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Does an Employee Have to Give a Reason for Absence?
Updated on April 15th 2026
When an employee calls in sick, it’s natural for employers to want to understand the situation. However, questions around privacy and what information you’re legally entitled to can make this a sensitive area.
As the employer, you’re entitled to request basic information about an employee’s illness when they’re too unwell to work, but your approach matters. Our expert UK employment law specialists provide all the essential details in this guide.
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Can you ask an employee why they are off sick?
Yes, as the employer you have the right to ask your employees why they’re going to be absent. The reason for sickness absence can then be provided by the member of staff, which is called self-certification. If the employee is off for more than 7 days, then you have the right to request a fit note (sick note) from their doctor.
Many businesses need support with absenteeism, as in the long-term it may affect productivity and meeting customer demand. It’s also vital to handle all information in confidentiality and to remain compliant with UK employment laws, which are outlined in more detail below.
The employee's first 7 days: Self-certification
For sickness absences of seven calendar days or fewer, employees aren’t legally required to provide a doctor’s note. Instead, they can self-certify.
Self-certification is the process by which an employee confirms their own illness without the need for medical evidence. They typically do this by completing a form or providing written confirmation (often on return to work) stating the dates they were absent and a brief reason for their illness.
As part of this process, it’s reasonable for you to ask for the general nature of the illness (for example, migraine, flu, or a stomach bug). This can help with internal record-keeping and absence monitoring and long-term employee performance management.
However, you shouldn’t insist on detailed medical information or a diagnosis. Some employees may feel uncomfortable disclosing specific health details (mental health being a good example) and there are also data protection considerations. Health information is sensitive and must treated accordingly.
After 7 days of sickness: Fit notes
When an employee is absent for more than seven calendar days, you can require them to provide medical evidence – usually in the form of a fit note from their GP.
A fit note (also known as a Statement of Fitness for Work) will confirm whether the employee is “not fit for work” or “may be fit for work” with adjustments. It’ll usually state a general reason for the absence (for example, stress, back pain, or respiratory infection) but won’t typically include a detailed diagnosis.
Employers aren’t entitled to more in-depth medical information than what’s included in the fit note. However, if it’s necessary in order to consider or implement reasonable adjustments to support the employee’s return, it may be appropriate to request further clarification or medical evidence – with the employee’s consent.
This is particularly important if the employee’s condition could amount to a disability under the Equality Act 2010, as you have a legal duty to make reasonable adjustments to remove or reduce any disadvantage.
Key takeaways: Respect employee privacy and stay compliant
While it’s reasonable to ask for basic information about an employee’s illness to manage absence and plan work, it’s important to respect their privacy and avoid pressing for detailed medical specifics. Asking for more information than necessary can damage trust, lead to disputes, and risk breaching data protection laws.
Remember, any health-related information is classified as special category data under UK GDPR and must be collected, stored, and used lawfully, fairly, and securely. Always balance your operational needs with the employee’s right to privacy to maintain compliance and a respectful workplace.
As the employer, you’re entitled to ask for the basic nature of an illness when an employee is off sick. Also:
- For absences of seven days or fewer, employees can self-certify (a GP note isn’t required).
- You can require a fit note for absences longer than seven days.
- A fit note confirms whether an employee is fit to work and may include suggestions for adjustments.
- Fit notes typically state the general reason for absence but not a detailed diagnosis.
- You’re not entitled to specific medical information beyond what’s provided in the fit note. However, if further information is necessary to consider or implement reasonable adjustments, you may ask for clarification with the employee’s consent.
- Handle all health-related information sensitively and in accordance with data protection laws.
Taking a sensitive and legally compliant approach to sickness absence can help protect employee wellbeing, support successful returns to work, and ensure your business meets its legal obligations.
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