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uk Work & employment crises paid sick leave stopped • sick pay stopped suddenly • employer says paperwork insufficient • sick leave paperwork missing • sick note not accepted • fit note not received • proof of sickness needed • self certify sickness • payroll stopped sick pay • hr says missing documents • medical evidence for absence • sickness absence documentation • company sick pay paused • statutory sick pay problem • return to work pressure • worried about losing pay • short notice pay change

What to do if…
you are told your paid sick leave will be stopped because paperwork is insufficient

Short answer

Ask for the decision and the exact missing paperwork in writing, then send the minimum required evidence as soon as you can (keeping copies). If this is about Statutory Sick Pay, treat it as a dispute: ask for written reasons and escalate if needed.

Do not do these things

  • Do not leave this as a verbal conversation — get the “missing paperwork” list and deadline in writing.
  • Do not hand over your original documents without keeping a copy (or at least a clear scan/photo).
  • Do not overshare medical details; provide what’s required (for example, a fit note) rather than full records.
  • Do not resign, stop turning up, or agree to “unpaid leave” on the spot just to end the conversation.
  • Do not assume “insufficient paperwork” means you are not entitled — it may be fixable quickly.

What to do now

  1. Get the stop/withhold decision in writing today. Ask HR/payroll: (a) which pay they mean (Statutory Sick Pay vs company/contractual sick pay), (b) exactly what document(s) are missing, (c) where to send them, (d) the deadline, and (e) whether pay is being paused pending documents or ended.
  2. Check which scheme you’re on (this changes what they can demand). Look at your payslip and your contract/handbook:
    • SSP has minimum evidence rules.
    • Company/contractual sick pay can have additional rules set out in your contract/policy.
  3. Match the evidence to how long you’ve been off:
    • 7 calendar days or fewer off sick: you normally self-certify (your employer can ask you to confirm you were off sick).
    • More than 7 calendar days off sick (including weekends/non-working days): you normally need a fit note. It can be provided electronically.
  4. If there’s a delay getting a fit note, say so immediately (in writing). Tell them why it’s delayed and when you expect to send it. A fit note may be backdated if the clinician is satisfied it’s appropriate — ask your clinician, and keep your employer updated.
  5. If this is SSP, know this key point: SSP should not be withheld just because a fit note arrives late. (Separate issue: employers can have notification rules for reporting absence — so keep reporting your ongoing sickness as required.)
  6. If they’re asking for evidence for the first 7 days: ask whether self-certification is acceptable. If they insist on clinician evidence for days 1–7 and the clinician charges, ask HR to confirm the employer will cover any fee.
  7. Send what you have in a trackable way and ask for confirmation. Email is usually best. Include your name, employee number, dates off sick, and attach the document(s). Ask for a reply confirming receipt and when pay will be reinstated (and whether arrears will be paid).
  8. If they say you’re not entitled to SSP or your SSP is ending: ask for SSP1 (or written reasons). Keep the document/email — it matters for disputes and any benefits claim.
  9. Escalate fast if it’s not fixed. Use your employer’s payroll/HR escalation route first (forward the evidence + ask for reinstatement/arrears). If the dispute is about SSP and you cannot resolve it internally, escalate to HMRC’s Statutory Payment Dispute Team.

What can wait

  • You do not need to decide right now whether to raise a formal grievance, start a legal claim, or get legal representation.
  • You do not need to write a long explanation of your condition — focus on the required document(s) and a clear paper trail.
  • You do not need to negotiate broader policy changes; stabilise pay first.

Important reassurance

This often turns out to be an admin mismatch (wrong inbox, missing page, unclear policy, dates not lining up). Getting a written checklist, sending the minimum evidence, and keeping copies usually resolves it.

Scope note

These are first steps to stabilise pay and prevent escalation. If the employer keeps withholding pay after you’ve provided what they asked for, you may need specialist employment advice based on your contract and timelines.

Important note

This is general information, not legal advice. Sick pay rules can differ depending on your contract and whether the pay is statutory or contractual.

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