When Is a Doctor’s Note Required for Work in California? (2025 Guide)

By Your Health Magazine

In California, the rules around when an employer may ask for a doctor’s note depend on the type of leave and the laws that apply. For standard sick days under the state’s Paid Sick Leave (PSL) law, your oral or written request is generally enough. But in situations such as Family and Medical Leave Act (FMLA) or California Family Rights Act (CFRA) absences, pregnancy disability leave, workers’ compensation claims, or victim-of-crime leaves, medical documentation can be required. Understanding these differences helps both employees and employers handle leave lawfully and respectfully.

California Paid Sick Leave (PSL): Notes Usually Not Required

Coverage: Most employees working at least 30 days for the same employer in a year qualify. Since January 2024, covered workers receive a minimum of five days (40 hours) of PSL annually.
Requesting leave: Employees can request PSL orally or in writing. Advance notice is expected when foreseeable, such as for a scheduled appointment. If not foreseeable, notice should be given as soon as possible.
Doctor’s note rules: Employers may not deny PSL solely because a doctor’s note is not presented. The leave cannot be conditioned on documentation. The Labor Commissioner does recognize that if an employer has specific information suggesting misuse, it may be reasonable to request documentation before paying the leave.
Attendance policies: Employers may not assign disciplinary points or treat protected PSL absences as policy “occurrences.” Doing so can violate California law.

When a Note Can Be Required

CFRA/FMLA (Serious Health Condition)

If an employee takes leave under the California Family Rights Act (CFRA) or the federal Family and Medical Leave Act (FMLA) for a serious health condition, the employer may require medical certification. Employees are usually given 15 calendar days to provide this documentation, unless there are good-faith reasons for delay. Employers may also require a fitness-for-duty release before returning to work, but only if the policy is applied consistently to all employees in similar circumstances. The certification should confirm the presence of a serious health condition, expected duration, and work limitations, but it does not need to disclose detailed diagnoses.

Pregnancy Disability Leave (PDL)

Employees disabled by pregnancy, childbirth, or related medical conditions are entitled to up to four months of Pregnancy Disability Leave. Employers may request written certification from a health-care provider that confirms the need for leave and specifies the expected duration. This leave is separate from CFRA bonding leave, which many new parents use after the disability period ends. A doctor’s note in this context typically states that the employee is medically unable to work and may include restrictions such as limited physical activity.

Workers’ Compensation

When an injury or illness is job-related, the employee’s treating physician provides regular work status updates. These notes are critical for both employers and claims administrators in deciding when the employee can return to work, whether modified duties are necessary, or whether temporary disability benefits continue. The doctor’s reports may cover restrictions such as lifting limits, hours of work, or the need for physical therapy.

Victims of Domestic Violence, Sexual Assault, or Stalking

California law (Labor Code §§ 230, 230.1) gives employees the right to take time off if they are victims of domestic violence, sexual assault, or stalking. This leave may be used for medical treatment, counseling, relocation, or legal proceedings such as obtaining a restraining order. Employers can request documentation verifying the need for leave, and acceptable forms include:

A police report
A court order
A written statement from the employee
A note from a licensed health-care provider
Documentation from a counselor, therapist, or victim advocate

In this situation, a doctor’s note is used to confirm that the employee sought medical care related to the incident such as treatment for injuries or stress-related conditions. The note does not need to mention “stalking” or “domestic violence” directly; it only needs to confirm that medical evaluation occurred and identify any work restrictions. All documentation must be treated as confidential and stored separately from personnel files.

Disability Accommodations (FEHA)

Under the Fair Employment and Housing Act (FEHA), employers must provide reasonable accommodations to employees with disabilities. When the disability or need for accommodation is not obvious, employers may request medical documentation verifying the condition and related work limitations. However, the request must remain limited employers cannot require disclosure of the underlying diagnosis or full medical history. Any documentation must be kept confidential and maintained in a separate medical file.

Return-to-Work Notes

Under CFRA/FMLA: A fitness-for-duty release may be required, but only under a uniformly applied policy. The release may confirm only that the employee can perform essential job functions related to the leave.
Outside CFRA/FMLA: Some workplaces maintain neutral policies requiring a return note after extended absences or safety-sensitive duties. These policies must be applied consistently and must respect confidentiality.
Workers’ compensation: The physician’s reports govern return-to-work timing and work restrictions.

What a Typical Doctor’s Note Includes

A standard doctor’s note for work is designed to be concise and job-focused. It usually contains:

Name and contact information of the health-care provider
Dates of evaluation or treatment
Dates the employee cannot work or must follow restrictions
Functional limitations (if any), such as lifting limits or reduced hours
Expected date of return or re-evaluation
Provider’s signature and credentials

Employers do not need to see a diagnosis. Notes should contain only what is necessary for the workplace to adjust schedules or verify the absence.

For employees and HR teams, reviewing a doctor’s note template can be useful to understand what an appropriate note should look like. Templates clarify the format, highlight the types of details that are typically included, and demonstrate how medical privacy is protected while still meeting workplace requirements.

FAQs

Can an employer require a note for a single day of sick leave?

Not under PSL. A request is enough. Only in limited cases where misuse is suspected may documentation be requested before payment.

Can an employer assign attendance points for PSL absences?

No. Protected PSL absences cannot be treated as violations of attendance rules.

How long do I have to return a CFRA/FMLA certification?

Generally 15 days, with possible extensions if you made a good-faith effort but could not meet the deadline.

Can an employer contact my doctor directly?

For CFRA/FMLA certifications, only HR or leave administrators may contact the provider, and only to authenticate or clarify a complete certification. Supervisors cannot contact the doctor.

Do I need to share my diagnosis?

No. Employers can only ask for documentation of functional limitations or need for accommodation, not the specific medical condition.

Practical Steps if a Note Is Requested

Confirm which law or policy applies (PSL, CFRA/FMLA, PDL, workers’ comp, or victim-of-crime leave).
Use the correct form (for example, CFRA/FMLA certification).
Provide only the necessary details: dates, restrictions, and duration.
Keep copies of all documentation for your records.

Conclusion

In California, most short sick absences do not require a note, but other circumstances such as FMLA/CFRA leave, pregnancy disability leave, workers’ compensation, or certain protected leaves may call for documentation. A doctor’s note for work should stay focused on work limitations and timing, not diagnoses. Reviewing a reliable doctor’s note template is an effective way to understand what such documentation should contain.

_Disclaimer:_{This guide is informational and reflects California law as of 2025. For specific situations, consult an employment attorney or HR professional.}