Losing important paperwork is stressful at the best of times. Losing a fit note, especially when you are already unwell, can feel overwhelming.
Many people worry it could affect their pay, their employer’s trust, or even Statutory Sick Pay (SSP).
The good news? In most cases, a lost fit note in the UK is fixable, as long as you act responsibly.
This guide explains why a fit note matters in the UK, what happens if you lose your fit note, and some practical tips to avoid this in future.
Lost Your Fit Note? Do This First (5-Minute Checklist)
- Tell your employer / HR today that the fit note is lost and you’re arranging a replacement.
- Contact the GP practice that issued it and request a duplicate fit note (include the date it was issued + dates covered).
- Keep a scan / photo of the replacement and store it in a dedicated folder (email + cloud).
- If there’s any risk of a gap in medical evidence, act the same day to avoid SSP issues.
Why Does a Fit Note Matter in the UK?
A fit note (sometimes called a sick note in the UK) is issued by a GP or healthcare professional to confirm that you are not fit for work or may be fit for work with adjustments.
Introduced in April 2010 across England, Wales, and Scotland to replace the older ‘sick note’, the fit note shifted the emphasis from simply signing people off work to actively supporting a return. A clinician can record one of two conclusions:
- Not fit for work: You are unable to carry out any duties during the specified period.
- May be fit for work subject to the following advice: You could return with temporary adjustments, reduced hours, amended duties, a phased return, or workplace adaptations.
A fit note is generally required if you have been absent from work for more than 7 consecutive calendar days (including weekends and bank holidays). For the first 7 days, employees can self-certify their absence using an SC2 form or the equivalent employer form, without needing a clinician’s input.
Without a valid fit note covering absences beyond 7 days, employers may be unable to process sick pay correctly, and DWP benefits claims may also be affected.
You can also read our full guide to fit notes in the UK.
What If You Lose Your Fit Note Before Giving It to Your Employer?
If you lose your fit note before submitting it, this doesn’t automatically put you in trouble.
Best practice is to act promptly:
- Inform your employer or HR as soon as possible. A brief, factual message is enough. See the copy-paste template below.
- Explain that the fit note has been lost or misplaced and confirm you are arranging a replacement.
- Confirm the dates of the absence in writing so your employer can at least begin processing the absence record.
- Submit the replacement fit note as soon as it is received, ideally the same day or within 24 hours.
Early communication may help avoid issues with SSP.
UK employment rules allow employers to request medical evidence for absences longer than 7 days.
Can You Get a Replacement Fit Note?
Yes. In most cases, UK GP practices can issue a duplicate fit note if they originally assessed you.
If your fit note was issued digitally, it can often be resent by email.
If you’re looking for a replacement fit note quickly, some services allow you to request one online after a medical assessment.
Here’s our detailed guide on how to get an online fit note in the UK.
What If Your Fit Note Is Needed for Statutory Sick Pay (SSP)?
To receive SSP, your employer may require medical evidence if your absence exceeds 7 days.
If you lose your fit note:
- Contact your GP promptly
- Submit the replacement as soon as possible
- Keep records of communication
Delays in providing evidence may delay SSP payments.
What If Your Fit Note Was Already Submitted?
If your employer has already received the fit note, losing your personal copy generally has no practical impact on your sick pay or employment record. Your employer holds the evidence they need.
That said, it is good practice to keep your own records of medical documentation, particularly for long-term absences, where you may be asked to reference earlier fit notes, or where you need to support a DWP benefits claim alongside your employment sick pay. Consider requesting a duplicate for your personal records even if the employer copy is safe.
Does Losing a Fit Note Affect Statutory Sick Pay (SSP)?
Losing your personal copy usually does not affect SSP, as long as your employer already has a valid fit note.
Key SSP rules in the UK (after April 2026 changes in SSP rules in the UK):
- SSP starts from the first day of sickness absence
- No minimum earnings requirement (Lower Earnings Limit removed)
- Paid at 80% of earnings or £123.25 per week (whichever is lower)
- Covers short absences and phased returns
- Paid for up to 28 weeks
- Transitional rules apply for ongoing sickness cases
Read our full guide to SSP changes 2026 UK.
Can You Get in Trouble For Losing a Fit Note?
Generally no, as long as you act promptly and communicate clearly.
Issues usually only arise if:
- Your employer is not informed
- A replacement fit note is not arranged
- There is a gap in medical evidence
- There is a pattern of missing documentation across multiple absences
Copy-Paste Templates of Messages
Template: Message to Employer / HR
“Hi [Name], I’m currently off sick and my fit note was misplaced. I’ve contacted my GP practice and am arranging a replacement copy. I’ll forward/submit it as soon as received. In the meantime, please let me know if you need any interim confirmation of dates.”
Template: Message to GP Reception
“Hi, I need a duplicate copy of a fit note issued on [date], covering [dates]. It’s for my employer. Could you please resend it (email preferred)? My details: [Full name, DOB, phone].”
How to Avoid This in the Future
Taking a few simple precautions the moment you receive a fit note can save you significant stress later, especially during periods of illness when your capacity to chase paperwork is reduced.
- Take a photo or scan immediately, before filing the physical copy. Name the file clearly: e.g., ‘FitNote_April2026_DrSmith.pdf’.
- Request digital delivery as default. Since fit notes no longer require ink signatures, ask your GP to email it directly, this creates an automatic paper trail in your inbox.
- Store in at least two locations: your email inbox and a cloud storage folder (Google Drive, iCloud, Dropbox). Avoid relying solely on your smartphone photo library.
- Keep a dedicated folder for medical documents, including fit notes, self-certification forms, and any correspondence with your employer about sick leave.
- Submit promptly: Many people lose fit notes during the gap between receiving them and submitting them. The sooner you forward it to HR, the sooner your personal copy is less critical.
Get an online fit note in the UK after consultation and approval by a GMC-registered doctor—often the same day, from the comfort of your home.
Frequently Asked Questions (FAQs)
Yes, in most cases your GP can issue a duplicate fit note if they originally assessed you. Digital copies can often be resent by email.
Not usually, as long as your employer already has valid medical evidence. Delays may happen if you don’t provide a replacement promptly.
You should inform your employer as soon as possible and request a replacement from your GP. Acting quickly helps avoid issues with SSP.
Yes, many GP practices and online services provide digital fit notes, which are widely accepted by employers.
A fit note is usually required if you are off work for more than 7 consecutive days. For shorter absences, you can typically self-certify.
Disclaimer:This guide is for general information only and does not constitute legal advice.
