent or guardian before issuing a sick note. Specifically, the letter contains a statement that the patient's parent or guardian allows the doctor to inform the school of your medical condition. If you attend school in the United States, for example, the Health Insurance Portability and Accountability Act prohibits doctors from sharing most medical information with unauthorized parties, even the patient's school.
Step 4. Talk to your professor or professor
For those of you who are already in college, you are most likely categorized as an adult in the eyes of the law and therefore, do not need to bring a letter of permission from your parent or guardian when you cannot attend class. Instead, some universities and teachers have their own policies regarding absenteeism which of course, you must follow.
- Make your intention not to attend class to the professor or professor on campus. Most professors don't mind if you only need to skip a class or two. In fact, they won't mind accommodating your missed assignments or quizzes, nor will they give you time off as long as you're able to meet their requirements.
- Basically, university lecturers have the authority to deny your absence, even if you have provided medical documents and/or have filled out a sick leave form provided by the university administration. That's why it's important that you know each teacher's policies before deciding not to attend class.
Step 5. Go to the university administration
The next step you need to take is to go to the administration or university academics to take care of the various documents needed.
- Follow the instructions given on how to obtain an official sick letter from the university and validate your absence.
- Be prepared to have a follow-up examination at the university health unit, if requested. Some universities even only accept sick letters from doctors who work in the university's health unit.
Step 6. Register for special services for persons with disabilities provided by the university, if any
Even if teachers are unwilling to accept your sick note, they must still accommodate the needs of students with disabilities or serious illnesses. To get these services, try to find information about whether or not there are special services for people with disabilities provided by the university.
- By following these services, your college life can be made easier. For example, you may be allowed to turn in assignments outside of a set deadline, finish exams longer than other students, or ask someone else to take notes in class.
- Most likely, you will need to first obtain various supporting documents from expert medical personnel, which generally do not need to include the patient's diagnosis. In most cases, the university will only ask your doctor to verify your medical condition and provide specific needs, if any.
- After engaging in special services for persons with disabilities, please consult the plan for implementing these services with your academic advisor.
- Some places even provide special tests to test for the presence or absence of learning disorders / difficulties you are experiencing.
Part 2 of 3: Getting Sick Letter for Absence from Office
Step 1. Understand the rules that apply in your office
Basically, the rules for attendance at the office really depend on the policies that apply in the office and the area where you live. For example, in the UK, employees may not apply for sick leave if the duration of their absence is less than one week. The United States has even more complicated rules.
- In fact, companies in the United States have the right to justify your illness before granting leave, and that right is protected by the constitution. If you are currently working in the United States, understand that your employer has the full right to ask questions about your medical condition, and/or to require you to provide an official medical certificate from your doctor, regardless of the severity of the illness.
- However, the company does NOT have the right to request information about your diagnosis or other private medical information.
- The Americans with Disabilities Act (ADA) prohibits companies or employers from requesting employee medical information that is not related to their job. That is why, doctors only need to write down the results of the examination and the duration of the patient's absence in their certificate.
- If you are not currently working in the UK or the US, try to find information about company policies in this situation. Beware, employers may ask for evidence behind “suspicious” absences, such as when you miss the office too often on Mondays or Fridays. Some companies also have blanket policies (policy or blanket insurance) which are intended for all employees in one company with one coverage limit.
Step 2. Schedule an appointment with the doctor
Since your sick note must be signed or stamped by a medical professional, you will most likely need to schedule an appointment with your doctor so they can examine your condition and produce a formal sick note.
- Some companies may ask for a sick note for a minor illness, such as influenza, food poisoning, or the common cold. In some countries, it is legal and legal to do so.
- If the absence is long enough, your doctor may order further tests to prove your inability to work, and state specifically when or how you can return to work after that.
- Some clinics and hospitals offer consultation services over the phone. If your doctor's schedule is always full, or if your medical condition is minor, try discussing the possibility of having a telephone consultation with him.
Step 3. Get a sick letter directly, if you are currently hospitalized at a clinic or hospital
If the condition requires you to be admitted to a hospital or other medical institution, the doctor can immediately produce a sick letter or medical certificate that certifies your identity as a patient. Later, you can submit the document to the company as proof of absence from the office.
- If you are being treated by a medical professional other than a doctor, such as a nurse, physiotherapist, or mental health therapist, try asking them for a copy of the official statement allowing you to leave the hospital.
- Remember, these documents generally contain a variety of information that is private and confidential. You don't need to hand over such details to the company.
Step 4. Obey the rules applied in your workplace
Some offices require their employees to attach additional documents and/or comply with extra policies, especially if their absence is long enough. If your office is the same, make sure you comply with all of these requirements.
- Fill in the sick leave form provided by the office, if any. In some companies, if employees only need to be absent for less than one week, they are not required to submit an official sick note from a doctor, but are required to fill out a sick leave form provided by the office. Try to find information about whether or not the same policy exists in your office.
- However, there are also companies that still require their employees to submit an official sick letter from a doctor, regardless of the duration of their absence. Sometimes, the company also implements a policy regarding the deadline for submitting letters, such as within 15 days after the employee returns to work.
- If necessary, you may request additional documents from your doctor that contain information about your specific medical condition, any limitations you may have while working, and the effect the condition may have on your performance while the recovery process is ongoing. Later, the document can also be attached when you submit a sick letter to the company.
Part 3 of 3: Obtaining Sick Letters to Complete Travel Documents and/or Validating the Presence of Emotional Support Animals
Step 1. Consult your doctor before canceling your flight
If you suddenly fall ill before flying, see a doctor immediately. Armed with a sick certificate and the right documents, it is likely that the airline will be able to refund part or all of the ticket cost.
- Even if you already have travel insurance, a refund request can still be refused by the airline if you cancel your trip without being accompanied by a statement from a doctor. Therefore, see a doctor first before canceling.
- Generally, the sick letter will include a brief description of your medical problem, as well as a statement from your doctor that you are not well enough to fly for a certain period of time. To ensure its validity, the letter must be accompanied by official letterhead from the clinic or hospital, and signed by the doctor who made it.
Step 2. Contact the airline
If you experience influenza or other life-threatening medical problems and have to cancel your flight because of it, immediately contact the airline to inquire about the ticket cancellation policy caused by the illness. Some airlines require you to cancel within 24 hours of your flight and then send them an original signed doctor's letter or a copy.
- Some airlines charge you a cancellation fee when canceling a flight. Later, the fee can be returned after the airline receives your doctor's letter.
- Be prepared to claim travel insurance. Generally, travel insurance will cover cancellation fees caused by illness. If your premium includes these benefits, immediately send a doctor's letter, airline ticket, proof of ticket payment, and other proof of payment to the insurance company.
Step 3. Get a sick note from your doctor to certify the presence of your emotional support animal
In fact, some people have physical and/or emotional limitations that require the help of a support animal to carry out their daily activities. If you are one of them and have to take a long trip, please request a letter from your doctor certifying the presence of an emotional support animal as your traveling companion.
- Most airlines provide special accommodation for passengers with physical and/or emotional limitations. By attaching evidence related to your need for the presence of a support animal on the plane, the airline will surely allow your pet to enter the plane. A similar case applies in apartments or other dwellings that are supposed to be free of animals. As long as you are able to provide supporting documents, the apartment or housing manager should be able to negotiate.
- However, always remember that every country has different laws regarding disability conditions. For example, some countries consider depression or chronic pain, AIDS, autism, cancer, and/or heart disease a disability, so people with serious depression are also allowed to keep emotional support animals.
- Consult the possibility of getting the sick letter to the doctor who has been treating you. Generally, the letter must be accompanied by official letterhead from the clinic or hospital, and must be signed by a doctor. In addition, in the letter, the doctor must clearly state that you have a disability and, therefore, need to be accompanied by an emotional support animal.
- In the letter, you may allow the doctor to include a specific diagnosis, or not, especially since the patient's medical diagnosis is actually confidential information.
