The Rejection Email
“Your medical certificate does not meet required standards. Please resubmit.”
Ankit stared at the email from HR. He’d submitted a certificate from a qualified doctor. It had his name, the dates, diagnosis. What was wrong with it?
He called HR. The answer: “The doctor’s registration number is missing.”
That one missing element meant his sick leave was rejected and marked as unauthorized absence.
If you’ve ever wondered what medical certificate format Indian companies actually accept, or why some certificates get rejected while others sail through HR approval, this guide explains exactly what works.
What Indian Law Requires
There’s no single prescribed “official medical certificate format” mandated by central Indian law. However, various state Shops and Establishments Acts and employment laws establish certain requirements.
Core legal requirements across most states:
- Certificate must be from a registered medical practitioner (MBBS or MD)
- Must state the nature of illness
- Must specify the period of absence recommended
- Must be signed by the doctor
Beyond these basics, the specific format varies by company and sometimes by purpose (sick leave vs fitness certificate vs medical examination).
Universal Elements Every Medical Certificate Must Have
Regardless of purpose or company, these elements are non-negotiable:
1. Doctor’s Credentials
Must include:
- Full name of doctor
- MBBS or MD qualification clearly mentioned
- Medical council registration number (this is critical)
- Specialization if relevant (e.g., “MD General Medicine”)
Why it matters: HR teams verify doctor credentials against State Medical Council or National Medical Commission databases. Without registration number, verification is impossible.
Common mistake: Certificates that just say “Dr. Rajesh Kumar, MBBS” without the registration number get rejected.
2. Clinic/Hospital Information
Must include:
- Name of clinic or hospital
- Address
- Contact number (phone/mobile)
- Official letterhead or stamp
Why it matters: Establishes authenticity. Helps HR verify if needed.
Common mistake: Handwritten certificates on plain paper without clinic details look unprofessional and suspicious.
3. Patient Information
Must include:
- Patient’s full name (exactly as per company records)
- Age (optional but recommended)
- Gender (optional)
- Employee ID (if provided to doctor)
Why it matters: Name must match company database exactly. “Ankit Kumar” vs “Ankit K” vs “A. Kumar” can cause issues.
Common mistake: Using nicknames or shortened versions of name that don’t match official records.
4. Date of Examination
Must include:
- Clear date when doctor examined the patient
- Format: DD/MM/YYYY or DD-Month-YYYY
Why it matters: HR needs to know certificate is recent and relates to the absence period.
Common mistake: Ambiguous dates like “15/10/23” (is it October 15 or 10th of 15th month?). Use “15-Oct-2023” format for clarity.
5. Period of Illness
Must include:
- Specific date(s) of illness
- OR date range (e.g., “17th Feb to 19th Feb 2026”)
Why it matters: Must align with the dates you claimed sick leave.
Common mistake: Vague statements like “patient was unwell for few days” without specific dates.
6. Diagnosis or Nature of Illness
Must include:
- Medical diagnosis (can be general like “Acute Viral Fever” or “Acute Gastroenteritis”)
- OR symptoms if diagnosis isn’t definitive (e.g., “Fever with body ache”)
Why it matters: Establishes medical reason for absence. Need not be overly detailed (patient privacy).
Common mistake: Either too vague (“patient was sick”) or too detailed (violating patient privacy with extensive medical history).
7. Rest Recommendation
Must include:
- Clear statement like “Advised rest for X days”
- Specific number of days
- Can mention “fit to resume work from [date]”
Why it matters: Justifies the number of sick leave days you’re claiming.
Common mistake: No rest recommendation, just diagnosis. HR needs the doctor’s professional opinion on needed rest period.
8. Doctor’s Signature and Stamp
Must include:
- Doctor’s physical signature (digital signatures acceptable from recognized platforms)
- Official clinic/hospital stamp with doctor’s name
- Date of certificate issuance
Why it matters: Authentication. Unstamped, unsigned certificates are automatically rejected.
Common mistake: Illegible signature, missing stamp, or unclear stamp that can’t be read.
9. Addressed To
Should include:
- “To Whom It May Concern” (most common and safest)
- OR “To: The HR Manager, [Company Name]”
- OR “To: The Employer” (generic)
Why it matters: Professional formatting. Some companies require it addressed to them specifically.
Common mistake: Not addressing to anyone, making it look like a personal medical document rather than an employment certificate.
Format for Different Purposes
Sick Leave Certificate Format
Purpose: To claim sick leave from work
Key elements emphasis:
- Dates of illness matching your absence
- Rest period recommendation
- Diagnosis can be general
Sample structure:
[Clinic Letterhead with Logo]
Dr. [Name], MBBS, MD
Registration No: [Number]
[Clinic Name]
[Address]
[Contact Number]
Date: [DD-Month-YYYY]
To Whom It May Concern / To: The HR Manager, [Company Name]
MEDICAL CERTIFICATE
This is to certify that Mr./Ms. [Full Name], Age [X] years, was examined by me on [Date] and found to be suffering from [Diagnosis/Illness].
Patient was advised complete rest from [Start Date] to [End Date].
Patient is fit to resume work from [Date].
Signature: _________________
Dr. [Name]
MBBS, MD [Specialization]
Reg. No: [Registration Number]
[Official Clinic Stamp]
Fitness Certificate Format
Purpose: For job joining, educational admission, sports participation
Key elements emphasis:
- Statement of being “fit” for stated purpose
- Basic vitals (height, weight, BP, pulse)
- No major health issues declaration
Sample structure:
[Clinic Letterhead]
Dr. [Name], MBBS, MD
Registration No: [Number]
[Clinic Details]
Date: [DD-Month-YYYY]
To Whom It May Concern / To: [Institution/Company Name]
FITNESS CERTIFICATE
This is to certify that Mr./Ms. [Full Name], Age [X] years, was examined by me on [Date].
Physical Examination:
Height: [X] cm
Weight: [X] kg
Blood Pressure: [X/Y] mmHg
Pulse Rate: [X] bpm
Based on clinical examination, the patient is found to be medically fit for [purpose – employment at / admission to / participation in / etc.].
No significant medical condition that would prevent the above activity.
Signature: _________________
Dr. [Name]
MBBS, MD
Reg. No: [Registration Number]
[Official Stamp]
Work From Home Certificate Format
Purpose: When employee can work from home but cannot attend office
Key elements emphasis:
- Statement that patient is not fit for office attendance
- But can handle light work from home
- Recommended WFH duration
Sample structure:
[Clinic Letterhead]
MEDICAL CERTIFICATE – WORK FROM HOME RECOMMENDATION
This is to certify that Mr./Ms. [Name] was examined on [Date] and diagnosed with [Condition].
Patient is advised to avoid commuting and office attendance from [Start Date] to [End Date].
However, patient may continue light work responsibilities from home during this period if feeling well enough.
Patient should avoid strenuous activity and get adequate rest.
Signature: _________________
Dr. [Name] | Reg. No: [Number]
Common Formatting Mistakes That Lead to Rejection
Mistake 1: Missing Registration Number
Why rejected: Cannot verify doctor is qualified and registered.
Fix: Always include registration number. Format: “Registration No: 12345/Karnataka Medical Council” or “NMC Reg: 67890”
Mistake 2: Unclear or Generic Diagnosis
Example of bad format: “Patient was unwell and needed rest”
Why rejected: Too vague, doesn’t establish medical reason
Fix: Use specific terms: “Acute Viral Fever”, “Acute Gastroenteritis”, “Migraine”, etc.
Mistake 3: Date Mismatches
Example: Certificate dated 20th Feb, but you claimed sick leave on 17th Feb
Why problematic: Suggests you got certificate after the fact
Fix: Get certificate during illness period. If delayed, doctor should note “Patient was examined on [earlier date] and advised rest from [dates]”
Mistake 4: No Letterhead or Stamp
Why rejected: Looks informal, difficult to verify authenticity
Fix: Certificate must be on clinic letterhead or have official stamp with clinic details
Mistake 5: Illegible Signature or Details
Why rejected: HR cannot read doctor’s name or registration number
Fix: Typed certificates with clear printed doctor details preferred. Signature can be handwritten but name should be typed/printed
Mistake 6: Wrong Doctor Qualification
Example: Certificate from BAMS (Ayurveda) or BHMS (Homeopathy) doctor
Why rejected: Most company policies and state laws specify “registered medical practitioner” meaning MBBS/MD
Fix: Get certificate from MBBS or MD qualified doctor
Mistake 7: Excessive Medical Detail
Example: Full medical history, test results, detailed symptoms
Why problematic: Privacy concerns, more detail than needed for employment purposes
Fix: Keep diagnosis general and professional. “Acute Viral Fever” is sufficient – don’t need full case history
Mistake 8: No Rest Duration Specified
Example: “Patient is sick” without saying how many days rest needed
Why rejected: HR needs to know how many days of sick leave are medically justified
Fix: Clear statement: “Advised rest for 3 days from 17-19 Feb 2026”
Digital vs Physical Certificates
Digital Certificates (PDF)
Increasingly accepted because:
- Telemedicine Practice Guidelines 2020 legitimize online consultations
- Faster delivery (WhatsApp, email)
- Easy to upload to HRMS portals
- No risk of physical damage/loss
Requirements for acceptance:
- Issued by registered MBBS/MD doctor
- Contains all required elements (especially registration number)
- On official letterhead with clinic details
- Digital signature or scanned signature acceptable
- Clear, legible PDF format
Most IT companies, startups, modern corporations: Prefer digital certificates (faster, easier to process)
Physical Certificates
Still preferred by:
- Some traditional companies
- Government departments
- Manufacturing sector
- When original stamp/signature verification needed
Requirements:
- Printed on clinic letterhead
- Original signature and stamp (not photocopied)
- Clear, not faded or damaged
Tip: Even if you get physical certificate, take high-quality photo/scan for digital backup
Letterhead vs Plain Paper
Professional letterhead includes:
- Clinic/hospital name and logo
- Complete address
- Contact numbers, email
- Registration details
- Sometimes doctor’s qualifications printed
Why letterhead matters:
- Looks professional and authentic
- Contains verification information
- Harder to forge
- HR takes it more seriously
Plain paper certificates:
- Often get rejected as “not meeting standards”
- Look informal and questionable
- Difficult to verify
- Acceptable only if doctor has official stamp with all details
Best practice: Always insist on letterhead. If doctor doesn’t have letterhead, ensure official stamp with complete details is present.
Language: English vs Regional Languages
English certificates:
- Universally accepted across India
- Preferred by MNCs and companies with pan-India operations
- Easier for HR teams to process
Regional language certificates (Hindi, Tamil, Telugu, etc.):
- Legally valid if from registered doctor
- May be accepted by local companies
- Some companies may ask for English translation
- Can cause processing delays if HR doesn’t understand language
Recommendation: Request English certificate when possible. If regional language certificate is all that’s available, get it but be prepared to provide translation if requested.
Special Format Requirements
Form 1A (Driving Licence Medical)
Has prescribed government format. Cannot deviate. Must use exact Form 1A template from Ministry of Road Transport and Highways.
Insurance Claim Certificates
May need specific format provided by insurance company. Usually requires more detail than employment sick leave certificates.
Visa Application Certificates
Different countries have different requirements. Check specific embassy/consulate requirements.
Pre-Employment Medical
Some companies provide their own format. If provided, use that. If not, fitness certificate format works.
How HR Teams Verify Certificates
What they check:
- Doctor registration: Verify registration number at nmc.org.in or State Medical Council websites
- Date alignment: Certificate dates match your absence dates
- Completeness: All required elements present
- Consistency: No contradictory information
- Authenticity markers: Proper letterhead, stamp, signature
Red flags for HR:
- Registration number doesn’t exist in medical council database
- Dates don’t align (you were in office on “sick” days per biometric records)
- Multiple certificates with identical wording but different patient names (suggests template fraud)
- Certificate from doctor whose license is suspended/cancelled
- Suspicious formatting (clearly fake letterhead, generic stamps)
Final Checklist Before Submitting
Before submitting your medical certificate to HR, verify:
☐ Doctor’s full name present
☐ MBBS/MD qualification mentioned
☐ Medical council registration number clearly visible
☐ Clinic name and address present
☐ Contact number included
☐ On official letterhead OR has official stamp
☐ Your name exactly as per company records
☐ Date of examination clear
☐ Dates of illness/absence specified
☐ Diagnosis or nature of illness stated
☐ Rest period recommendation mentioned
☐ Doctor’s signature present
☐ Official clinic/hospital stamp visible
☐ Certificate is legible (not blurry if scanned)
☐ PDF format if submitting digitally
☐ Addressed to employer/HR
If all checkboxes are ticked, your certificate should be accepted.
Final Thoughts
Medical certificate format in India isn’t about fancy design or elaborate medical details. It’s about completeness and authenticity.
The most important elements:
- Doctor’s medical council registration number
- Clear diagnosis and rest recommendation
- Dates matching your absence
- Professional letterhead/stamp
- Proper signature
Get these right, and your certificate will sail through HR approval. Miss even one critical element, and you risk rejection.
Whether you get your certificate from in-person consultation or online telemedicine, make sure it contains all these elements. Format matters, but content matters more.
Don’t let a simple formatting error turn your legitimate sick leave into an unauthorized absence.