You receive an email from an employee requesting a stress leave with a doctor’s note that says, “Employee will be absent for the next 8 weeks due to their mental health, effective immediately.” What do you do?
Many employers share the experience of employees taking leaves and providing little or no notice. On top of that, leave requests on the basis of mental health concerns such as stress or burnout are becoming exponentially common. Sun Life reported that mental health claims have disproportionately increased compared to other types, accounting for 40% of all long-term disability claims in 2024.
Employers must remember that employees are entitled to take certain leaves under employment standards legislation across Canada that have specific reporting requirements. As an employer, you have a duty to accommodate for most medical-related absences under provincial Human Rights legislation. Leaves on the basis of mental health issues such as stress or burnout are categorized as medical or sick leaves.
Steps to Take When an Employee Requests a Stress Leave
If you receive an employee’s request with a note from a qualified healthcare professional, such as a family doctor, here are the steps to take:
- Acknowledgement: Contact or meet with the employee and acknowledge that you received their note.
- Advise on the leave process: Let them know that you will require an updated medical note prior to the end of the leave period. This is to determine if you will need to accommodate their functional and/or cognitive related absence. For example, a gradual return with reduced hours, modified duties, etc.
- Short term disability benefits: If you have short-term disability benefits, complete all required paperwork and submit to your insurance provider.
- EI Benefits: If you don’t have short-term disability, then the employee can apply for sick benefits under the EI program through Service Canada.
- ROE: Complete a Record of Employment (ROE) indicating the illness or injury – the code on the ROE will be Code D: Illness or Injury.
Tips for Effective Stress Leave Management
Document Correspondence
Keep in touch with the employee throughout their leave to see how they are doing. It is critically important to document any and all correspondence you have with them. This includes any failed attempts to contact them if they do not respond. This important step ensures that employers do their due diligence and protects them should the leave become more complicated or escalate down the road.
Temporary Replacements
You may opt to hire a replacement for the role. However, the replacement should be hired under a temporary status until the employee comes back to work.
Mitigating Stress Leaves
Why is there such a strong increase in stress leaves? Based on recent studies, burnout seems to be a major contributing factor. A survey from Mental Health Research Canada (MHRC) reported that as of 2025, 39% of Canadian employees reported feeling burnt out, increasing from 35% in 2023. Other studies suggest the percentage could be even higher.
Reducing burnout is no easy task, but business owners can take steps to recognize stress in the workplace and support workers. For more information on understanding and supporting employee mental health, read our article on Mental Health Support in the Workplace.
Need assistance?
HR Performance & Results has the knowledge and expertise to advise on all types of leave requests and accommodations, including stress leaves. Contact us today for inquiries.