Employer's Guide to Requesting Sick Notes in Canada | MediNote

Canadian employers must balance legitimate absence management with employee privacy rights. Here's a practical guide to sick note policies that comply with employment standards.

What You Can Ask For

Confirmation the employee was assessed by a licensed healthcare provider
Dates of absence
Whether the employee is fit to return to work
Any workplace accommodations needed
Expected duration of absence (for extended leave)

What You Cannot Ask For

The employee's specific diagnosis or medical condition
Details about treatment plans or medications
Information about mental health status
Confirmation of pregnancy-related details
Access to the employee's medical records

Provincial Variation

Sick note requirements vary by province. In Ontario (ESA), employers can request a medical note but must be reasonable. In BC, "reasonably sufficient proof" is the standard. Alberta allows requests for absences of 3+ consecutive days. Make sure your policy aligns with your province's employment standards.

Accepting Telehealth Notes

Telehealth is a recognized form of healthcare delivery across Canada. Employers should accept sick notes from telehealth consultations just as they would from in-person visits. Rejecting a note solely because it was obtained online could be considered unreasonable.

Best Practices

Have a clear, written sick note policy communicated to all employees
Apply the policy consistently to avoid discrimination claims
Set a reasonable threshold (e.g., 3+ days) before requiring documentation
Never ask for diagnosis details - only fitness to work
Accept telehealth notes from licensed physicians
Consider offering reimbursement for sick note costs

Frequently Asked Questions

Can employers require a sick note for every absence?

Generally, no. Most provinces allow employers to request medical documentation for absences of 3+ days, but requiring a note for every single day of absence may be considered unreasonable. Check your provincial employment standards.

What can an employer legally ask for on a sick note?

An employer can ask for: confirmation the employee was seen by a healthcare provider, dates of absence, whether the employee is fit to return to work, and any work restrictions. You cannot ask for the employee's diagnosis or treatment details.

Can employers reject an online sick note?

No. If the sick note is issued by a licensed physician, employers generally cannot reject it based on how the consultation was conducted. Telehealth notes carry the same legal weight as notes from in-person visits.

Disclaimer: This is not legal advice. Consult an employment lawyer for province-specific guidance.