How to fax a doctor's note to your employer

Check what your employer actually needs

Before you send anything, read your workplace's sick leave policy or ask HR what they require. Some provinces limit when an employer can ask for a sick note, so check your province's employment standards rules if you're unsure. A union collective agreement may also set out what's needed.

In many cases, a note only needs to confirm that you were unable to work and for which dates, or describe any limits on your duties. Your diagnosis is personal health information. You can ask your doctor to leave it off if your employer hasn't asked for it, and many doctors will write notes that way by default.

If your absence is long or you're returning with restrictions, your employer may send a form for your doctor to complete instead of a free-written note. In that case, fax the completed form rather than a separate letter, and make sure every section your doctor filled in is legible. Some clinics charge a fee for completing employer forms, so ask when you book.

Scan and send the note

1. Scan the note with your phone's document scanner, or attach the PDF if your clinic sent you one.
2. Check that the clinic's letterhead, the doctor's signature and the dates are readable.
3. Open your browser, go to FaxToFax.com and sign in with your email and one-time code.
4. Add a cover page marked "Confidential" and addressed to the named HR contact, with your name, employee number and phone number.
5. Enter the fax number, confirm it, and send.
6. Wait until the status shows Delivered.

When fax isn't the best option

If your employer has a secure HR portal for medical documents, that may be the preferred route. Fax is useful when there's no portal, when you're not able to get to work, or when the HR team specifically asks for a fax. For other common documents, see the guides on faxfromphone.ca.