Sick leave sample letters

Last updated: December 23, 2021

These letters are for supervisors to send to ill or injured employees at various stages of their absence or return to work.

Letters may need to be modified to better suit an employee’s unique situation. If you need help with return to work planning, contact AskMyHRIDIR restricted to connect with a Disability Case Specialist.

 
Letter topic Description Download

Letter 01: Request for doctor's certificate

Use this letter to request a Doctor’s Certificate Form (ST02) in situations where you as manager/supervisor have determined that one is required.

Excluded employees:
Letter 1 (DOC, 38KB)


BCGEU employees:
Letter 1 (DOC, 38KB)


PEA, BCNU and Unifor employees: 
Letter 1 (DOC, 22KB)

Letter 02: Part-time gradual STIIP trial This letter is typically used when an employee returns to work in a gradual Short Term Illness and Injury (STIIP) trial with or without modifications to duties.

Excluded employees:
Letter 2 (DOC, 41KB)


BCGEU employees:
Letter 2 (DOC, 26KB)


PEA, BCNU and Unifor employees:
Letter 2 (DOC, 26KB)

Letter 03: Full-time STIIP trial This letter is typically used when an employee returns to work in a full-time STIIP trial with modified duties (for part-time employees, this letter applies when employees are on a trial working the same number of hours as scheduled prior to illness/injury).

Excluded employees:
Letter 3 (DOC, 24KB)


BCGEU employees:  
Letter 3 (DOC, 23KB)


PEA, BCNU and Unifor employees:
Letter 3 (DOC, 23KB)

Letter 04: STIIP trial conclusion This letter may be used to conclude a STIIP trial or if an employee is simply returning to work from STIIP (such as no trial required).

Excluded employees:
Letter 4 (DOC, 22KB)


BCGEU employees:
Letter 4 (DOC, 37KB)


PEA, BCNU and Unifor employees:
Letter 4 (DOC, 23KB)

Letter 05: Trial discontinuation This letter is typically used to discontinue a trial.

Excluded employees:
Letter 5 (DOC, 26KB)


BCGEU employees:
Letter 5  (DOC, 40KB)


PEA, BCNU and Unifor employees:
Letter 5 (DOC, 24KB)

Letter 06: Converting STIIP trial to LTD rehabilitative employment trial

This letter is used when an existing trial extends beyond the end of the STIIP period into the long term disability (LTD) period. 

This letter is used after the employee has received the initial STIIP trial letter (such as Letter 2 or 3).

Excluded employees:
Letter 6 (DOC, 26KB)


BCGEU employees:
Letter 6 (DOC, 45KB)


PEA, BCNU and Unifor employees:
Letter 6 (DOC, 26KB)

Letter 07: LTD rehabilitative trial to LTD pending or accepted

This letter is typically used when an employee’s STIIP period has lapsed and they return to work during the LTD period in a rehabilitative trial in their own or alternate occupation. 

The LTD claim decision may, or may not yet, be known (either pending adjudication, or already accepted).

Excluded employees:
Letter 7 (DOC, 28KB)


BCGEU employees:
Letter 7 (DOC, 28KB)


PEA, BCNU and Unifor employees:
Letter 7 (DOC, 28KB)

Letter 08: Trial starting in STIIP and lapsing into LTD period

This letter is typically used where an employee returns to work on a trial basis in the STIIP period with the knowledge that the trial is expected to extend into the LTD period. 

This is the initial letter sent to the employee to outline the conditions of both STIIP and LTD trial periods. 

This letter covers cases where the LTD benefits are already accepted and where the decision is pending.

Excluded employees:
Letter 8 (DOC, 29KB)


BCGEU employees:
Letter 8 (DOC, 52KB)


PEA, BCNU and Unifor employees:
Letter 8 (DOC, 30KB)

Letter 09: STIIP or rehabilitative employment trial extension This letter may be used to extend an employee’s STIIP or LTD rehabilitative employment trial.

Excluded employees:
Letter 9 (DOC, 23KB)


BCGEU employees:
Letter 9 (DOC, 23KB)


PEA, BCNU and Unifor employees:
Letter 9 (DOC, 23KB)

Letter 10: Application for LTD

This letter is used to provide employees with general information regarding benefits and the administrative process involved in making an application for LTD plan benefits. 

It's typically sent out to the employee during the third month of STIIP.

Excluded employees:
Letter 10 (DOC, 29KB)


BCGEU employees:
Letter 10 (DOC, 29KB)


PEA, BCNU and Unifor employees:
Letter 10 (DOC, 28KB)

Letter 11: Successive disabilities This letter is used when an employee is cleared to return to work on a full-time basis beyond the end of the 6-month STIIP period or from LTD.

Excluded employees:
Letter 11 (DOCX, 52KB)


BCGEU employees:
Letter 11 (DOC, 52KB)


PEA, BCNU and Unifor employees:
Letter 11 (DOC, 52KB)

Letter 12: Application to rehabilitation committee

Every effort should be made to have the Application to the Rehabilitation Committee Form (BCPSA 7 Form) (PDF, 405KB) completed by the employee jointly with their manager/supervisor.

Where this is not possible, mail the sample letter (Letter 12) and the form to the employee.

Excluded employees:
Letter 12 (DOC, 25KB)


BCGEU employees:
Letter 12 (DOC, 25KB)


PEA, BCNU and Unifor employees:
Letter 12 (DOC, 25KB)

Letter 19: Placement into part-time or lower paying jobs This letter is used when an employee is being offered a part-time or lower paying job and advises them of the subsequent impacts to their future benefits.

Excluded employees:
Letter 19 (DOC, 23KB)


BCGEU employees:
Letter 19 (DOC, 23KB)


PEA, BCNU and Unifor employees:
Letter 19 (DOC, 23KB)

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