Standard medical forms in Canada: a complete guide

Your insurer has sent a form that needs a doctor's signature. Your employer requires a specific company form completed before you return to work. Your university has its own medical documentation template rather than accepting a general note.

These are all standard medical forms — and getting them completed quickly, without waiting days for a clinic appointment, is a common challenge for Canadians. Here is a breakdown of the most common standard medical forms in Canada, who requires them, and how to get them completed.

What standard medical forms in Canada cover

A standard medical form is a structured document with specific fields that a licensed physician fills out and signs, rather than a free-form letter. The form is usually issued by the requesting organisation — an employer, insurer, government body, or school — and must be completed according to their requirements.

Unlike a general sick note or medical certificate, a standard medical form captures specific data points the requesting organisation needs. This might include functional abilities, expected recovery duration, restrictions on activities, or confirmation of specific medical criteria.

Standard forms are more involved than a basic sick note, but the process for getting one completed is the same — a licensed physician reviews the information and completes the relevant fields.

Common standard medical forms in Canada by category

Form type	Issued by	What it covers
Functional Abilities Form (FAF)	WSIB Ontario / WCB Alberta / WorkSafeBC	Documents physical abilities after a workplace injury for return-to-work planning
Attending Physician's Report	WCB / Workers' Compensation boards	Medical status update for an active compensation claim
Short-term disability claim form	Employer group benefits insurer	Confirms medical condition and expected absence duration for STD benefits
Long-term disability physician statement	Insurance provider (Manulife, Sun Life, Canada Life, etc.)	Details condition, functional limitations, and prognosis for LTD claim
EI sickness benefits medical certificate	Service Canada / Employment Insurance	Confirms illness preventing work for EI sickness benefit eligibility
University medical documentation form	Canadian universities and colleges	Confirms illness for exam deferrals, late withdrawals, or academic accommodation
Travel insurance medical certificate	Travel insurance providers	Confirms medical reason for trip cancellation or interruption claim
Pre-employment medical form	Employer (common in construction, transport, healthcare)	Confirms physical fitness for job requirements before starting

Functional Abilities Forms — the most requested in Canada

The Functional Abilities Form, or FAF, is one of the most commonly requested standard medical forms in Canada. It is used across Ontario, BC, and Alberta as part of the workers' compensation return-to-work process.

The FAF documents what physical tasks an employee can and cannot perform during recovery — sitting, standing, lifting, walking, and other job-relevant activities. Employers use it to plan modified duties and determine when a full return to regular work is possible.

In Ontario, the WSIB Form 8 serves this function. In BC, WorkSafeBC uses its own Physician's Report. In Alberta, WCB Alberta uses the Attending Physician's Report. The specific form varies by province, but the purpose is the same.

Canada Medical Notes assists with standard medical forms including Functional Abilities Forms. You submit the form along with your request and the physician completes the required fields the same day.

Disability claim forms from Canadian insurers

Short-term and long-term disability claims through group benefits plans require physician statements from major Canadian insurers including Manulife, Sun Life, Canada Life, Desjardins, and Great-West Life.

These forms typically ask the physician to confirm:

• The date of the first medical consultation related to the condition

• The primary diagnosis and relevant ICD code

• Functional limitations that prevent the employee from working

• Expected recovery timeline and prognosis

• Any recommended treatment or restrictions

Disability forms require more clinical detail than a basic sick note and must be completed by a physician who has assessed the patient. For medical certificates and disability-related documentation, Canada Medical Notes can complete insurer-specific forms where the physician's assessment supports the information requested.

EI sickness benefits — the medical certificate requirement

To qualify for Employment Insurance sickness benefits through Service Canada, you need a medical certificate confirming you are unable to work due to illness, injury, or quarantine. The certificate must be signed by a licensed physician, nurse practitioner, or in some cases a registered nurse.

The EI medical certificate does not need to be on a specific form — a physician's letter on official letterhead that confirms the dates of incapacity and the physician's license number is generally accepted by Service Canada.

EI sickness benefits provide up to 15 weeks of income replacement at 55 percent of insurable earnings, to an annual maximum set by the federal government. As of 2024, the maximum weekly benefit was $668.

University and college medical documentation forms

Many Canadian universities have moved away from accepting general sick notes and now require their own specific forms completed by a physician. The University of Toronto's Verification of Student Illness or Injury form and McGill University's medical certificate form are two common examples.

These institutional forms typically ask the physician to confirm:

• That the student was assessed on a specific date

• That the condition affected their ability to complete academic work during a specified period

• The severity of the impact on their functioning

They do not require a diagnosis. Canada Medical Notes can complete university-specific forms. When submitting your request, attach the form and note which fields need to be completed by the physician.

How to get a standard medical form completed quickly

The main challenge with standard medical forms is that family doctors are not always available on short notice for paperwork purposes, and walk-in clinics may decline to complete complex forms they are unfamiliar with.

Canada Medical Notes handles standard medical form completion the same day. The process is straightforward:

• Submit your request and attach the form that needs to be completed

• Note which sections need physician input and any deadlines

• A licensed Canadian physician reviews the request and completes the relevant fields

• The completed form is returned to you by email the same day

If your situation does not fit a standard form and requires documentation tailored to your specific circumstances, Canada Medical Notes also provides custom medical documentation.

For more on the difference between standard forms, sick notes, and medical certificates, see our guide on medical certificates in Canada and when you need one.

Frequently asked questions

Can any physician complete a standard medical form in Canada?

Yes, in most cases. Standard forms issued by employers, insurers, and schools can be completed by any licensed physician. Some workers' compensation forms may require the physician who has been treating you for the relevant condition, but most general forms simply require a licensed physician's signature and license number.

How long does it take to get a standard form completed?

Through Canada Medical Notes, most standard forms are completed and returned the same day for requests submitted during business hours. Complex disability claim forms may take longer depending on the level of clinical detail required.

My insurer's form asks for a diagnosis. Do I have to provide it?

Insurance claim forms often do require a diagnosis because the insurer needs to assess whether the condition qualifies under the policy terms. This is different from employer-requested documentation, where your diagnosis is private. When completing insurer forms, the physician will include the relevant clinical information required by the form.

Can I get an EI medical certificate from Canada Medical Notes?

Yes. An EI sickness benefits medical certificate confirming your incapacity for work during a specific period can be prepared by a licensed Canadian physician through Canada Medical Notes and delivered to your inbox the same day.

What if my form has already been partially completed by my employer?

That is fine. Submit the partially completed form with your request and note which sections need physician input. The physician will complete the remaining fields and return the finished document to you.

Get your standard medical form completed today

Whether you need a WSIB Functional Abilities Form, a disability claim form from your insurer, a university medical certificate, or any other standard medical document completed by a licensed physician, Canada Medical Notes handles standard medical form completion the same day.