Sick leave in a private company follows a simple process — but getting the medical certificate part wrong can cause pay deductions or HR escalation. This guide covers the exact steps, email templates, and certificate requirements.
Step 1: Notify Your Manager and HR Immediately
The moment you know you cannot come to office, send an email to your direct manager and copy HR. Do this before your shift starts — not after. A delayed notification is treated by many companies as an unauthorised absence, even if you were genuinely sick.
For most IT companies and MNCs, WhatsApp messages to your manager are acceptable for the day-of notification, but a formal email must follow for HR records.
Sick Leave Email Format — Short (1–2 Days)
Sick Leave Email Format — Extended (3+ Days)
How Many Days Can You Take Without a Medical Certificate?
| Leave Duration | Certificate Required? | Notes |
|---|---|---|
| 1 day | Usually not required | Self-declaration accepted by most companies |
| 2 days | May or may not be required | Depends on company policy — check your handbook |
| 3+ consecutive days | Required by most companies | Submit within 2 days of return at most companies |
| Any duration at BPOs/banks | Often required from day 1 | Check your offer letter for specific policy |
| Extended leave (7+ days) | Required, sometimes with specialist certificate | HR may require fitness certificate for return too |
What Your Medical Certificate Must Contain
HR departments across Indian private companies require medical certificates to include:
- Patient's full name (matching employment records)
- Date of consultation (must be on or before the first day of sick leave)
- Diagnosis or clinical reason for leave
- Recommended leave period (from date to date)
- Doctor's name, qualification (MBBS/MD), and NMC registration number
- Doctor's signature and clinic letterhead
The NMC registration number is the most important element for HR verification — it allows them to independently confirm the doctor's credentials at nmc.org.in.
How to Get a Medical Certificate Online on the Same Day
If you are too unwell to visit a clinic, you can get a valid medical certificate from an NMC-registered doctor online in 30 minutes:
- Visit easymedicalcertificate.com and select "Sick Leave Certificate"
- Enter your name, symptoms, and your company's name
- Pay ₹599 via UPI, card, or net banking
- An NMC-registered MBBS/MD doctor reviews your case online
- Certificate delivered to WhatsApp + email in 30 minutes — valid under MoHFW Telemedicine Guidelines 2020
Sick Leave Rules Under the Shops and Establishments Act
Private companies in India are governed by the Shops and Establishments Act of the state where they operate. Key provisions:
- Minimum sick leave: Most states mandate 12 days of paid sick leave per year for full-time employees. Karnataka mandates 12 days; Maharashtra 14 days; Telangana 12 days; Tamil Nadu 12 days; Delhi 14 days.
- Carry-forward: Unused sick leave can typically be carried forward up to 30–45 days depending on the state and company policy.
- Encashment: Sick leave is generally not encashable (unlike earned leave) under most state acts — but company policies vary.
- Certificate requirement: The Shops and Establishments Act does not specify a certificate threshold — this is left to company policy, which is why it varies.
What Happens If HR Rejects Your Certificate
If HR rejects a certificate from an NMC-registered doctor, ask them to verify the NMC number at nmc.org.in and cite the MoHFW Telemedicine Practice Guidelines 2020 (GSR 225(E), Gazette of India, 25 March 2020). Online certificates from registered doctors are legally valid and equivalent to in-person clinic certificates. If Easy Medical Certificate issued your certificate and HR still refuses, we provide a 100% refund.
Need a Certificate Today?
NMC doctor · ₹599 · 30-minute delivery · Valid for all private companies
Get Sick Leave Certificate — ₹599