Work Release Note for Light Duty After an Injury: What It Says, Who Writes It, and How to Get One

What should a light-duty note actually say?

A well-written restrictions note is specific, not vague. It should include:

• Your name and date of injury or illness
• The date of the clinical evaluation
• A specific list of functional limits — maximum lifting weight, whether bending, twisting, or overhead reaching is restricted, whether prolonged sitting or standing is limited, whether you can drive
• How long each restriction applies
• A return-to-full-duty date if one can be estimated, or a next re-evaluation date
• The clinician's name, credentials, signature, phone number, and license number

OSHA defines restricted work as occurring when a physician or other licensed health care professional recommends that the employee not perform one or more routine job functions (those performed at least once per week) 1Ref 1Occupational Safety and Health Administration (2023).1904.7 General recording criteria — Restricted Work Activity.OSHA definition of restricted work: employer prevents employee from performing routine job functions (performed at least once/week) or from working a full shift, based on clinician recommendation; employer must record such cases on the OSHA 300 Log. A note that only says "patient may return to light duty" without specifics can create conflict at the workplace and may not satisfy OSHA recordkeeping standards. If you receive a vague note, ask the clinic to clarify the specific restrictions in writing.

Who writes the note, and when?

The clinician who evaluated and treated your injury is the right person — whether that was an urgent care provider, your primary-care physician, or a specialist such as an orthopedic surgeon. Emergency department providers can write an initial restrictions note at discharge, which your follow-up clinician then updates as recovery progresses.

For work-related injuries, workers' compensation cases follow their own process. The insurer may designate a specific treating provider, and that provider's documentation becomes part of the official claim. Do not skip scheduled appointments — gaps in documentation can complicate a workers' compensation claim.

For non-work-related injuries, your own primary-care provider writes the note. A telehealth follow-up visit may be sufficient to update restrictions if the clinician already has your injury documented.

What can my employer ask for?

Your employer has the right to ask for a note confirming your restrictions and their duration. They do not have the right to see your full medical records, your diagnosis, or your treatment plan — a restrictions note documents your functional limitations, not your private medical history. The ADA requires employers to keep medical records confidential in files separate from personnel records 2Ref 2U.S. Equal Employment Opportunity Commission (2023).Pre-Employment Inquiries and Medical Questions & Examinations.ADA requirement that employers keep medical records confidential in files separate from routine personnel records; employer cannot access full medical history from a clinician's note.

If your employer asks for more than a restrictions note provides, consult your HR department or a workers' compensation attorney. For FMLA (Family and Medical Leave Act) leave, a separate medical certification form is required in addition to a restrictions note 3Ref 3U.S. Department of Labor, Wage and Hour Division (2023).Family and Medical Leave Act: Frequently Asked Questions.FMLA medical certification is a separate form from a work restrictions note; clinician has 15 calendar days to complete it after the employee submits the request; employer must provide the form and notify employee of FMLA designation. The employer must provide the FMLA certification form and the clinician has 15 calendar days to complete it.

How do restrictions get updated as I recover?

A work restrictions note is not permanent. Follow-up visits let the clinician reassess your functional capacity and update the note — lifting limits may increase, restricted activities may be removed, and eventually a full-duty release may be issued. Keep your follow-up appointments even if you feel better. Returning to full duty without updated documentation can leave you unprotected if a re-injury occurs.

At each visit, ask: "Are my restrictions being updated today, and should I bring a new note to my employer?"

What to bring to the appointment

• A description of your specific job duties — the more specific, the more accurate the restrictions (for example, "I lift up to 50 lbs, stand for 8 hours, and drive a forklift")
• Any imaging results or specialist reports related to the injury
• Your employer's light-duty policy or any form they want the clinician to complete
• Prior work restrictions notes if this is a follow-up
• Workers' compensation claim number and insurer information if applicable