The Email That Didn’t Make Sense
“Your medical certificate has been rejected. Please provide alternative documentation.”
Meera read the email twice. She’d submitted a proper medical certificate from a registered doctor. Fever, doctor consultation, rest recommendation, all documented properly.
Her HR team rejected it anyway. Reason: “Certificate does not meet company standards.”
What standards? Her certificate had everything – doctor’s name, registration number, diagnosis, dates. What more did they want?
If you’ve had a medical certificate rejected by your Indian employer, or you’re wondering whether they even can reject a valid certificate, this guide explains your legal rights, when rejections are legitimate, and when they’re not.
The Short Answer
Can your employer reject a medical certificate in India?
Yes, but only under specific, limited circumstances.
A valid medical certificate from a registered medical practitioner creates a legal presumption of illness. Your employer cannot arbitrarily reject it just because they don’t like it or don’t believe you were sick.
However, they can reject certificates that:
- Are not from qualified medical practitioners
- Lack required elements (registration number, dates, diagnosis)
- Contain obvious inconsistencies or fraudulent information
- Don’t comply with reasonable company policies specified in employment contracts
Let’s break this down in detail.
What Indian Employment Law Says
Several laws govern sick leave and medical certificates in India:
Shops and Establishments Act (State-Specific)
Most states have Shops and Establishments Acts that mandate:
- Employees are entitled to sick leave (typically 12-15 days annually)
- Employers can require medical certificates for sick leave
- Certificates must be from registered medical practitioners
- Employers must accept valid medical certificates
The Maharashtra Shops and Establishments Act, for example, states that an employer “shall grant” sick leave if supported by a medical certificate from a registered medical practitioner.
Similar provisions exist in Karnataka, Delhi, Tamil Nadu, and other states.
Industrial Disputes Act, 1947
For industrial workers, this Act protects against unfair dismissal. Rejecting valid medical certificates and marking absences as unauthorized can constitute unfair treatment.
Indian Contract Act and Employment Contracts
Your employment contract is legally binding. If it specifies sick leave policies and medical certificate requirements, both you and your employer must follow them.
However, contract clauses cannot override statutory rights. If the Shops and Establishments Act gives you 12 sick leaves with medical certificate, your contract can’t reduce it to zero.
When Employer Rejection is LEGAL
Your employer can legitimately reject medical certificates in these situations:
Certificate Not From Qualified Practitioner
Valid rejection: Certificate from BAMS (Ayurvedic), BHMS (Homeopathy), physiotherapist, pharmacist, or unqualified person.
Why it’s legal: Most state laws specify “registered medical practitioner” which typically means MBBS or MD qualified doctors registered with State Medical Council or National Medical Commission.
Your recourse: Get certificate from MBBS/MD doctor.
Missing Mandatory Elements
Valid rejection: Certificate lacks doctor’s registration number, signature, clinic stamp, dates of illness, or diagnosis.
Why it’s legal: Employer needs these elements to verify certificate authenticity. Missing information makes verification impossible.
Your recourse: Get complete certificate with all required elements.
Obvious Inconsistencies
Valid rejection:
- Certificate says you were sick on dates when biometric/login records show you were working
- Certificate issued by a doctor who is deceased or whose registration is cancelled
- Certificate contains impossible medical information (e.g., claims you gave birth when you’re male)
- Multiple certificates for same dates with different diagnoses
Why it’s legal: Clear evidence of fraud or error.
Your recourse: If genuine error, get corrected certificate. If employer is wrong about inconsistency, provide evidence proving certificate is accurate.
Doesn’t Meet Reasonable Company Policies
Valid rejection: Your company policy (in employment contract or employee handbook) specifies certificates must be submitted within 48 hours of return, and you submit 2 weeks later without valid reason.
Why it’s legal: Reasonable administrative requirements are enforceable.
Your recourse: Follow company timelines. If you have genuine reason for delay (hospitalization, etc.), explain with documentation.
Certificate for Minor Ailment Requiring Extended Leave
Valid rejection: Certificate says “common cold” but recommends 15 days rest. This seems disproportionate.
Why it might be challenged: Employer can question whether diagnosis justifies rest duration.
Your recourse: Get detailed certificate explaining why extended rest is medically necessary, or get second opinion from specialist.
When Employer Rejection is ILLEGAL
Your employer CANNOT legally reject certificates in these situations:
Certificate Meets All Requirements But Employer “Doesn’t Believe” You
Illegal rejection: Certificate from registered doctor, has all elements, dates align, but manager says “I don’t think you were really sick.”
Why it’s illegal: Employer’s personal belief is irrelevant. Valid medical certificate creates legal presumption of illness.
Your rights: Escalate to HR. If HR supports manager, file complaint with Labour Commissioner. Keep all documentation.
Rejecting Telemedicine Certificates
Illegal rejection: “We don’t accept online medical certificates. You must visit clinic physically.”
Why it’s illegal: Telemedicine Practice Guidelines 2020 give telemedicine consultations same legal status as in-person. Certificate from registered doctor via telemedicine is valid.
Your rights: Cite Telemedicine Guidelines. Escalate if needed. Online certificates are legally equivalent to in-person ones.
Arbitrary Company “Standards” Not in Contract
Illegal rejection: “Certificate must be from our empaneled hospitals only” (when this wasn’t specified in your employment contract or handbook).
Why it’s illegal: Employer can’t impose new requirements retroactively. Any sick leave policy must be communicated in advance.
Your rights: Point to employment contract. If policy isn’t documented there, employer must accept certificate meeting legal requirements.
Discrimination
Illegal rejection: Company accepts male employees’ certificates but scrutinizes female employees’ certificates more strictly, especially around pregnancy or menstruation-related illness.
Why it’s illegal: Discriminatory treatment violates the Equal Remuneration Act and potentially the Sexual Harassment Act.
Your rights: Document pattern. File internal complaint. If unresolved, approach Labour Commissioner or file complaint under relevant anti-discrimination laws.
Retaliation
Illegal rejection: After you raised complaint about working conditions, your medical certificates suddenly start getting rejected.
Why it’s illegal: Retaliatory action violates Industrial Disputes Act protections.
Your rights: Document timeline showing complaint followed by changed treatment. Approach Labour Commissioner. Consider legal counsel.
What Constitutes a Valid Medical Certificate in India
To be legally valid and rejection-proof, your medical certificate should have:
| Element | Requirement |
|---|---|
| Doctor Qualification | MBBS or MD degree |
| Registration | State Medical Council or National Medical Commission registration number |
| Doctor Details | Full name, signature, clinic/hospital stamp |
| Patient Details | Your complete name (matching company records) |
| Dates | Date(s) of illness and examination date |
| Diagnosis | Nature of illness (can be general like “viral fever”) |
| Rest Recommendation | How many days rest advised |
| Addressed | Ideally to employer or “To Whom It May Concern” |
A certificate with all these elements from a registered doctor is legally valid. Employer cannot reject it based on personal opinion.
What To Do If Your Certificate Gets Rejected
Step 1: Get Specific Reason in Writing
Don’t accept verbal rejection. Email HR asking for specific written reasons for rejection.
Why: Creates documentation trail. Vague reasons like “doesn’t meet standards” aren’t legally sufficient.
Step 2: Check if Reason is Legitimate
Compare rejection reason against legal requirements:
- Is doctor MBBS/MD registered? (Check at nmc.org.in)
- Does certificate have all required elements?
- Does it comply with company policy in your contract?
If certificate meets all requirements, rejection is likely improper.
Step 3: Respond Formally
Email HR:
“I received notice that my medical certificate dated [date] has been rejected for reason: [stated reason].
My certificate is from Dr. [name], a registered medical practitioner (Registration No: [number]). It contains all legally required elements including diagnosis, dates of illness, and rest recommendation.
Under [State] Shops and Establishments Act, employers are required to accept valid medical certificates from registered practitioners. Please clarify what specific legal requirement my certificate fails to meet, or approve my sick leave as per company policy.
I am happy to discuss this and provide any additional documentation if needed.”
Step 4: Escalate Internally
If HR doesn’t resolve:
- Escalate to HR head or senior management
- Reference employment contract and state labour laws
- Request formal review
Step 5: External Remedies
If internal escalation fails:
Labour Commissioner: File complaint with your state’s Labour Commissioner office. This is free and doesn’t require lawyer.
Labour Court: For serious cases (termination, salary deduction), approach Labour Court. May need legal representation.
Consumer Forum: If employer’s action constitutes deficiency in service (for contractual employees), Consumer Forum is option.
Special Situations
Pregnancy and Maternity
Maternity Benefit Act 1961 protects pregnant women. Employer cannot:
- Reject medical certificates related to pregnancy complications
- Deny maternity leave with proper medical documentation
- Discriminate against pregnant employees in sick leave approval
Chronic Conditions
Rights of Persons with Disabilities Act 2016 requires reasonable accommodation. If you have chronic condition (diabetes, asthma, etc.):
- Employer must accommodate genuine medical needs
- Cannot reject certificates for condition-related absences if properly documented
- May request periodic medical updates but must respect privacy
COVID-19 and Pandemic Situations
During COVID-19, many companies tried rejecting certificates from home isolation. This was generally improper – telemedicine certificates and home isolation certificates from registered doctors are valid.
How Employers Can Legitimately Verify Certificates
Employers are allowed to:
Check doctor registration: Verify registration number with State Medical Council or National Medical Commission online databases.
Request additional information: Ask for doctor’s contact details, clinic address, appointment details.
Seek second opinion (in rare cases): For very extended leaves or suspicious patterns, may request independent medical examination. Must be done respectfully and with valid reason.
Employers cannot:
- Demand your complete medical records (privacy violation)
- Call doctor asking for detailed diagnosis without your consent
- Reject certificate solely because it’s from telemedicine consultation
- Impose unreasonable barriers (e.g., requiring notarization of medical certificates)
Protecting Yourself
Always get proper certificates: Don’t try to use informal notes or receipts. Get formal medical certificates with all required elements.
Submit on time: Follow company timelines for submission. If delayed, explain why.
Keep copies: Digital and physical copies of all medical certificates.
Document communication: Email copies of submissions, rejections, and all related communication.
Know your contract: Read employment contract and employee handbook to understand stated sick leave policies.
Know state laws: Familiarize yourself with your state’s Shops and Establishments Act provisions on sick leave.
Final Thoughts
Can your Indian employer reject your medical certificate?
They can – but only if certificate genuinely fails to meet legal requirements or reasonable company policies.
They cannot reject valid certificates based on personal disbelief, discrimination, retaliation, or arbitrary “standards” not specified in your employment terms.
A proper medical certificate from a registered MBBS/MD doctor with all required elements creates a legal presumption of illness. The burden is on the employer to prove the certificate is invalid, not on you to prove you were sick.
If you’re getting proper medical certificates and they’re being rejected anyway, you have legal recourse. Start with written communication, escalate internally, and if needed, approach Labour Commissioner.
Your right to sick leave with proper medical documentation is protected by law. Don’t let improper rejections force you to work when you’re genuinely unwell.