A sick notification handled the wrong way costs companies unnecessary time, causes misunderstandings between managers and teams and, in the worst case, leads to employment law disputes. Yet the process for calling in sick in Germany is actually clearly regulated. The problem: many employees and employers do not know the exact rules or interpret them differently. The result is late notifications, missing certificates of incapacity for work and inefficient processes that put unnecessary strain on HR departments. This article explains which obligations really apply under German law, when a sick note (AU certificate) is required and how companies can set clear internal rules.
What does a sick notification actually mean?
Definition and legal framework
A sick notification (Krankmeldung) is an employee's message to the employer that they are temporarily unable to work due to illness. Its purpose is to inform the employer without delay and give them planning certainty for cover and resources. The sick notification itself is initially an informal message that does not require a doctor's confirmation.
Difference between a sick notification and an AU certificate
Many people use the terms interchangeably, but there is an important difference: the sick notification is the immediate information to the employer that you are unable to work. The certificate of incapacity for work (Arbeitsunfähigkeitsbescheinigung, AU certificate, colloquially "Krankschreibung" or sick note), on the other hand, is the medical proof of this incapacity. While the sick notification must be given immediately, the AU certificate is only due after a certain period.
The electronic certificate of incapacity for work (eAU)
Since 1 January 2023, electronic transmission of the AU certificate has been mandatory for employees with statutory health insurance. Doctors send the data directly to the health insurance funds, which in turn make it available to employers. This so-called eAU procedure has replaced the yellow paper slips for employers. For employees, this means they no longer have to hand in a paper AU certificate to their employer. The sick notification itself is not affected and still has to be communicated actively.
When do you need to call in sick in Germany?
Legal basis under § 5 EFZG
The Continued Remuneration Act (Entgeltfortzahlungsgesetz, EFZG) regulates the obligation to provide proof of incapacity for work in § 5. The central rule: employees must report their incapacity for work and its expected duration without delay. If the incapacity lasts longer than three calendar days, it must be proven by a medical certificate of incapacity for work no later than the following working day.
Sick note from the first day
Employers have the right to request a medical certificate from the first day of illness. However, this must be set out in the employment contract, a works agreement or a corresponding instruction. Many companies use this option for frequent short-term absences or where there are justified doubts about the incapacity for work. The sick notification itself, however, must always be given on the first day of illness.
The 3-day rule in practice
Unless otherwise agreed, the statutory standard deadline applies: if the incapacity lasts longer than three calendar days, the AU certificate must be available no later than the following working day. In concrete terms, if you fall ill on a Monday and are off for more than three days, you must present the medical certificate by Thursday at the latest. Many people wrongly understand the three days as working days. In fact, calendar days count, so weekends and public holidays are included too.
What does "notification without delay" mean?
Without delay ("unverzüglich") legally means "without culpable hesitation". In practice, this means the sick notification must be given as quickly as possible, ideally before work starts. If you are due to start at 8 am, you call in sick before then. For unexpected illness at night or early in the morning, notification by the regular start of work is reasonable. A sick notification in the afternoon for the same morning already counts as late.
Calling in sick with your employer: what must be communicated?
Form of notification
You can call in sick by phone, by email, via a digital time tracking system or by messenger, provided the company allows it. What matters is that the notification reaches the responsible manager or the HR department. A text message to colleagues is not enough. Many companies define clear channels for sick notifications, such as a central email address or a phone number.
Content of a correct sick notification
A sick notification must contain three key pieces of information: the fact that you are unable to work, the start date and the expected duration. Medical details do not have to be given. A sentence such as "I am unfit for work due to illness from today. The expected duration is three days" is completely sufficient. Employers may not ask about the specific diagnosis.
Special cases with flexible working models
When working from home, the same rules apply as in the office. You call in sick via the usual channels, regardless of where you work. On business trips, employees must inform both their direct manager and the HR department. Mini-jobs and part-time employment are subject to the same deadlines and obligations as full-time contracts. The form of working time does not change the obligation to call in sick.
AU certificate: when is it mandatory?
Issuing and transmission
The AU certificate is issued by doctors when they determine incapacity for work. Since the introduction of the eAU, doctors send the data digitally to the health insurance funds. Employers can then retrieve the AU data from the health insurance funds via the procedure. Important: even though the transmission is digital, employees must actively inform their employer about their illness. The eAU does not replace the sick notification.
Paper AU vs. digital AU certificate
Since 1 January 2023, the eAU has been mandatory for employees with statutory health insurance. Paper certificates for the employer are now only issued in exceptional cases, for example for privately insured employees or treatment by doctors abroad. For employees, this means that if they receive a paper certificate, they must forward it to the employer on time. With digital transmission, this step is no longer necessary, but calling in sick on time remains mandatory.
Longer illness and follow-up certificates
If the illness lasts beyond the period initially certified, a follow-up certificate is required. It should follow on directly from the previous one, without a gap. A gap between two certificates can cause problems with continued pay. Employees should therefore book another doctor's appointment before the first AU certificate expires if it is foreseeable that recovery will take longer.
Consequences of a missing or late AU certificate
Without a timely AU certificate, the employer can initially refuse continued pay. The certificate can be submitted later, but this causes administrative effort and delayed payments. Repeated breaches of the obligation to provide proof can lead to employment law consequences such as formal warnings (Abmahnung). In extreme cases, even dismissal is possible if the relationship of trust is permanently damaged.
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Extending your sick leave: how to do it correctly
Procedure for follow-up certificates
If you are ill for longer than initially certified, you need a follow-up certificate. You must request it from your doctor before the first AU certificate expires. You should proactively inform your employer that your illness is lasting longer. A short message such as "My incapacity for work is extended up to and including [date]" is enough. The new AU certificate must then again be transmitted on time.
Complete documentation
There must be no gaps between two AU certificates. If the first certificate ends on a Friday, for example, the follow-up certificate must start on Saturday at the latest. If there is a gap, the employee is considered fit for work on those days. This can mean that continued pay lapses for that period or that the employee has to come to work.
Communication with employer and health insurance fund
During the illness, there should be a reasonable flow of information. That does not mean reporting in every day, but for longer absences or if the expected return date moves, a short update makes sense. The health insurance fund must also be informed of illnesses lasting more than six weeks, because sickness benefit (Krankengeld) then applies. Employees should pay close attention to the deadlines here.
Common mistakes when calling in sick and how to avoid them
Mistake 1: late notification
The most common mistake is calling in sick too late. If you only call at noon although work started at 8 am, you breach the notification obligation. The solution: calling in sick is a morning priority, before work actually starts. If necessary, a trusted person can also give the notification if the sick employee is unable to do so.
Mistake 2: missing or late AU certificate
Many employees mix up the deadlines or forget to submit the AU certificate on time. The solution: schedule the doctor's appointment so that, if you are ill for more than three days, the certificate is available no later than the following working day. With digital transmission, check whether the eAU has actually reached the employer. If in doubt, ask.
Mistake 3: wrong calculation of deadlines
Calendar days are often confused with working days. An example: you fall ill on a Thursday. Some think the AU certificate is only due on Tuesday (three working days). In fact, it must be available by Monday: Thursday to Saturday are the three calendar days, and the AU certificate is due on the following working day. The solution: always count in calendar days and, if in doubt, see the doctor earlier.
Mistake 4: no notice on recovery
Some employees return to work after recovering without letting anyone know beforehand. This is particularly problematic after longer illnesses, when cover has already been organized. The solution: a short call or email the day before your planned return creates clarity and allows better planning.
Mistake 5: unclear communication channels
Asking a colleague to pass on the message or just posting in the team chat is not a proper sick notification. The solution: always use the officially designated channels, whether that is the HR department, the direct manager or a central system for sick notifications.
The employer's perspective: clear rules for sick notifications in the company
Define internal guidelines
Companies should set out their rules for sick notifications clearly in writing. This includes: who must be informed? Through which channel is the notification given? By when must it be received? When is an AU certificate required? These rules should be anchored in the employment contract, the employee handbook or a works agreement. Only then do employers have a legally sound basis in case of breaches.
Establish digital processes
Modern time tracking and HR systems allow digital sick notifications. Employees can enter their absence directly in the system, managers are informed automatically and the HR department keeps the overview. Such tools significantly reduce administrative effort and create transparency. Integration with the eAU interface also allows AU certificates to be retrieved automatically.
Managing sick notifications efficiently with ZEP
ZEP helps companies manage sick notifications and absences in a structured way. In the ZEP calendar, all absences can be booked centrally and categorized, for example as illness, parental leave or unpaid leave. Employees report their incapacity for work directly in the system, managers receive automatic notifications and can set up approval processes if needed.
The absence overview gives HR departments a complete picture of all absences in the team at any time. Through the connection with booked working hours, absences are automatically matched against stored standard working hours, which allows complete documentation. The booked data makes month-end and year-end closing considerably easier and create the transparency needed for legally sound processes.
Uniform standards for everyone
The rules must apply equally to all employees. Different standards for different departments or levels of hierarchy lead to resentment and legal problems. If management can be absent without a formal sick notification while clerical staff are strictly monitored, an unhealthy working climate develops.
Training and communication
New employees should be informed about the rules for sick notifications during onboarding. A short training session or a written information sheet prevents misunderstandings. When the rules change, for example when new digital tools are introduced, clear communication and sufficient lead time are needed too.
Checklist for employers
Optimizing the sick notification process:
- Anchor written rules in the employment contract or a works agreement
- Define clear communication channels (phone, email, system)
- Set responsibilities (manager, HR department, both)
- Define the deadline for the AU certificate (statutory or from the first day)
- Use digital tools for sick notifications
- Set up the eAU interface with the health insurance fund
- Define a process for follow-up certificates and return notices
- Create training material for new employees
- Ensure regular information when processes change
- Ensure data protection for sick notifications
Sick notifications at a glance: deadlines and obligations
Duty to notify vs. duty to provide proof
The sick notification (duty to notify, Mitteilungspflicht) and the AU certificate (duty to provide proof, Nachweispflicht) have different deadlines. The notification must be given immediately; the proof follows later, depending on the rules. This distinction matters: even if no AU certificate is required, calling in sick immediately remains mandatory.
Conclusion: clarity creates trust and efficiency
Correct sick notifications are not bureaucracy for its own sake. They allow employers to plan staffing in time, protect employees from legal problems and create transparency in the team. The key points in summary: you must call in sick without delay on the first day. Depending on the rules, the AU certificate is due on the working day after the third calendar day or earlier. Digital processes and clear internal guidelines significantly reduce misunderstandings and administrative effort.
Companies that communicate their rules for sick notifications clearly and use modern tools benefit from smooth processes. Employees who know and follow the rules avoid unnecessary conflicts and secure their entitlements. In a working world that increasingly relies on flexibility and trust, clear rules for calling in sick are more important than ever.
FAQs
When do I have to notify my employer that I am sick in Germany?
You must call in sick without delay, meaning without culpable hesitation. In practice, that means before or at the latest at the regular start of work: if you are due to start at 8 am, you report sick before then. A sick notification in the afternoon for the same morning already counts as late, while for unexpected illness at night, notification by the start of work is reasonable.
How long can I be sick in Germany without a doctor's note?
Unless your employment contract or an employer instruction says otherwise, if the incapacity lasts longer than three calendar days, the medical certificate of incapacity for work (AU certificate) must be available no later than the following working day. In concrete terms, that means three full days without an AU certificate. Note that calendar days count, not working days. Many employers, however, require a medical certificate from the first day of illness if this is set out in the contract.
What happens if I submit my sick notification late?
A late sick notification can have employment law consequences in Germany. The employer can initially refuse continued pay until the sick notification and AU certificate are available, and repeated breaches can lead to formal warnings. In extreme cases, a lasting breakdown of trust can even justify dismissal. A late notification also makes staff planning much harder.
Is a message to my employer enough, or do I need an AU certificate?
You need both, but at different times. The sick notification is the immediate information to your employer that you are unable to work and must be given on the first day, by phone, email or via a time tracking system. The AU certificate is the medical proof and is due on the working day after the third calendar day or earlier, depending on the rules. The sick notification does not replace the AU certificate, and vice versa.
How does the electronic sick note (eAU) work in Germany?
With the electronic certificate of incapacity for work (eAU), doctors send the AU data digitally to the health insurance funds, which make it available to employers via a retrieval procedure. Employees therefore no longer have to hand in a paper certificate to their employer. Important: the eAU does not replace calling in sick. Employees must still inform their employer about their incapacity for work without delay.
How do I extend my sick leave correctly?
If your illness lasts longer, you need a follow-up certificate that directly follows the first one, so book another doctor’s appointment before the first AU certificate expires. Inform your employer proactively about the extension, for example with "My incapacity for work is extended up to and including [date]". There must be no gaps between two certificates; otherwise the period counts as fit for work and continued pay can lapse.
