How to Submit a Sick Leave Application: A Guide for Employees

When illness strikes and you're unable to work, knowing the correct procedure to report your absence is crucial. A sick leave application isn't just a courtesy to your employer; it's a formal process that ensures you get paid for your time off and protects your employment rights. This guide breaks down the essential steps, from notifying your boss to providing the necessary documentation.

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Part 1: The Official Doctor's Certificate (The "Pink Paper")

In many countries, including Hungary, a doctor's certificate is the official proof that validates your sick leave.

What is it?

It is an official certificate from your registered family doctor (GP) that proves you are medically unfit to work. While traditionally known as the "pink paper" (or "táppénzes papír"), the physical form is now often white, though the nickname persists.

Why do you need it?

This document is required by your employer to justify your absence and process your sick pay. Without it, your leave may be considered unauthorized and unpaid.

How to get it:

You must visit your registered GP. If you are not already registered with a family doctor under the national healthcare system (like TAJ in Hungary), you must do so first. When you are sick, book an appointment, the doctor will examine you, and if justified, issue the official sick leave certificate.

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Part 2: Your Company's Specific Procedure

While a doctor's note provides the medical proof, your employer has its own internal process you must follow. This is the most critical variable, and company policies differ widely.

The Golden Rule: Check your specific employment contract or company handbook. The rules can vary significantly between companies, industries, and employment agreements (e.g., private vs. government sector). When in doubt, ask your Boss or HR representative.

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A Step-by-Step Summary for a Successful Sick Leave Application

Follow these recommended steps to ensure a smooth process.

Step 1: Notify Your Manager Immediately

The moment you realize you are too sick to work, your first action should be to personally contact your direct manager or supervisor.

• How: Call, text, or send a message on platforms like Microsoft Teams or Slack.
• What to say: Be prompt and professional. A simple, "Good morning, I am unwell and will not be able to work today," is sufficient. "Call boss first, do paperwork second."

Step 2: Formalize the Leave Application

After the initial notification, you often need to submit a formal request through your company's official system. This is typically done via an HR intranet portal, a dedicated app, or an email.

• When: This can sometimes be done on the day of illness, or upon your return to work, depending on company policy.

Step 3: Provide Documentation if Required

This is where the official doctor's certificate comes in. Your company's policy will dictate when a medical certificate is mandatory.

Common scenarios requiring a note:

• Absences longer than one or two days.
• Sick days that fall on a Monday, Friday, or the day after a public holiday.
• Once you have exceeded a certain number of "sick days without a certificate" (e.g., 5 days per year).

Note: In some cases, a statutory declaration from a pharmacist may be accepted for short-term illnesses.

Step 4: Know Your Entitlements

As a permanent employee, you accrue paid sick leave based on your hours worked. Check your contract to understand your specific entitlements. For part-time employees, this is usually calculated proportionally.

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Key Takeaways

• Communication is Key: Always inform your manager first, as soon as possible.
• Know Your Policy: Your employment contract and company handbook are your go-to resources for specific rules.
• Get the Paperwork: For any significant absence, an official doctor's certificate is your best bet to ensure your leave is approved and paid.
• Formalize It: Don't just call in—submit the formal application through your company's designated channel.

By following this two-part process—complying with both your doctor's official requirements and your employer's internal policy—you can ensure your sick leave is handled smoothly, professionally, and with minimal stress.