Sick Leave Form for Germany

Sick Leave Form Template for Germany

A standardized German Sick Leave Form (Krankmeldung) is a legally required document under German labor law that formally records an employee's absence due to illness or injury. The form complies with the Continued Remuneration Law (Entgeltfortzahlungsgesetz) and other relevant German employment regulations. It captures essential information including the employee's details, illness period, notification timing, and medical certificate status. The document serves as an official record for both employer and employee, ensuring proper documentation for payroll, insurance, and legal compliance purposes while adhering to German data protection requirements under DSGVO.

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What is a Sick Leave Form?

The Sick Leave Form is a crucial document in German employment relationships, required whenever an employee is unable to work due to illness or injury. Under German law, specifically the Entgeltfortzahlungsgesetz (EFZG), employees must notify their employer of their inability to work without undue delay and provide a medical certificate if the illness extends beyond three days. This form standardizes the documentation process, ensuring compliance with legal requirements while protecting both employer and employee interests. It includes essential information about the illness period, facilitates proper salary continuation during illness, and maintains records for insurance and legal purposes. The form must comply with German data protection laws (DSGVO) due to the sensitive nature of medical information, and it serves as a key document for HR processes, payroll administration, and workforce management.

What sections should be included in a Sick Leave Form?

1. Employee Information: Essential personal details including name, personnel number, department, and position

2. Illness Period: Start date of inability to work, expected duration if known, and actual return date

3. Notification Details: Date and time when the illness was reported to the employer, and method of notification

4. Medical Certificate Status: Information about whether a medical certificate (Arbeitsunfähigkeitsbescheinigung) has been/will be submitted

5. Employee Declaration: Statement confirming the truthfulness of the information provided

6. Employer Acknowledgment: Space for employer or HR representative to acknowledge receipt of the sick leave notification

What sections are optional to include in a Sick Leave Form?

1. Work Accident Details: Additional section required if the illness/injury is work-related, including accident date and circumstances

2. Return-to-Work Arrangements: Section for gradual return to work (Wiedereingliederung) details if applicable

3. Foreign Stay Information: Required when employee becomes ill while abroad, including location and contact details

4. Third Party Liability: Section for cases where the illness/injury was caused by a third party, including incident details

5. Previous Related Illnesses: Section for documenting if the current illness is related to previous conditions, required for certain insurance purposes

What schedules should be included in a Sick Leave Form?

1. Medical Certificate: Attachment of the official medical certificate (Arbeitsunfähigkeitsbescheinigung)

2. Accident Report Form: Required attachment in case of work-related accidents

3. Return-to-Work Plan: Documentation of graduated return to work schedule, if applicable

4. Privacy Notice: DSGVO-compliant information sheet about how medical data will be processed and stored

Authors

Alex Denne

Head of Growth (Open Source Law) @ Genie AI | 3 x UCL-Certified in Contract Law & Drafting | 4+ Years Managing 1M+ Legal Documents | Serial Founder & Legal AI Author

Cost

Free to use

Relevant legal definitions

Clauses

Personal Information
Illness Notification
Medical Certification
Data Protection
Employee Declaration
Employer Acknowledgment
Return to Work
Confidentiality
Payment Continuation
Documentation Requirements
Reporting Obligations
Medical Privacy
Third Party Liability
Work Accident Declaration
Insurance Information

Relevant Industries

Healthcare

Manufacturing

Technology

Financial Services

Retail

Education

Public Sector

Construction

Hospitality

Professional Services

Transportation

Energy

Agriculture

Media and Entertainment

Non-Profit

Relevant Teams

Human Resources

Payroll

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Compliance

Administration

Operations

Employee Relations

Benefits Administration

Personnel Management

Occupational Health

Relevant Roles

Chief Executive Officer

Human Resources Director

HR Manager

Payroll Administrator

Department Manager

Team Leader

Line Supervisor

Employee Relations Specialist

Benefits Coordinator

Compliance Officer

Administrative Assistant

Office Manager

Personnel Administrator

HR Business Partner

Works Council Member

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What is a Sick Leave Form?

What sections should be included in a Sick Leave Form?

What sections are optional to include in a Sick Leave Form?

What schedules should be included in a Sick Leave Form?

Authors

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