The Progressive Discipline Process
If you've been calling in sick frequently, your employer will typically follow this process. It is important to understand that calling in sick without proper documentation can put your job at risk. Having a valid sick note is your best defense against disciplinary action.
Stage 1: Informal Conversation
Your manager pulls you aside and says something like "I've noticed you've been absent a lot lately. Is everything okay?" This is usually a genuine check-in, but it's also the first step in documenting a pattern. If you don't have a sick note to back up your absences, this conversation can quickly escalate. Don't wait for this to happen. New sick-note requests are temporarily paused while we review our service. We are not accepting new orders at this time. to protect yourself from the start.
Stage 2: Verbal Warning
A more formal conversation where your manager explicitly states that your attendance needs to improve. They may reference specific dates and the impact on the team. This is a critical juncture. If you continue to miss work without a doctor's note, you are giving your employer grounds for further action. A simple $49 investment in a MedLetter sick note can prevent this warning from ever happening.
Stage 3: Written Warning
A formal letter or email documenting your attendance issues, stating expectations, and outlining consequences if attendance doesn't improve. This goes in your HR file. Once a warning is in writing, your job is officially on the line. The lack of medical documentation is usually the primary reason employers feel justified in issuing these warnings. Protect your livelihood with a legally valid sick note.
Stage 4: Final Written Warning / Performance Improvement Plan
A last-chance warning with a specific timeline (usually 30-90 days) and clear attendance targets. Missing these targets could lead to termination. This is a highly stressful situation that can often be avoided entirely by simply providing a doctor's note for every absence. Don't let it get to this point.
Stage 5: Termination
If attendance doesn't improve after all previous steps, your employer may terminate your employment. Losing your job because you were genuinely sick but failed to get a note is a devastating and preventable outcome.
Critical point: This entire process can take 6-12 months. Your employer CANNOT skip steps unless you've committed serious misconduct (like lying about being sick). However, without a sick note, your absences are considered unexcused, accelerating this process.
The Game-Changer: Medical Documentation
Here's what most people don't realize: Having a doctor's note for each absence fundamentally changes the legal equation. It is the single most important thing you can do to protect your job when you are unwell.
Without notes:
- Your absences look like a "pattern of unreliability"
- Your employer can frame it as culpable absenteeism
- Progressive discipline proceeds normally
- You have very little legal recourse if terminated
With notes:
- Your absences are "innocent absenteeism" (medical)
- Human rights protections may apply
- Your employer must explore accommodation before discipline
- Termination becomes much harder to justify
- You have a documented medical history supporting your need for time off
How Many Sick Days Is "Too Many"?
There's no legal number, but here's context based on typical Canadian workplaces:
| Absences per year | Typical employer response |
|-------------------|--------------------------|
| 1-5 days | Normal, no concern |
| 6-10 days | May trigger informal check-in |
| 11-15 days | Likely triggers formal attendance management |
| 16-20 days | Written warnings probable |
| 20+ days | Accommodation discussion or PIP |
But remember: If you have medical documentation, these numbers are much less relevant. An employee with a documented chronic condition who misses 25 days is in a MUCH stronger position than an employee who misses 12 days with no documentation. A sick note is your shield against arbitrary attendance policies.
What to Do If You're in Trouble
If You've Already Received a Warning:
1. Don't panic, A warning is not termination.
2. Get documentation immediately, Start getting notes for every absence going forward. New sick-note requests are temporarily paused while we review our service. We are not accepting new orders at this time..
3. See your doctor, If you have an underlying condition, get it documented.
4. Request accommodation, In writing, to HR.
5. Keep records, Save every email, note every conversation.
If You Haven't Been Warned Yet:
1. Start getting notes NOW, Build your documentation trail before it becomes an issue.
2. Be proactive, If you know you have a condition causing absences, tell HR (you don't need to share your diagnosis).
3. Follow procedures perfectly, Call in on time, to the right person, every time.
4. Consider accommodation, A modified schedule might prevent absences.
Your Rights
Even if you've called in sick "too many times," you have rights under Canadian law:
- Right to sick leave, Every province provides job-protected sick days.
- Right to accommodation, If you have a disability (including mental health).
- Right to privacy, Your employer cannot demand your diagnosis.
- Right to fair process, Progressive discipline must be followed.
- Right to not be discriminated against, For disability-related absences.
However, these rights are significantly strengthened when you have proper medical documentation. A sick note proves that your absence is legitimate and legally protected.
MedLetter vs. Walk-in Clinics
When you need a sick note, you have options. But not all options are created equal.
Walk-in Clinic:
- Cost: $20 to $50 just for the note (not covered by provincial health plans).
- Wait Time: 2 to 4 hours sitting in a waiting room full of other sick people.
- Convenience: You have to leave your house when you are feeling your worst.
- Exposure: Risk catching another illness while waiting.
MedLetter:
- Cost: Flat $49 fee.
- Wait Time: None. Complete the online assessment in minutes.
- Convenience: 100% online. Get your note from the comfort of your bed.
- Delivery: Same-day delivery directly to your email.
Why spend hours in a waiting room when you can get a legally valid sick note from a licensed Canadian physician without leaving your home? New sick-note requests are temporarily paused while we review our service. We are not accepting new orders at this time..
Frequently Asked Questions
Can I get a sick note online in Canada?
Yes. Licensed physicians can assess patients through virtual consultations and issue legally valid sick notes. Online notes carry the exact same legal weight as in-person notes.
How much does an online sick note cost?
MedLetter charges a flat fee of $49 for a sick note, with same-day delivery. This is often faster and more convenient than visiting a walk-in clinic, and the price is comparable to what many clinics charge just for the paperwork.
Will my employer accept an online sick note?
Yes. All Canadian employers are expected to accept valid medical documentation from licensed physicians. There is no legal distinction between documentation from virtual vs. in-person consultations.
How long does it take to get a sick note from MedLetter?
Most sick notes are delivered within 2-6 hours of submission. Same-day delivery is standard for requests submitted during business hours.
What if my employer demands to know my diagnosis?
Your employer does not have the right to know your specific medical diagnosis. A valid sick note only needs to state that you were assessed by a physician and are medically required to be off work for a specified period. MedLetter notes are designed to protect your privacy while satisfying employer requirements.
The Bottom Line
Calling in sick is not a crime. Being sick is not your fault. But in the real world, employers track attendance and may take action.
Your best protection is documentation. A doctor's note for every absence transforms "unreliable employee" into "employee with medical needs who deserves accommodation." Don't risk your job over a few days of illness. Protect yourself with a legally valid sick note from MedLetter.
New sick-note requests are temporarily paused while we review our service. We are not accepting new orders at this time.
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This article is for informational purposes only. If you're facing disciplinary action, consult an employment lawyer.