Self-Certification Form (SC2): Sickness Absence Template

A self-certification form is the employee's own written statement that they were off work sick. It covers the first 7 days of sickness, for which an employer cannot demand medical evidence; after that a fit note is the usual proof. HMRC's version is form SC2, the "employee's statement of sickness", which is now completed online, but an employer can use its own form or simply an email. Since 6 April 2026 Statutory Sick Pay is payable from the first day of sickness at £123.25 a week or 80% of normal weekly earnings, whichever is lower, so the self-certificate now supports pay for even a one-day absence.

What self-certification is for

The rule behind self-certification is regulation 2(2) of the Statutory Sick Pay (Medical Evidence) Regulations 1985: an employee "shall not be required ... to provide medical information in respect of the first 7 days in any spell of incapacity for work". GOV.UK puts the employer side plainly: you can only ask for a fit note if the employee is off for more than 7 days in a row, including non-working days such as weekends and bank holidays.

For shorter absences, the employer can ask the employee to confirm, once they are back, that they were off sick. GOV.UK calls this "self-certification" and notes that the employer and employee agree how it is done: a form, an email or a return-to-work record all work. The self-certificate therefore does two jobs. It is the employer's evidence for paying SSP, and it is the sickness absence record HMRC may ask to see if a payment is disputed.

Notice of sickness is not the same thing

Employers often merge two separate steps. The first is notifying the absence, which happens at the start. The second is certifying it, which usually happens on return. The law treats them differently.

• Time limit for notice. The employee must tell the employer within the time limit the employer has set and made known, or within 7 days if there is none (regulation 7(1) of the Statutory Sick Pay (General) Regulations 1982);
• How notice is given. The employer can set the method, but it cannot require notice to be given personally, in the form of medical evidence, on a document supplied by the employer or on a printed form (regulation 7(5));
• Late notice. SSP need not be paid for the days the employee was late in telling you, unless there was good reason for the delay;
• Certification. The SC2 or the employer's own form comes afterwards, as evidence of the days of sickness.

A policy that says "phone your manager by 9am" is lawful. A policy that says "SSP will not be paid unless you complete form HR-7 on your first day" is not, because it ties notice to a document the employer supplies.

What the SC2 asks for

HMRC moved the SC2 online. It cannot be saved part-way, so the employee should gather the details first. GOV.UK lists:

• Identity. National Insurance number and phone number;
• Sickness details. What the sickness was and the dates the employee was sick;
• Last working day. The date of the last working day before the sickness began;
• Payroll reference. A clock or payroll number.

Once completed, the employee gives it to the employer and keeps a copy. The SC2 can be used on its own to self-certify, or alongside a fit note.

A self-certification form template

Many employers prefer their own form, because it can also capture return-to-work information. A compliant structure looks like this:

1. Employee details. Name, job title, department, payroll number;
2. Dates. Last day worked, first day of sickness, last day of sickness, date returned;
3. Days missed. The working days (qualifying days) missed in that period;
4. Reason. A short description of the illness or injury, and whether it was caused by an accident at work;
5. Medical contact. Whether the employee saw a GP, pharmacist or other healthcare professional (optional, not a condition of pay);
6. Notification. The date and time the employee first reported the absence, and to whom;
7. Declaration. "I certify that I was unable to work because of sickness on the dates above", signed and dated by the employee;
8. Manager section. Return-to-work discussion held (yes/no), any adjustments agreed, manager's signature;
9. Payroll section. SSP days payable, any company sick pay, and whether the absence links to an earlier one.

Keep the form proportionate. It is evidence of incapacity, not an invitation to collect detailed health data, and the company should treat the completed forms as confidential personnel records.

Worked example: a three-day absence

Sam works Monday to Friday and earns £500 a week. Sam phones in sick on Monday, returns on Thursday and completes the company's self-certification form, which shows sickness on Monday, Tuesday and Wednesday.

• Weekly rate. 80% of £500 is £400, so the lower figure of £123.25 applies;
• Daily rate. Section 157(3) divides the weekly rate by the number of qualifying days in that week: £123.25 ÷ 5 = £24.65;
• SSP due. 3 days × £24.65 = £73.95, paid through payroll on the normal payday with tax and National Insurance deducted.

Before 6 April 2026 the first three qualifying days were "waiting days" and Sam would have received nothing. The Employment Rights Act 2025 removed waiting days, so a properly certified three-day absence now generates SSP. If Sam earned £120 a week, the rate would be 80% of £120, which is £96 a week, or £19.20 a day.

When self-certification stops and a fit note starts

If the absence runs past 7 consecutive days, counting weekends, the employer can ask for a fit note. A GP, hospital doctor, registered nurse, occupational therapist, pharmacist or physiotherapist can issue one, and it can be printed or digital. Two points catch employers out. First, you cannot withhold SSP because the employee is late sending a fit note. Second, with the employer's agreement, other evidence such as an Allied Health Professional Health and Work Report can stand in for a fit note.

Periods of sickness link if each lasts at least one full working day and they are no more than 8 weeks apart. Your form should therefore record exact dates. That way payroll can tell whether a new absence continues an existing period of entitlement towards the 28-week maximum, and whether form SSP1 is due.

The rules above come from HMRC's guidance on form SC2, the SSP employer guide, regulation 2 of the Medical Evidence Regulations 1985, regulation 7 of the SSP (General) Regulations 1982 and section 157 of the 1992 Act. For the wider rules see our guides to statutory sick pay and form SSP1.

Acumon runs SSP calculations, linking checks and absence records as part of payroll management and outsourced payroll. If your sickness policy still refers to waiting days, it is worth updating before the next absence.