Sickness Leave

Sickness leave requests managed through informal messages or phone calls leave HR and line managers without a consistent record of the leave period, the nature of the illness, the treating physician's details, or whether supporting documentation was provided. Without a structured, centralized process, tracking absence accurately, managing return-to-work arrangements, and meeting any regulatory or policy requirements around medical certification requires effort that a proper request form should eliminate.

The Sickness Leave template for SharePoint, built with Infowise Ultimate Forms, provides a structured leave request form that captures the employee's details, the number of working days requested, the leave period, the reason and nature of the illness, treating physician and clinic information, a medical certificate upload, and supervisor sign-off. Every request is stored as a complete, auditable record in SharePoint.

How it works

Employee details

The form captures the employee's full name, employee ID, department, position, phone number, and email address. This context ensures every request is clearly attributed and that the supervisor and HR team have the information needed to process and follow up on the request without searching for contact details separately.

Leave period and working days

The form captures the number of working days being requested alongside the leave start and end dates. Capturing both the day count and the specific dates ensures that the leave record is unambiguous and that HR can reconcile the request against the calendar without manual calculation or follow-up to confirm the dates.

Reason and illness description

A reason for sickness leave field captures the nature of the absence at a category level. A dedicated illness description field gives the employee the space to describe the nature of their illness or injury in more detail where the organization's policy requires it, providing HR with the context needed to apply the appropriate leave entitlements and return-to-work arrangements.

Treating physician and medical facility

The form captures the name of the treating physician, the clinic or hospital name, and the contact information for the medical facility. Capturing medical contact details within the leave record ensures that HR has everything needed to verify the absence or follow up on a return-to-work plan without requesting this information separately after the leave has begun.

Medical certificate upload

A file upload field allows the employee to attach relevant medical certificates or supporting documentation directly to the leave request record. Storing the certificate linked to the request in SharePoint eliminates the need to receive and match documents from separate email threads, and ensures the HR team has complete documentation in a single accessible record.

Supervisor sign-off

The form captures the supervisor's name, e-signature, and the date signed. The supervisor's sign-off is stored within the same SharePoint record as the employee's request, creating a formally endorsed, auditable absence record without any paper-based process.

What you get

• A structured sickness leave request form capturing employee details, working days requested, and leave start and end dates
• Reason and illness description fields providing HR with the context needed for appropriate leave management
• Treating physician name, clinic or hospital name, and medical facility contact information
• Medical certificate upload linked directly to the leave request record
• Supervisor name, e-signature, and date of sign-off captured within the same record
• Every request stored as a complete, auditable record in a standard SharePoint list
• Filterable by employee, department, leave period, or supervisor for absence management and HR reporting
• Free for all Ultimate Forms customers, installed automatically with a single click

Built on standard SharePoint lists

The Sickness Leave system is built entirely on standard SharePoint lists. There is no external data storage and no custom interface. All leave request records stay inside your SharePoint environment, governed by your existing permissions and data policies. The system can be extended or adapted at any time in the browser by the administrator who manages the site.