How to Write a School Absence Letter for Sickness: Formats and Samples

Your first job when your kid gets a cough, fever, or has a sore stomach in the morning is to help them feel better, but the next thing that comes to mind is letting the school know they won’t be in today.

This task has a particular format. It is not just a school requirement, but sending your child’s absence notification in the proper way makes the school record system accurate, demonstrates your child’s safety, and is often required to make the absence counted as excused.

This article will help make this task into simple steps and templates to make everything easy to accomplish.

Why a Formal Absence Letter Matters

The system before school closures is for parents to phone in and notify the school and then send an absence letter.

Surely that can be the end of it, but many schools have required letters of absence.
Here are some justifications for that.

Official Record: It serves as a permanent document for the school’s files, explaining the gap in attendance.
Excused Absence: Most school districts have policies that require a written note from a parent or doctor to excuse an absence due to illness.
Teacher Awareness: It informs your child’s teacher why they were absent and helps them get ready to provide the work they missed.
Safety: It assures that the child was under your supervision and not absent for an unknown reason.

Key Information to Include in Your School Absence Letter for Sickness

A good absence letter is concise, polite, and informative. Aim to include these essential details:

Student’s Full Name: And their grade/teacher, if you know it.
Date(s) of Absence: Be specific. “October 26, 2023” or “October 26-28, 2023.”
Reason for Absence: Clearly state that the absence was due to illness. You do not need to disclose detailed medical information. “Due to illness” or “suffering from a fever” is perfectly sufficient.
Your Relationship: Sign the note as the parent or guardian.
Date You Are Writing the Note
Your Contact Information: In case the school needs to follow up.

Sample Letter of Absence from School Due to Sickness

Using a template can make the process much easier. Below are two examples you can adapt.

Example 1: Single-Day Absence

[Your Full Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Principal’s Name]
[School Name]
[School Address]

Subject: Absence of Maya Jones

Dear [Mr./Ms./Mx. Principal’s Last Name],

Please accept this letter as formal notification that my daughter, Maya Jones, was absent from school on Monday, November 24, 2025. Maya is in the 5th grade in Ms. Davis’s class.

Her absence was due to illness. She has now recovered and is ready to resume her classes.

Please let us know of any missed assignments or work that she needs to complete.

Thank you for your understanding.

Sincerely,

[Your Signature]

[Your Typed Name]

Example 2: Multi-Day Absence

[Your Full Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

Attendance Office
[School Name]
[School Address]

Subject: Letter of Absence for David Smith

To Whom It May Concern:

This letter is to inform you that my son, David Smith, who is in the 10th grade, was absent from school from Wednesday, November 19, through Friday, November 21, 2025.

David was at home with the flu and under our care. We anticipate he will be well enough to return to school on Monday, November 24, 2025.

We will ensure he connects with his teachers to catch up on any missed work.

Thank you.

Regards,

[Your Signature]

[Your Typed Name]

Example 3: Simple & Straightforward (For 1-2 Days)

This is perfect for a short-term illness like a cold or stomach bug.

Subject (for Email): Absence Notification for [Student’s Name]

Dear [Teacher’s Name / School Office],

Please be advised that my child, [Student’s Full Name], in Grade [X], was unable to attend school on [Date(s) of Absence] due to illness.

We appreciate your understanding and will ensure they complete any missed work.

Sincerely,
[Your Name]
[Your Relationship, e.g., Parent/Guardian]
[Your Phone Number or Email]

Example 4: Slightly More Detailed (For Multiple Days)

Use this if your child has been sick for a longer period or if you want to provide a bit more context.

Subject (for Email): Multi-Day Absence for [Student’s Name]

Dear [Teacher’s Name / Principal’s Name],

This letter is to inform you that my son/daughter, [Student’s Full Name], in [Teacher’s Name]’s [Grade] grade class, was absent from school from [Start Date] to [End Date] due to a prolonged illness.

He/She is now recovering and is expected to return to school on [Date of Return]. We kindly request that you provide us with any assignments or homework that needs to be completed so they can catch up.

Thank you for your assistance.

Best regards,
[Your Name]
[Your Relationship]
[Your Phone Number]

Submitting the Letter

How you submit the letter depends on your school’s preference. Common methods include:

Sending it with your child: The most traditional method is to have your child deliver the signed, physical letter to the school office or their teacher upon their return.
Emailing it: Many schools now accept absence notifications via email. You can type the letter in the body of an email or attach it as a PDF. Check the school website for the correct email address.
Using a parent portal: Some school districts have an online portal where parents can log in to report an absence directly.

Email vs. Handwritten Note: Which is Better?

Email: Probably the fastest option, and you get a time-stamped record of sending the note. Confirm your school’s preferred method. Many schools use emails dedicated to absence notifications.

Written Note: Bring a written note to the office upon your child’s return. This is a classic method, and schools still accept it.

Tips For Parents

Timeliness: Send the note as early as possible, best on the first day the child is absent, or as soon as the child returns to school.
Be Truthful: State the reason for your child’s absence.
School Policy: There are schools that have specific formats for notifying an absence and some have online portals where you can submit the notification. Checking the school’s site or hand book is often worth the time.
Doctor note: If the absence will be for a longer period of time, typically more than 3-5 consecutive days, a note from a doctor or other health care provider will most likely be requested.

Being sick is always a difficult situation to navigate. Having an effective, flexible template ready to use for school absences helps you spend less time on paperwork and get back to the important stuff – helping your child feel better.