Notifying your employer that you are sick and unable to attend work is a common courtesy. A sick leave e-mail is never a waste of time, and it is a sign of respect for the employer. It allows your employer to refocus their efforts or redistribute their workload.
Every employee should learn the proper way to compose a sick leave e-mail, whether it’s for sick leave, a medical emergency, an unexpected medical procedure, or a scheduled surgery.
This article is a complete guide that will assist you to complete an absence letter on how to report sick leave to your boss; it includes explanations, useful tips, and even e-mail templates.
Informing Your Boss about Sick Leave
When you are sick or tired, the last thing you want to think about is writing out an absence letter, and you may feel that a text or a phone call is all you need to inform your employer about your absence. Although it is common to communicate informally, it is important to also have a record that affirms your absence.
It will benefit you and your employer to have a record of your absence so that there are no misunderstandings about your absence.
Firstly, it helps document for HR/Payroll. companies often request formal documentation for payroll, especially for paid sick leave.
Must include Sick Email Elements
Before you remember the things you need for your sick email, make sure you have the following things for your sick email.
– Subject Line
Make it clear what your sick email is about. Things like, “Sick Day Notification – Your Name” help to clarify subject matter, especially if the boss is busy.
– A Clear Message
Don’t beat around the bush. Start the email off by clearly indicating that you’re sick and will be away from the office.
– Dates for your Absences
Be clear if this is a one day absence or multiple days absence.
– Work Status
You may want or may not want to include information about your work status. If you are leaving your office email on for people to email you with questions, it may be good to communicate that out. If you work on something that needs to be done in your absence, it may be good to provide a name to your sick email who people can reach out to about the tasks during your absence.
– Doctor’s Note (If you’re going to be out for an extended period of time)
If this is going to be a long absence, you may want to outline up front that you’re able to provide a doctor’s note.
– Your email closing
Make it a professional email by signing off with something like, “Thank you for your understanding.”
- Best method: Ideally, send the notification right before the scheduled start of the work day.
Key Elements to Include
To make sure your absence letter for illness is complete, double-check that it contains:
- Subject Line: Clear and concise (e.g., “Sick Leave – [Your Name]”).
- Salutation: Professional greeting to your manager.
- The Reason: Brief mention of illness (no graphic details).
- Duration: Dates of absence.
- Availability: How reachable you are.
- Next Steps: Any coverage plans or pending items.
Sample Formats for a Sick Leave Letter
Here are three templates you can adapt based on your specific situation.
Sample 1: The Standard Email (Short-Term Illness)
This format works best for common illnesses like a cold, flu, or migraine where you expect to be out for one or two days.
Subject: Sick Leave – [Your Name] – [Date]
Dear [Manager’s Name],
Please accept this note as notification that I am unable to work today, [Date], due to illness. I am experiencing symptoms that will prevent me from performing my duties effectively.
I plan to return to work on [Expected Return Date]. In the meantime, I will be checking my email periodically for urgent matters, though my response time may be slower than usual.
I have updated my calendar and set an out-of-office reply. If anything urgent arises regarding the [Project Name], [Colleague’s Name] has access to the necessary files.
Thank you for understanding.
Best regards,
[Your Name]
Sample 2: The “Completely Offline” Format
Use this sick leave letter template when you are incapacitated and cannot check messages at all. It sets a firm boundary so you can rest.
Subject: Absence from Work Due to Illness – [Your Name]
Hi [Manager’s Name],
I am writing to let you know that I am unwell and will not be able to come into work today, [Date].
Due to the nature of my illness, I will be completely away from my computer and unable to check emails or Slack messages until I recover. I anticipate being back in the office by [Date/Day], but I will keep you updated if that changes.
For any immediate needs regarding [Current Task], please refer to [Colleague’s Name], who has been briefed on the status.
Sincerely,
[Your Name]
Sample 3: The Formal Letter (Extended Absence/Surgery)
If you know you will be out for a longer period due to a scheduled procedure or a more serious condition, a formal work absence due to illness letter is often required for HR files.
Subject: Formal Notification of Medical Leave – [Your Name]
Dear [Manager’s Name],
As we discussed previously, I am writing to formally confirm my absence from work for medical reasons. My leave will begin on [Start Date] and I expect to return on [End Date].
During this period, I will have limited access to email. I have prepared a handover document for the team, which is saved in the shared folder under [Folder Name/Link]. [Colleague’s Name] has agreed to handle my direct reports and client inquiries during my absence.
I will provide a doctor’s certificate to HR as required by company policy. If there are any changes to my recovery timeline, I will inform you as soon as possible.
Thank you for your support during this time.
Best regards,
[Your Name]
[Your Job Title]
Best Practices for Calling in Sick
- Don’t Overshare: You don’t owe anybody a detailed explanation of your sick leave. Saying “I’m sick” or “I have a medical appointment” is enough.
- Set an Out of Office Message: You would want to send an email to your team to let them know that you are on sick leave. You want to set an auto-response that lets them know who to contact for urgent matters.
- Know Your Company Policy: Every company has a different sick leave policy. Make sure you know what your policy is and understand if and when a doctor’s note is required or what the process is for taking formal medical leave, as this is often covered by the Family Medical Leave Act (FMLA) law.
- Disconnect to Recover: If you are truly sick, don’t log in to your work email or do any work at all. Use the sick leave day you are taking to recharge and recover so that you can come back to work and be productive.
- Follow Up Upon Return: Once you’re back to work, touch base with your team and manager to see if there is anything that you need to do to catch up and to help you get back into the groove of things.
Using these tips will help you draft your sick leave in a professional manner. You will be able to take the time you need to recharge, and you will be able to leave your coworkers and employer with your respect and trust.
Moving Forward – How to Write a Professional Sick Day Email (With Samples)
When you’re sick, it’s not really fun to draft a letter. For this reason, we suggest saving our templates in your email drafts folder so that when it’s time to fill in the blanks and hit ‘send,’ you are able to focus your mental energy on what is most important: getting better.
Please check your employee handbook for specific company policies regarding sick leave evidence, such as when a doctor’s note is strictly required. Rest up and get well soon
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