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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. Approaching staff professionally and promptly helps. Problems usually arise when a student waits too long to make contact, is vague about the situation, or uses the wrong channel. 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, plus the office that runs extensions or mitigating circumstances 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
Deadlines vary, and they are short. There is no national mitigating circumstances deadline in the UK. Each university sets its own, and they range from around 10 working days at some institutions to 20 at others. Some will not accept a claim once results have been published. Check your own university’s regulations rather than relying on any figure you read elsewhere.
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. Sending a message does not by itself secure an extension: the decision sits with the process your university runs, not with the 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 about the [assignment name] submission deadline of [date]. I have been unwell during the period leading up to it and have a medical certificate covering that period.

I am following my university’s formal extension process and will attach the medical certificate through the appropriate portal / to this email. I understand the decision rests with that process rather than with you. 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). Information about your health is special category data under Article 9 of the UK GDPR, which sets a higher bar for processing it, and it should only be seen by staff with a genuine 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 worded for university extension requests and mitigating circumstances applications. A certificate supports your application; the decision rests with your university.

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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. Deadlines are short, and they are set by each university rather than by any national rule. They vary widely, from around 10 working days at some institutions to 20 at others, so check your own university’s regulations instead of assuming a standard window. Early contact also helps if you do not yet have medical documentation: notifying the university promptly establishes the timeline of events, even while you are waiting for your sick note.
What if my lecturer won’t grant an extension?
An individual lecturer usually cannot vary an assessment deadline. At most universities that decision sits with a formal process run by the faculty, an administrative office or a panel, not with the module tutor. 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, not an informal email, is what can actually change a deadline, and it is also what creates a record of your claim.
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. Some universities allow a late application where a student can show they were genuinely unable to make contact at the time, for example because of a hospital admission. Others will not accept a retrospective claim at all, and some will not consider one once results have been published. Because the rules differ so much between institutions, read your own university’s regulations before assuming a late claim is possible. Include any evidence of incapacity, such as medical notes or hospital records, and explain the delay in your application.

Need a University Sick Note?

Medical certificates from GMC-registered UK doctors, worded for university mitigating circumstances and extension applications. Your university decides what evidence it accepts and what outcome follows.

Get Your University Sick Note →

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

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Reviewed by Dr Maria Knobel

Medical Director, MedicalCert · GMC 7495073 · Last updated: 23 August 2026

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