Sickness notification template 2026: record absences clearly without collecting diagnoses
Download a professional template for sickness and absence notices. It helps document incapacity for work, dates, eAU status, affected shifts and internal processing without asking for diagnoses or unnecessary health data.
DOCX + PDF · sickness, child sickness, special leave · no sign-up
Download sickness and absence notice templates
Use the DOCX file to adapt it to your business or the PDF version as a quick printable form for team leads, HR or scheduling.
Editable DOCX template
Best for your own company rules, roles, contact people and internal notes. Includes fields for dates, eAU status, cover and processing.
Word / Google DocsDownload DOCXPrintable PDF template
One-page version for team leads, HR files or quick internal documentation. Compact, with no diagnosis field and a short employer checklist.
A4 PDFDownload PDFSend the pack by email
Get the download link by email and receive additional notes on eAU, data protection and digital absence management.
Which absence should be recorded how?
A useful template separates cases clearly. Sickness is not vacation, child sickness is not regular incapacity for work, and special leave needs different proof than an eAU.
Sickness notice
Record incapacity for work, expected duration, notification time and whether an eAU retrieval or paper proof is needed. Do not collect diagnoses.
Child sickness
Mark separately because child sickness benefits and proof requirements can differ from the employee's own sickness.
Medical appointment
Only record as a work-time or absence note when the appointment affects a planned shift and is internally relevant.
Special leave
Document reason, period and approval status clearly. Collective agreements, employment contracts or works agreements may define details.
Unpaid absence
Keep separate from vacation and sickness so time accounts, payroll preparation and staffing are not mixed up.
Data protection
Limit roles, review retention and avoid collecting health details that are not needed for scheduling or payroll processing.
Legal core for Germany: employees must notify the employer of incapacity for work and its expected duration without delay. If it lasts longer than three calendar days, proof is generally required no later than the following working day; employers may request it earlier. With eAU, the notification duty remains even though employers retrieve certificates digitally.
What the template includes
The template is built for small businesses, shift teams and HR owners that need a simple, data-minimising notice.
Fillable form
Person, team, period, notification, affected shift, contact person and processing status in one document.
eAU status
Dedicated line for eAU retrieval, paper proof or internal exception without asking for medical details.
Absence types
Sickness, child sickness, medical appointment, special leave, unpaid absence and other cases can be marked separately.
Employer check
Short checklist for scheduling, cover, payroll/time account and data-minimising processing.
Paper gets messy when several teams are involved
A template is a good start. Once shifts change, cover is needed and leave balances or time accounts are affected, the process needs more than a PDF. Shiftdesk connects notices, approvals, calendars, scheduling and the employee app.
Digital notice
Employees report leave or sickness in the app. Managers immediately see who is affected.
Roles instead of broadcasts
Sensitive absence data stays with the people who actually need it for scheduling or HR.
Schedule stays current
Absences appear in the calendar and make cover gaps and understaffing easier to spot.
Time account fits
Vacation, sickness and holidays connect more consistently with time tracking and payroll preparation.
Frequently asked questions about the sickness template
Is the sickness notification template free?+
Yes. You can download the DOCX and PDF file for free. The email option is voluntary and uses double opt-in.
May the template ask for a diagnosis?+
No. Employers usually need to know incapacity for work and expected duration. The template deliberately has no field for a diagnosis or illness.
Do employees still need to notify the employer with eAU?+
Yes. eAU replaces paper certificates in many cases, but not the duty to inform the employer promptly about incapacity for work and expected duration.
When is proof required?+
Under Section 5 EntgFG, generally when incapacity lasts longer than three calendar days; proof is then required no later than the following working day. Employers may request proof earlier.
Is child sickness the same as a normal sickness notice?+
No. It should be marked separately because proof, child sickness benefits and internal processing can differ.
Does the template replace legal advice?+
No. It is a practical organisational aid. Collective agreements, employment contracts, works agreements and individual cases may add further requirements.