Why We Wrote This Guide

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There is a lot of misinformation online on what constitutes a valid and legally compliant note. We are aiming to give you a comprehensive review of what to look for in a note to make sure you have what you need if requesting one or when issuing a note.

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Why is it important to know what a doctor’s not looks like?

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Doctor's notes play a critical role in both professional and personal settings. 

• For those seeking a doctor’s note - If you've been unwell and need to verify your absence from work or clear your return to work, understanding what a legitimate doctor’s note looks like is an important first step.
• For those seeking to verify a doctor’s note - Equally, for HR professionals or employers, having the ability to identify authentic notes helps maintain workplace credibility and compliance. It can also save you a lot of time when debating whether a note is authentic or note.

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What this article contains

This article explains the purpose, components, and legal requirements of doctor’s notes, what sets legitimate notes apart, and the differences between digital and traditional notes. Whether you're a worker, HR professional, or employer, this guide will walk you through what you need to know about doctor’s notes. Here are the items we’ll cover:

1. What A Note Looks Like
   
   1. Annotated Example of A Doctor’s Note
   2. 6 Must‑Have Elements In A Doctor’s Note
   3. How A Doctor’s Note Should Be Formatted
   4. Doctor’s Note Requirements By Request Type
   5. Security Features and Authenticity Markers
   6. Legal Requirements To Issue A Note
   7. Comparison of Physical vs. digital note
2. How To Spot A Scam
   
   1. Real vs Fake Doctors Note Comparison
3. Resources & Templates For Notes
   
   1. Downloadable Templates (for HR, Legal, and Healthcare professionals)
   2. Doctor’s Note Generators (for HR, Legal, and Healthcare professionals)
4. FAQ

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TL;DR – Doctor’s notes are not regulated and there are no specifications on what they need to contain. That said, notes should contain certain information to make the process of submitting and accepting notes streamlined and hassle free. 

If you’re looking for a more details breakdown of doctor’s notes. You can check out our Ultimate Guide To Doctor’s Notes 2025 here.  ‍

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What Does A Doctor’s Note Look Like?

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Example of A Doctor’s Note

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Below is a visual representation of a doctor’s note. 

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Next we’ll walk through all the visual elements and why they are important.

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The 6 Must Have Elements In A Doctor’s Note

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While doctor’s notes aren’t regulated or standardized over time a certain standard has developed and more importantly there is information HR professionals typically look for when validating a note. Here are the elements your doctor’s note should contain to make sure you have no issues with presenting one: 

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1. Private Practice Official Letterhead or Logo - Any legitimate doctor’s note needs to include the official letterhead of the doctor or the facility issuing the note. This includes the clinic's name, address, and logo. This allows HR professionals to easily look up the provider or their practice.
2. Doctor's Information and Credentials  - The note should clearly state the doctor’'s full name, qualifications, specialty (if applicable), and license number. In some cases, it may even include the NPI number. This information is what employers typically look for when verifying that the provider is real.
3. Patient Identification Section  - The note should include the patient’s name and other identifying details for clarity such as date of birth. Employers use this information to confirm that the note applies to you and your request off.
4. Relevant Dates and Reason For Absence  - Doctor’s notes should also specify the date the patient was evaluated by the doctor and the duration of the required absence or recovery period. Additionally, if your employers requires a return-to-work clearance, the specific return to work date is also noted. Reminder that return to work clearance typically requires a more thorough evaluation. Additionally, notes should generally contain the high level reason the person is absent (i.e. illness, medical appointment, etc). The note should not disclose a diagnosis or any personal health information (to comply with privacy laws).
5. Medical Facility & Employer Verification Details  - Contact information—such as the facility's or doctor’s phone number or email address—should be provided for employers or HR teams needing to verify your note. If you want a more comprehensive breakdown of what employers look for, check out our employer verification guide.
6. Signature and Contact Information - An authentic doctor’s note will include the physician’s signature. Digital notes may feature an electronic signature, while traditional notes often carry a handwritten one. Digital signatures should always contain timestamps and be backed by secure e-signature platforms.

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These are the things to look for in a doctor’s note and while they are not regulated is what you and HR teams should look for when verifying the authenticity of a note.

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How A Doctor's Note Should Be Formatted To Meet Professional Standards

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Legitimate doctor’s notes should adhere to specific formatting rules to maintain professionalism and imbue confidence in the recipient of the note. There are no hard rules stating that notes should adhere to these standards, but if they do it’ll likely minimize issues with HR. 

1. Layout Expectations: The note should have a clean, professional layout that organizes information in a way that makes sense. Cluttered or disorganized formatting is often a sign of a forged or questionable note. Typically you’ll include 
   
   1. Top banner: Letterhead and private practice information
   2. Top left: Patient name, patient date of birth
   3. Body: Reason for absence, absence dates
   4. Bottom left: Doctor’s signature
   5. Footer: Verification information and details
2. Required Fields: These include
   
   1. Patient name, date of birth
   2. Evaluation date and approved absence dates
   3. Doctor contact information (number and email)
   4. Doctor signature
   5. Private practice letterhead or logo
   6. Healthcare provider verification details (i.e. license and NPI)
3. Common Formats: For simple absences the note should be brief and to the point. Certain instances such as qualifying for FMLA or workers accommodation may require more specific details and different formatting. Please see our breakdown on laws across all 50 states pertaining to doctor’s notes for more information.

Digital vs Physical Notes : While paper notes are still widely used, digital notes are becoming more common with the rise of telehealth. They also offer unique security features such as tamper proof authentication and are far more convenient for storage and receipt reasons. Both formats must meet similar standards of professionalism.

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Requirements By Request Type (i.e. Simple absence, FMLA, etc)

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The requirements for a doctor’s note will change depending on the type of request. Below we list out the different kinds of requests and how it might affect what your note needs to contain.

1. Simple Absence Notes: These are the notes we have been discussing and issued when its a basic illness or simple absence such as for a medical appointment or caring for a loved one.
2. Return-to-Work Clearance: These notes certify that an individual is fit to resume work. They often outline specific accommodations or modifications if needed. These typically will require an in person assessment or for you to take certain tests in order to get a doctor to sign off that you are fit.
3. FMLA Documentation: These notes are detailed and meet the requirements necessary for job-protected family or medical leave. They typically contain far more information and you should understand your HR policy and state law requirements before requesting a note that will cover you under FMLA. 
4. Short-Term Disability: This type of documentation supports claims for short-term disability benefits. It includes specific medical details to meet insurance provider requirements. 

The takeaway is understand the nature of your request and make sure to be clear on the appropriate HR policies and legal regulations.

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Security Features and Authenticity Markers To Look For

How can you ensure a doctor’s note is genuine? There are simple features you can look for to give you confidence:

1. Professional Watermarks: Doctor’s notes often feature subtle watermarks to prevent forgery and duplication. 
2. Official Stamps/Seals: Physical notes might include a stamped seal as an additional verification layer‍ that is unique to the doctor or doctor’s office.
3. Verification Methods: Legitimate notes provide contact information that allows employers to verify the authenticity of the document if needed. This includes providing the licensed healthcare providers license or NPI number. 
4. Real People: Most authentic notes are backed by real people who you can get on the phone — whether its a support desk, an assistant, or the doctor themselves you should be able to get in contact with real people to confirm the authenticity of the note.
5. Digital Security Elements: Features like encrypted signatures or QR codes in digital notes can help establish credibility and guard against tampering. We often see QR codes as a method of making it easy for employers to quickly verify a doctor’s credentials and licensing information.

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Legal Requirements

While doctor’s notes aren’t formally regulated, they do need to meet certain standards under federal and state law. Specifically, a doctor’s note must meet certain legal standards:

1. HIPAA Compliance Elements: Notes must not disclose unnecessary health details to protect patient privacy in compliance with HIPAA regulations.
2. ‍State-Specific Requirements: Some states have specific guidelines for medical documentation, so ensure the note adheres to local laws. Check out our full breakdown in our legal guide here.
3. ‍Industry Standards: Different industries have varying documentation expectations—corporate, healthcare, and government sectors often require specialized details. Reminder that these are common practices and not necessarily legal requirements.

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Digital vs. Traditional Notes

With the rise of telehealth many platforms now are using digital documents to help you with doctors notes or other medical documentation Here are some of the pros and common features of digital notes: 

1. Modern Formats: Digital notes are gaining popularity due to their convenience and quick accessibility. They typically are more polished and better designed given the rise of digital tools that allow doctors to customize these to their private practice.
2. Electronic Delivery: Many medical facilities now send notes via email or secure online platforms. Remember, companies must maintain HIPAA compliance when sending notes. If they are sending over email they must have a BAA signed with their email provider (i.e. g-mail).
3. Security Features: The benefit of digital notes is they often come with additional security features like encryption or unique verification links. This makes them harder to forge or tamper with.

Verification Methods: Both digital and traditional notes should offer ways for third parties to confirm their authenticity. This includes verifying NPI or medical license numbers.

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Best Practices For Getting A Doctor’s Note

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Whether you're obtaining or reviewing a doctor’s note, follow these best practices:

1. Choose The Right Provider: Understand your situation, your HR policies, and the legal requirements to make the best decision. 
2. Get Proper Documentation: Only obtain doctor’s notes from licensed and trustworthy medical providers. Do not skip steps here.
3. Verification Preparation: Know the process to verify your note's authenticity if your employer requires it. Make sure to go through the process yourself to confirm its acceptable.
4. Record Keeping: Keep copies of your doctor’s notes in case you need to reference them again in the future.

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How To Spot A Scam

Spotting a fake or problematic note is crucial for HR teams and employers to verify a notes authenticity and for the person looking to obtain a doctor’s note. Here are some red flags to watch for:

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🚩 Red Flags of Fake Doctor's Note Services:

• No licensed providers listed
• No verification process
• Template downloads for sale
• Promises notes with zero medical information
• No mention of HIPAA compliance
• Poor reviews or frequent rejections
• Generic, unprofessional templates
• No real people behind the service or note or difficult to get in touch with

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🚩 Red Flags In The Doctor’s Note Note Itself:

• Missing Components: Lack of required details like dates, credentials, or signatures.
• Formatting Issues: Unprofessional layouts or incorrect formatting.
• Verification Problems: Untraceable contact information or invalid credentials.
• Common Mistakes: Misspellings, inconsistent details, or vague wording.

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You’ll want to address any of these issues before accepting the document. Remember, you will need to turn this into a school or an employer so make sure you’ve done your diligence to obtain proper documentation.

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Resources For Doctor’s Notes

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If you are a healthcare organization, HR department, law firm who needs a doctor’s note template here are some resources for finding a doctor’s note:

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• TrustMedical’s Authentic Doctor Note Template Generator
• Downloadable Templates
  
  • https://www.template.net/doctor-note
  • https://templatelab.com/doctors-note-template/
  • https://www.wordlayouts.com/gl-type/doctors-note/
  • https://www.docformats.net/blog/doctors-note/
• Create Your Own PDF Tools
  
  • https://www.pdfrun.com/form/doctors-note
  • https://pdfsimpli.com/forms/medical/doctors-notes/
  • https://law-center.org/fillable-doctors-excuse-note/

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Conclusion

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Understanding and Using Legitimate Doctor's Notes  

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‍Doctor’s notes are more than just a formal requirement—they protect both employees and employers by providing clear, professional documentation when health affects work. By understanding the components, formatting, security features, and legalities involved, you can ensure compliance and build trust.

‍Need reliable medical documentation? Trust Medical offers efficient, HIPAA-compliant services to ensure your concerns are handled swiftly and professionally. Explore more about how we simplify medical documentation for you.