Requiring employees to provide a doctor’s note for short, incidental sick days has long been a standard practice in many organizations. The intent is often to ensure legitimacy, promote accountability, and deter unnecessary absences. However, evidence and best practices in absence management suggest that this approach does little to reduce avoidable absenteeism or support an employee’s early and safe return to work. Instead, organizations should focus on proactive attendance support strategies that address the root causes of absenteeism and foster a culture of engagement and accountability.
The Problem with Doctor’s Notes
- They Do Not Support Early and Safe Return to Work
Doctor’s notes for minor illnesses do not provide meaningful medical guidance on when or how an employee should return to work. In most cases, healthcare professionals simply confirm that an employee was unwell for a brief period—something the employee already knows. These notes do not contribute to recovery strategies or accommodations that facilitate a safe and sustainable return. Instead, they create an administrative formality that does little to benefit either the employer or the employee.
- They Do Not Reduce Avoidable Absences
Organizations that rely on doctor’s notes to curb absenteeism often find that this requirement does not effectively deter unnecessary absences. Employees who are determined to misuse sick leave will continue to do so, while those who are genuinely ill may delay their recovery by seeking a medical appointment solely to obtain a note. This practice increases the burden on healthcare systems, forcing individuals with minor illnesses to take up valuable appointment slots that could be used for patients with more serious health concerns.
- They Increase Administrative Burden
Mandating doctor’s notes places an unnecessary administrative strain on HR professionals, managers, and healthcare providers. Time spent collecting, verifying, and filing these notes could be better spent on more strategic initiatives that genuinely improve workplace productivity and employee well-being. Furthermore, the added stress of obtaining a note can negatively impact employee morale, especially when they are already dealing with illness.
A Changing Legal Landscape
Legislation is beginning to catch up with best practices. From October 2024 and onwards, Ontario employers can no longer require a sick note for absences of three days or fewer which started , a move aimed at reducing pressure on both employees and the healthcare system. As of January 1, 2025, Quebec has followed suit, joining other provinces that are adopting similar rules. These changes signal a broader shift toward smarter, more sustainable approaches to managing short-term absences.
Read more from the Ontario Government
Learn more about Quebec’s legislation
A Smarter Alternative: Effective Attendance Support Programs
Rather than enforcing reactive policies, organizations should invest in proactive, data-informed attendance management strategies that emphasize early intervention, medical insight, and employee engagement.
- Monitor Attendance Patterns
Instead of scrutinizing individual sick days, review overall trends. Are certain employees frequently absent on Mondays or before holidays? Are there recurring short-term absences that suggest an underlying issue? Define thresholds that flag patterns for further review, enabling earlier, more constructive intervention. - Engage Medical Oversight
When attendance concerns arise, collaboration is essential. Engaging your company doctor, disability case manager, and—when appropriate—the employee’s treating physician can help uncover underlying causes and inform appropriate support. This approach ensures that attendance management remains compassionate, fair, and medically informed. - Support Return-to-Work Planning
Early, safe, and sustainable return-to-work strategies are essential. These might include:
- Adjusting workload expectations to reduce stress-related absences
- Providing access to mental health services, wellness application platforms and EAP services
- Offering flexible work arrangements
- Using employee attestations for short absences
- Implementing a structured return-to-work process for longer leaves
- Foster a Culture of Accountability and Engagement
Open communication, clear expectations, and a culture of trust can reduce avoidable absenteeism far more effectively than punitive policies. When employees feel supported and valued, they’re more likely to take responsibility for their attendance and be forthcoming about challenges. - Putting Policy into Practice
While legislative updates remove the requirement for sick notes, that doesn’t mean short-term absences should go unchecked. Instead, organizations can implement policies that align with both compliance and operational needs. These include:
- Monitoring attendance data for recurring short-term absences
- Conducting timely, supportive conversations with affected employees
- Leveraging clinical oversight to develop return-to-work strategies
At Workplace Medical Corp., we help clients manage these efforts through our case management services. Whether you conduct absence reviews annually, biannually, or quarterly, our team can support your efforts to uncover trends, address risks early, and improve attendance outcomes across your organization.
Conclusion: Moving Toward a More Effective Approach
Requiring a doctor’s note for every minor illness no longer aligns with evidence, best practice—or legislation. By shifting from a reactive to a proactive approach, organizations can improve productivity, reduce administrative burden, and support a healthier workforce.
Now is the time to ask: What is your organization doing to build a more effective and sustainable attendance management strategy?
Let’s Talk: www.workplacemedical.com