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How To Communicate With Professors About Your Sick Note

Communicating with lecturers and tutors about illness-related absence or a sick note can feel daunting, but getting it right makes the process considerably smoother. Most academics are supportive when approached professionally and promptly — the difficulty usually arises from students waiting too long to make contact, being vague about their situation, or not knowing the correct channel to use. This guide provides practical guidance on how to communicate effectively with your university about sick notes and absence.

Who to Contact and When

Situation Who to contact first Timing
Missed a lecture or seminar Module tutor or lecturer directly As soon as you are able — the same day if possible
Missed a coursework deadline Module tutor or department administrator Before the deadline if possible; immediately after if not
Cannot sit an exam Personal tutor + exams office or student support As soon as you know — even before you have your sick note
Formal mitigating circumstances application Student support services or mitigating circumstances office Within the university’s stated deadline for the process
Extended absence or interruption of study Personal tutor + student support + department As early as possible; do not let absence go undocumented
Always notify before submitting documentation. Contact your lecturer or tutor by email before (or at the same time as) submitting a formal sick note. This demonstrates good communication and gives the academic a heads-up before they receive paperwork through official channels.

What to Say: Email Templates

These templates can be adapted for your specific situation. Keep your message professional, brief, and factual. You do not need to share detailed medical information in an initial email.

Missed lecture / seminar

Dear [Lecturer’s name],

I am writing to let you know that I was unable to attend [module name] on [date] due to illness. I will be catching up with the material and will ensure I am up to date before the next session.

Please let me know if there is anything specific I should prioritise.

Kind regards,
[Your name] — [Student number]

Extension request for coursework

Dear [Lecturer / Module Coordinator’s name],

I am a student on [module name] (student number: [X]). I am writing to request an extension to the [assignment name] submission deadline of [date]. I have been unwell during the period leading up to the deadline and have obtained a medical certificate confirming this.

I am following my university’s formal extension process and will attach the medical certificate through the appropriate portal / to this email. Please let me know if you require anything further from me directly.

Kind regards,
[Your name]

Exam absence notification

Dear [Personal Tutor / Student Support contact],

I was unable to attend my [module name] examination on [date] due to illness. I am currently seeking medical advice and will obtain a medical certificate as soon as possible. I understand I need to submit a formal mitigating circumstances / exam deferral application and will do so within the required timeframe.

Could you advise me on the correct process to follow?

Kind regards,
[Your name] — [Student number]

How Much Medical Detail Do You Need to Share?

You are not required to disclose your specific diagnosis to your lecturer or personal tutor. A general reference to “illness” or “a health condition” is sufficient for an initial email. The detailed medical evidence goes to the formal administrative process (mitigating circumstances office, exams office, or student support), not directly to your academic staff unless they are also handling the formal process.

UK universities are bound by data protection law (UK GDPR). Medical information submitted as part of a formal application is treated as sensitive personal data and should only be accessed by staff with a legitimate need to review it. You can ask your university’s student support team how your medical information is stored and who has access to it.

Mental health disclosure: If your illness relates to a mental health condition and you are not comfortable disclosing this to your lecturer, you can simply refer to “a health condition” in your communication. The formal documentation submitted through the mitigating circumstances process may include more specific details, but this does not need to be shared casually in email.

Need a University Sick Note?

Medical certificates specifically worded for university extension requests and mitigating circumstances applications.

Get Your University Sick Note →

Frequently Asked Questions

Should I email my lecturer or go through student support?
For formal processes (extensions, mitigating circumstances, exam deferral) always use your university’s official channels — usually student support, the mitigating circumstances office, or the exams office. A brief courtesy email to your lecturer is good practice to keep them informed, but the formal application goes through the administrative process, not directly to the lecturer.
How quickly should I contact my university after missing an exam or deadline?
As soon as possible — ideally the same day or the next day. Most universities have strict deadlines for mitigating circumstances submissions (typically 5–10 working days after the assessment). Early contact also helps if you do not yet have medical documentation — notifying the university promptly establishes the timeline of events and demonstrates good faith, even while you are waiting for your sick note.
What if my lecturer won’t grant an extension?
Individual lecturers may not have the authority to grant extensions — at many universities, extensions are granted through a formal administrative process, not at the lecturer’s individual discretion. If an informal request is declined, submit your formal extension or mitigating circumstances application through the correct channel with your medical certificate attached. The formal process overrides individual lecturer decisions in most cases.
Do I need to submit a sick note every time I miss a class?
Not usually for routine lecture absences. Most universities only require formal medical documentation when applying for extensions, deferrals, or mitigating circumstances. However, if your attendance falls below a required threshold (many courses have minimum attendance requirements), you may need to provide documentation to avoid academic penalties. Check your programme’s attendance policy.
What if I was too ill to contact anyone at the time?
Contact your university as soon as you are able and explain the circumstances honestly. Most mitigating circumstances processes allow for late applications where the student can demonstrate they were genuinely unable to make contact at the time (for example, hospitalisation, severe mental health crisis). Include any evidence of incapacity — medical notes, hospital records — and explain the delay in your application. Universities generally treat these cases sympathetically if the evidence is credible.

Need a University Sick Note?

Medical certificates from GMC-registered UK doctors — worded for university mitigating circumstances and extension applications.

Get Your University Sick Note →

Related: Mitigating circumstances letter · Sick notes for exam rescheduling · University sick note

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Clinically reviewed by Dr Maria Knobel, MBBS BSc(hons) MRCGP (GMC 7495073) · Last reviewed: