Working in China
Sick Leave and Medical Certificates in China: A Guide for Foreign Employees
A practical guide to taking sick leave in China as a foreign employee, including employer notice, hospital certificates, payroll questions, privacy, and returning to work.
Rules and procedures can change. Check the linked official sources before acting on time-sensitive information.
Quick answer
What you need to know
Learn your employer's sick-leave procedure before you need it, notify the right person promptly, obtain acceptable medical records, and confirm pay and return-to-work expectations in writing.
- Company rules and local requirements can affect notice, evidence, and sick-leave pay.
- Ask HR which hospitals, documents, and submission channels it accepts.
- Keep medical and payroll records while sharing health information only through appropriate channels.
- Confirm serious, prolonged, or disputed cases with HR and a qualified local adviser.
Taking a sick day in China can involve more administration than sending a short message. Employers may specify whom to notify, when to report, which medical providers are acceptable, and what documents must be submitted.
The exact rules vary by location and employer. This guide helps you organize the process; it is not medical or legal advice. Follow your doctor’s advice and confirm employment questions with HR or a qualified professional.
Check the procedure before you are ill
Find the sick-leave section in your contract, employee handbook, HR portal, or collective rules. Record:
- the manager and HR contact to notify;
- the deadline and approved communication channel;
- whether a medical certificate, diagnosis record, invoice, or leave form is required;
- whether the employer specifies a hospital level or provider type;
- how original documents must be delivered; and
- the process for extending leave.
Save the contact information somewhere outside your work computer. Our guide to China employment contracts explains other policies worth reviewing.
Notify the employer promptly
Send a concise notice stating that you are unwell, whether you can work, the expected absence if known, and when you will update them. Avoid promising a return date before a clinician advises you.
If you need urgent care, seek it first and ask a trusted contact to notify the company if necessary. For hospital navigation, see Seeing a Doctor in China.
Obtain usable medical records
At the provider, ask what document it issues for work absence and check that your name, passport or patient number, dates, provider stamp, and recommended rest period are accurate. Request invoices and visit records as well.
Before leaving, photograph or scan every document. If HR needs the original, submit it through a traceable channel and retain a copy. Ask before translating a document yourself; the employer may require a particular format.
Separate leave approval from insurance
A document accepted for an insurance claim may not automatically satisfy the employer, and the reverse is also true. Keep two checklists: one for HR and one for the insurer.
Review Medical Insurance Claims in China for preauthorization, invoice, and reimbursement records.
Confirm pay and benefits
Ask HR how the absence will appear on attendance and payroll, what pay basis applies, and whether meal, transport, attendance, bonus, social-insurance, or other items are affected. Request the calculation in writing if the leave is prolonged.
Rules and calculations can be location- and circumstance-specific. For a material dispute, preserve the handbook version, notices, approvals, payslips, and medical evidence, then consult the local human-resources authority or a qualified adviser.
Protect health information
Use the designated HR channel rather than a large group chat. Ask which documents are necessary and who can access them. A manager may need scheduling information without needing your full medical history.
For sensitive or continuing conditions, discuss reasonable workplace arrangements with HR and obtain professional advice about your situation.
Sick-leave checklist
- I know the notice deadline and correct contacts.
- I sent a dated written notice.
- I followed medical advice and know when to seek urgent care.
- The certificate has accurate identity and leave dates.
- I saved the certificate, visit record, invoices, and messages.
- HR confirmed whether originals or translations are required.
- I asked how leave affects pay and benefits.
- I know when and how to provide an update.
- I confirmed any return-to-work document requirement.
Official sources
- Ministry of Human Resources and Social Security
- National Health Commission
- China Government: Working in China
Employment rules and medical needs differ. Confirm the current procedure with your employer and local authority, seek care from a qualified clinician, and obtain professional advice for a serious or disputed case.
Frequently asked questions
Common questions
Does every sick day require a hospital certificate in China?
Not necessarily. Employer rules and local practice differ, so check your handbook and ask HR what evidence applies to your absence.
Can an online consultation provide an acceptable sick note?
Acceptance varies. Ask your employer before relying on an online document and confirm that the provider is authorized to issue it.
Is sick leave paid at my normal salary?
Do not assume so. Pay treatment may depend on local rules, service history, contract terms, and company policy. Ask HR for a written calculation.
What if I am too ill to visit the employer's preferred hospital?
Prioritize urgent medical care, notify the employer as soon as reasonably possible, preserve treatment evidence, and discuss alternatives with HR.
