Medical notes (sick notes)

A medical note is a health provider's statement that an employee is or was unfit to work. Several provinces now limit when you can ask for one.

Also called: sick note, doctor's note, medical certificate, proof of illness

What medical notes (sick notes) means

A medical note, or sick note, is a written statement from a doctor, nurse practitioner or other health care provider confirming that an employee was unable to work, or setting out limits on what they can do. A medical certificate is a more formal version, often required for longer statutory leaves.

For years many employers asked for a note after any sick day. That has changed. Several provinces now restrict sick notes for short absences, mainly to free up doctors' time. At the same time, the longer job-protected leaves for serious illness usually require a medical certificate.

So the question is no longer just whether you want a note, but whether the law lets you ask for one for this absence, and what it can contain.

How it works

Check your province's rule before you ask. Where notes are restricted for short absences, you may still be able to ask for other evidence, such as the employee's own written statement, or a note once absences pass a set length or number.

Ask only for what you need. For a short absence, that is usually confirmation that the employee was unfit to work and the dates. For a return to work or an accommodation, ask for functional limitations and how long they are expected to last. You generally do not need the diagnosis, and you should not ask for it.

Be consistent. Apply your note policy the same way to everyone. Singling out one employee can look like discrimination, especially if it lines up with a disability, pregnancy or family status.

Pay attention to cost and timing. If you require a note that the employee has to pay for, think about whether you will cover the fee. Give the employee a reasonable time to get it.

Store notes confidentially, apart from performance and personnel files. Limit access to the people who need to see them. Medical information is personal information under privacy law.

Medical notes (sick notes) by province

Sick note rules have changed in several provinces since 2024. These are the rules we confirmed on official pages.

Where the work is done	The rule
British Columbia	Employers cannot request a sick note for the first two absences of 5 days or less in a calendar year. After that, only reasonably sufficient proof. Notes can still be requested for leaves over 5 consecutive days and for return-to-work or accommodation.
Alberta	Long-term illness and injury leave requires a medical certificate from a physician or nurse practitioner stating the estimated length of the leave, before the leave or as soon as reasonable.
Saskatchewan	Amendments passed in May 2025 limit sick notes to absences of more than 5 consecutive working days, or after two absences of 2 or more days in the past 12 months. Confirm the start date with the province.
Ontario	Since 28 October 2024, employers cannot require a medical note for the 3 unpaid sick days. Other reasonable evidence, such as an attestation, may still be requested. Long-term illness leave requires a certificate.

We could not confirm current sick note rules for the federal sector, Manitoba, Quebec, the Atlantic provinces or the territories. Check with that office before you set a policy.

Example: Rewriting a sick note policy in Nanaimo

Tara runs a 14-person veterinary clinic in Nanaimo, British Columbia. Her old policy asked for a doctor's note after any sick day. After reading the province's rules, she rewrites it.

The new policy says staff do not need a note for their first two absences of 5 days or less in a calendar year. For a third absence, Tara may ask for reasonably sufficient proof, which may be a short written statement from the employee for a cold or flu. A note is required for absences longer than 5 consecutive days and for any return with limits on duties. Notes go in a locked file separate from personnel records.

Employee records in the Staffkin HR Suite

Staffkin HR Suite employee records store each person's documents with their profile, so you can keep medical notes on file in one place.

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Questions about medical notes (sick notes)

Can an employer ask for a sick note in Ontario?

Not for the 3 unpaid sick days under the Employment Standards Act, since 28 October 2024. You can ask for other reasonable evidence, such as an attestation.

Can I ask what the employee's illness is?

Generally no. Ask whether they were unfit to work and, for a return or accommodation, what their functional limitations are. The diagnosis is usually not needed.

When can a British Columbia employer ask for a sick note?

Not for the first two absences of 5 days or less in a calendar year. After that, only for reasonably sufficient proof, and always for leaves longer than 5 consecutive days or for return-to-work or accommodation.

Official sources

General information for Canadian employers, not legal advice. Rules differ by province and territory and change over time, so check with your provincial employment standards office (or the federal Labour Program if you are federally regulated) before you rely on it. See employment standards by province.

Checked against official sources on 4 November 2026.