Taking sick leave is an important part of maintaining your health and well-being. However, communicating this to your employer can sometimes be a bit daunting. Crafting a clear and professional sick leave email is essential to ensure that your absence is understood and managed smoothly. In this guide, we’ll walk you through how to write an effective sick leave email, ensuring that you convey the necessary information while maintaining professionalism.
How to Write a Sick Leave Email
- Subject Line:
Use a clear subject line that states the purpose of your email. For example, “Sick Leave Request” or “Request for Sick Leave”. - Greeting:
Start with a polite greeting. If you have a close relationship with your supervisor, a simple “Hi [Name]” is appropriate. Otherwise, use “Dear [Name]”. - State Your Request:
Begin your email by clearly stating that you are requesting sick leave. You can mention the specific dates you expect to be absent, if known. For example:
“I am writing to inform you that I am feeling unwell and will need to take sick leave from [start date] to [end date].” - Provide Brief Details:
While you don’t need to go into great detail about your illness, you can provide a brief explanation if you feel comfortable. For instance:
“I have been experiencing [symptoms] and believe it is best for my recovery and the wellbeing of the team that I take some time off.” - Offer to Assist:
If possible, mention your willingness to assist with any urgent matters before your leave or provide a point of contact in your absence. For example:
“I will ensure that all my current tasks are up to date before my leave, and [Colleague’s Name] has kindly offered to cover for me during this time.” - Closing:
Close your email with a polite sign-off, expressing gratitude for their understanding. For example:
“Thank you for your understanding. I appreciate your support and look forward to returning to work soon.” - Signature:
End with your name and any relevant contact information.
Sick Leave Email Template
Subject: Sick Leave Request
Dear [Manager’s Name],
I am writing to inform you that I am feeling unwell and will need to take sick leave from [start date] to [end date]. I have been experiencing [brief symptoms] and believe it is best for my recovery and the wellbeing of the team that I take some time off.
I will ensure that all my current tasks are up to date before my leave, and [Colleague’s Name] has kindly offered to cover for me during this time.
Thank you for your understanding. I appreciate your support and look forward to returning to work soon.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
Sick Leave Email Templates
Here are sick leave email examples that you can use as templates or inspiration for your own communication:
Example 1: Short Sick Leave
Subject: Sick Leave Request
Dear [Manager’s Name],
I hope this message finds you well. I am writing to inform you that I am feeling unwell and will not be able to come to work today. I anticipate returning by [expected return date].
Thank you for your understanding.
Best regards,
[Your Name]
[Your Job Title]
Example 2: Extended Sick Leave
Subject: Request for Sick Leave
Dear [Manager’s Name],
I am reaching out to formally request sick leave from [start date] to [end date] due to a medical condition that requires my attention. I will ensure that all my responsibilities are managed before my leave, and I have briefed [Colleague’s Name] to cover any urgent matters in my absence.
I appreciate your understanding and support during this time.
Sincerely,
[Your Name]
[Your Job Title]
[Your Contact Information]
Example 3: Sick Leave with Doctor’s Appointment
Subject: Sick Leave Notification
Dear [Manager’s Name],
I hope you are doing well. I wanted to let you know that I am feeling unwell and have scheduled a doctor’s appointment for [date]. As a result, I will need to take sick leave on [specific date(s)].
I will keep you updated on my condition and plan to return as soon as I am able. Thank you for your understanding.
Warm regards,
[Your Name]
[Your Job Title]
Example 4: Sick Leave for Mental Health
Subject: Sick Leave Request
Dear [Manager’s Name],
I am writing to inform you that I need to take a sick leave starting from [start date] due to mental health reasons. I believe that taking this time off will help me return to work more focused and productive.
I will ensure that my ongoing projects are in order before my leave, and I am happy to assist with any transitions needed.
Thank you for your understanding and support.
Best,
[Your Name]
[Your Job Title]
[Your Contact Information]
Example 5: Sick Leave Follow-Up
Subject: Sick Leave Follow-Up
Dear [Manager’s Name],
I hope this email finds you well. I wanted to follow up regarding my sick leave. I am currently recovering and expect to return to work on [expected return date].
I appreciate your understanding during this time, and I am eager to get back to my responsibilities. Please let me know if there’s anything urgent that needs my attention in the meantime.
Thank you once again for your support.
Best regards,
[Your Name]
[Your Job Title]
[Your Contact Information]
Sick Leave Email Example Templates
Additional Sick Leave Email Templates
1. Simple Sick Leave Email (1-Day Leave)
Subject: Sick Leave for [Your Name] – [Date]
Dear [Manager’s Name],
I’m feeling unwell today and will not be able to attend work on [insert date]. I plan to rest and recover and will keep you updated if my condition changes.
Please let me know if you need anything from my side during my absence.
Best regards,
[Your Name]
2. Sick Leave for Multiple Days
Subject: Sick Leave Notification – [Your Name]
Hi [Manager’s Name],
I wanted to inform you that I’m feeling unwell and will need to take sick leave from [start date] to [end date], as advised by my doctor. I’ve notified [colleague’s name] about urgent matters in my absence.
Please let me know if any documentation is needed.
Thank you,
[Your Name]
3. Sick Leave with Doctor’s Note
Subject: Sick Leave with Medical Certificate – [Your Name]
Dear [Manager’s Name],
I am writing to formally request sick leave from [start date] to [end date] due to a medical condition. I have attached a medical certificate as per company policy.
Please let me know if you require any further details.
Sincerely,
[Your Name]
[Attach: Doctor’s Note or Certificate]
4. Half-Day Sick Leave
Subject: Request for Half-Day Sick Leave – [Your Name]
Dear [Manager’s Name],
I’m not feeling well and would like to take a half-day sick leave today, [date], starting from [time]. I’ve ensured that my immediate tasks are covered or handed off.
Thank you for your understanding.
Best,
[Your Name]
5. Sick Leave on Short Notice
Subject: Sick Leave – Urgent
Hi [Manager’s Name],
I’m suddenly feeling unwell and won’t be able to work today. I’ll keep you updated and check in if I feel better later.
Apologies for the short notice, and thank you for your understanding.
Regards,
[Your Name]
6. Formal Sick Leave Email (Longer-Term Leave)
Subject: Request for Sick Leave from [Start Date] to [End Date]
Dear [Manager’s Name],
I hope this message finds you well. I am writing to formally request sick leave from [start date] through [end date] due to health reasons. My physician has advised rest and treatment during this period.
I will ensure that all urgent tasks are delegated and will be available by email for critical matters, if necessary. A medical certificate can be provided upon request.
Thank you for your understanding and support.
Sincerely,
[Your Name]
7. Sick Leave Email for Remote Workers
Subject: Working Remotely Due to Illness – [Your Name]
Hi [Manager’s Name],
I wanted to let you know I’m not feeling well today. I’ll be working from home at reduced capacity to rest while staying on top of urgent tasks.
If I notice my condition worsening, I’ll update you and take full sick leave as needed.
Thanks for your flexibility,
[Your Name]
8. Email from a Team Lead or Manager Taking Sick Leave
Subject: Out Sick – [Your Name]
Dear Team,
I’m feeling under the weather and will be taking a sick day today, [date]. Please continue with your usual tasks, and feel free to reach out to [backup colleague’s name] if anything urgent arises.
I’ll check emails periodically but may have slower response times.
Thanks,
[Your Name]
9. Follow-Up Email After Returning from Sick Leave
Subject: Back at Work – [Your Name]
Dear [Manager’s Name],
I’m feeling better and have returned to work today. Thank you for your support during my time off.
Please let me know if there’s anything urgent I should catch up on or prioritize.
Best regards,
[Your Name]
10. Sick Leave Email for Child or Family Illness
Subject: Emergency Leave Request – Family Illness
Hi [Manager’s Name],
I need to request sick leave today as I’m caring for my [child/spouse/family member], who is unwell. I’ll keep you informed if I need to extend the leave.
Thank you for your understanding.
Best,
[Your Name]
Templates for sick leave messages via SMS or Slack
Here are short, clear, and professional messages; great for quick updates or when you can’t send a full email.
1. Basic Sick Day
Hi [Manager’s Name], I’m not feeling well today and will be taking a sick day. I’ll check in tomorrow if I’m feeling better. Thanks for understanding.
2. Half-Day Sick Leave
Just a heads-up — I’m not feeling great and will be logging off after [time] today. Let me know if anything urgent comes up.
3. Multi-Day Sick Leave
Hi [Manager’s Name], I’ve seen a doctor and will be out sick from [start date] to [end date]. I’ll keep you posted if anything changes.
4. Last-Minute Sick Notice
Woke up sick and won’t be able to work today. Sorry for the short notice — I’ll follow up once I’m better.
5. Working Lightly from Home
Feeling under the weather but will be online at reduced capacity today. Ping me only for urgent issues please.
6. Family/Child Illness
Hi, I need to stay home today — my [child/spouse] is unwell. I’ll update you if I need more time off.
7. Returning to Work
Back online today — feeling much better. Let me know what needs my attention first!
Here are clear, professional sick leave messages you can send to your team on platforms like Slack, Teams, or email. These messages help set expectations without over-explaining.
Sick Leave Messages Addressed to Your Team
1. Simple Sick Day Message
Hi team,
I’m feeling unwell today and will be taking a sick day to rest. Please continue with your usual tasks, and feel free to reach out to [backup person] if anything urgent comes up.
Thanks for your understanding.
2. Short Sick Leave – Slack or Teams
Not feeling well today — I’ll be offline. Please tag [@backup] for anything time-sensitive.
3. Multi-Day Sick Leave
Hi team,
I’ll be out sick from [start date] to [end date]. Please direct any urgent matters to [@colleague]. I’ll catch up on messages when I’m back. Appreciate your support!
4. Sick Leave with Reduced Availability
Hey everyone,
I’m under the weather but will be online in a limited capacity today. Prioritizing critical tasks only — thanks for your patience!
5. Unexpected Sick Leave – Morning Message
Morning all — woke up sick and won’t be online today. I’ll check messages tomorrow if I’m feeling better. Let [@colleague] know if anything is urgent.
6. Returning to Work
Hi team,
I’m back online today and feeling better. Catching up on messages — let me know if anything needs urgent attention.
7. Sick Leave (Child or Family Illness)
Hi team,
I’ll be offline today — my [child/spouse/family member] is unwell and needs care. Let me know if something urgent comes up.
FAQs
1. Do I need to provide a doctor’s note?
- This depends on your company’s policy. Some employers require a doctor’s note for extended sick leave, while others do not. Check your employee handbook or consult HR for guidance.
2. How much notice should I give before taking sick leave?
- Ideally, you should notify your employer as soon as you realize you need to take sick leave. If possible, try to inform them at least a day in advance.
3. Can I use sick leave for mental health days?
- Yes, many companies allow sick leave to be used for mental health days. Be sure to check your company’s policy regarding this.
4. What if I don’t know how long I’ll be sick?
- If you’re unsure about how long you’ll be absent, communicate this in your email and let your employer know that you will keep them updated as your situation evolves.
5. Should I follow up after my sick leave?
- Yes, it’s a good idea to follow up with your employer upon your return to work, thanking them for their understanding and updating them on your health status.
Sick Leave Email Example Templates | Writing a sick leave email doesn’t have to be stressful. By following these steps, you can communicate your need for time off clearly and professionally. Remember, taking care of your health is important, and your employer will likely appreciate your proactive communication. If you have any further questions about writing sick leave emails or need assistance, feel free to reach out.
