Sick Leave Email – So, you’re feeling unwell and need to call in sick at work? It’s important to follow your company’s policy when requesting sick leave. Usually, you need to do two things:
- Call your boss and inform them
- Draft and send a professional sick day leave email
Not sure how to write a sick leave email?
We’re here to help!
Knowing what information to include in the email can make it easier for you.
In this article, we’ll show you how to write a sick leave email and provide you with templates, samples, and examples to get you started.
What is a Sick Leave Email?
A sick day leave email is a formal message sent to your employer or supervisor to inform them that you are unable to come to work due to illness. It is also known as a “letter of medical leave.”
This email serves as an official record of your request for time off and helps your employer make necessary arrangements in your absence.
Why Is It Important to Write a Sick Day Leave Email?
Writing a sick day leave email is important for several reasons. Here are some of them:
- Inform Your Supervisor: It lets your boss know why you won’t be at work. This helps them understand your situation and adjust plans if needed.
- Document Your Absence: Provides an official record of your leave. This can be important for tracking your attendance and for any future references.
- Plan for Coverage: Writing a sick leave message helps your team arrange for your tasks to be covered.
- Follow Company Policy: Ensures you are following your workplace’s procedures for taking leave.
- Professionalism: When you write an email to boss for sick leave, it shows respect and responsibility towards your job.
What to Include in a Sick Day Leave Email?
When writing a sick leave mail for office, it’s essential to cover some important details. Here are the main points to include:
- Reason for Leave
Briefly explain that you are unwell and need to take leave. You don’t need to go into specific details about your illness, but a simple statement like, “I am feeling unwell and need to take some time off to recover” is sufficient.
- Duration of Leave
Specify the dates you will be absent or give an estimated duration in the letter for sickness leave. For example, “I expect to be away from work from July 5th to July 7th” or “I will be out of the office for the next three days.”
- Contact Information
Provide a way for your team to reach you if needed. This could be your phone number or email.
You might say, “If there are any urgent matters, I can be reached at [your phone number] or [your email address].”
- Medical Documentation
Mention if you have attached a doctor’s note in the email for medical leave if required.
For instance, “I have attached a doctor’s note for your reference,” or “If needed, I can provide a doctor’s note upon my return to work.” This shows you are taking your leave seriously and following company policies.
How to Write an Email for Medical Leave?
When writing a sick leave mail for office, it’s essential to cover some important details. Here are the main points to include:
- Reason for Leave
Briefly explain that you are unwell and need to take leave. You don’t need to go into specific details about your illness, but a simple statement like, “I am feeling unwell and need to take some time off to recover” is sufficient.
- Duration of Leave
Specify the dates you will be absent or give an estimated duration in the letter for sickness leave. For example, “I expect to be away from work from July 5th to July 7th” or “I will be out of the office for the next three days.”
- Contact Information
Provide a way for your team to reach you if needed. This could be your phone number or email.
You might say, “If there are any urgent matters, I can be reached at [your phone number] or [your email address].”
- Medical Documentation
Mention if you have attached a doctor’s note in the email for medical leave if required.
For instance, “I have attached a doctor’s note for your reference,” or “If needed, I can provide a doctor’s note upon my return to work.” This shows you are taking your leave seriously and following company policies.
How to Write an Email for Medical Leave?
Writing a sick day leave email is essential to inform your employer about your absence. If you are wondering how to write an email for medical leave, follow these steps:
- Use a Clear Subject Line
Start with a clear and direct subject line. This helps your supervisor understand the purpose of your email immediately.
A simple and straightforward subject line like “Sick Leave Request – [Your Name]” is effective.
- Greet Your Supervisor
Begin your email with a polite greeting. Address your supervisor or manager respectfully. Using their name and a polite salutation, such as “Dear Mr. Sharma,” sets a professional tone for your email.
- State the Reason for Your Leave
Briefly explain that you are unwell and need to take leave. A simple statement saying you are sick and need time to recover is sufficient. This lets your employer know why you won’t be at work.
- Specify the Duration of Your Leave
Mention the dates you will be absent or provide an estimated duration of your leave. Clearly state when you expect to return to work. This helps your employer plan for your absence and make necessary arrangements.
For example – “I expect to be away from work from July 5th to July 7th. If I need more time to recover, I will let you know.”
- Offer Contact Information
Provide a way for your team to reach you if needed. Share your phone number or email address in the sick leave message so they can contact you for any urgent matters. This shows that you are still responsible and available in case of emergencies.
- Mention Medical Documentation
If required by your company, mention that you have attached a doctor’s note or can provide one upon your return. This adds credibility to your letter for sickness leave and follows company policy. It shows that you are taking your leave seriously.
- Express Willingness to Help
Offer to assist with urgent matters remotely if possible. This demonstrates your commitment to your work and team, even when you are not physically present. It shows that you are willing to help out in any way you can.
For example:
“If there is anything urgent that needs my attention, please feel free to contact me, and I will do my best to assist remotely.”
- Thank and Close Politely
End your sick leave message by thanking your supervisor for understanding. A polite closing statement and a formal sign-off, such as “Sincerely,” followed by your name, ensures your email ends on a positive and professional note.
For example:
“Thank you for your understanding.
Sincerely,
Rajesh Kumar”
Tips to Write an Email for Medical Leave
Here are some additional tips to consider when writing an email for medical leave:
- Be Prompt
Send your sick leave email as soon as you realize you won’t be able to attend work. This gives your employer enough time to make arrangements.
- Use a Professional Tone
Maintain a respectful and professional tone throughout your email. This shows that you are serious about your responsibilities.
- Proofread Your Email
Before sending, check your sick day leave email for any spelling or grammatical errors. A well-written email reflects well on you.
- Follow Up
If your illness extends beyond the expected duration, send a follow-up email to update your supervisor on your situation and any changes to your return date.
- Set an Out-of-Office Reply
If your email system allows, set an out of office message for sick leave to inform anyone who emails you. Also, mention when you expect to return.
- Inform Key Colleagues
Besides your supervisor, let key colleagues know about your absence so they are aware and can cover for you if needed.
- Keep It Honest
Always be honest about your situation when writing a medical leave letter for office. Misleading your employer can lead to trust issues and other problems down the line.
When to Write a Sick Leave Email?
Knowing when to write a sick leave letter for office is crucial for maintaining professionalism. It’s important to inform your supervisor promptly when you are unable to work due to illness.
Here are some occasions when you should write a letter of medical leave:
- Feeling Unwell: When you are experiencing symptoms that prevent you from performing your job effectively.
- Doctor’s Orders: If a doctor advises you to take rest due to an illness or medical condition.
- Contagious Illness: When you have a contagious illness that could spread to your colleagues if you come to work.
- Medical Procedures: Before undergoing a scheduled medical procedure or surgery that requires time off for recovery.
- Recurring Health Issues: If you have a recurring health problem that occasionally flares up and requires you to take leave.
- Mental Health: When you need time off to address mental health concerns and to rest and recover.
Who Should You Send the Sick Leave Email To?
When sending a request for sick leave email, it’s important to address it to the appropriate person or people. Here are the key recipients you should send it to:
- Your Direct Supervisor
Your immediate supervisor or manager is usually the primary person to inform about your sick leave.
- Human Resources (HR) Department
If your company has an HR department, you should also send a copy of your email for medical leave to them.
- Team Members or Colleagues
Depending on your role and responsibilities, it might be helpful to inform key team members or colleagues who will be affected by your absence.
- Project Manager
If you are working on a specific project, it may be necessary to inform the project manager.
Sick Leave Email Format
When writing an email for medical leave, it’s important to follow a clear and structured format.
Here is a concise letter format for medical leave you can use:
- Header:
- Your Name
- Your Position
- Your Department
- Date
- Subject Line:
- A clear and direct subject line
- Example: “Request for Sick Leave Approval”
- Salutation:
- Polite greeting addressing your supervisor or manager
- Example: “Dear Mr. Mehra,”
- Introduction:
- Briefly state the purpose of the email
- Example: “I am writing to let you know that I am feeling under the weather and will need to take some time off for recovery.”
- Body:
- Reason for leave
- Brief explanation of your illness
- Example: “I have been experiencing severe flu symptoms.”
- Duration of leave
- Specify the dates you will be absent
- Example: “I will be absent from July 15th to July 17th.”
- Contact information
- Provide ways to reach you if necessary
- Example: “I can be reached at [your phone number] or [your email address] for any urgent matters.”
- Medical documentation
- Mention if a doctor’s note is attached or will be provided
- Example: “I have attached a doctor’s note for your reference.”
- Conclusion:
- Express willingness to assist if needed
- Example: “Please let me know if there is anything urgent that needs my attention.”
- Thank them for understanding
- Example: “Thank you for your understanding.”
- Closing:
- Polite sign-off
- Example: “Sincerely, Rohan Singh”
Also Read - Maternity Leave Application Letter for Office with Format & Samples (2024)
Sick Leave Email Template
Here’s an email template for sick leave that you can use as a guide.
Subject: Sick Leave Request
Dear [Supervisor’s Name],
I hope this message finds you well. I am writing to inform you that I am unwell and need to take sick leave.
I have been experiencing [briefly describe your illness or symptoms].
I will be absent from [start date] to [end date]. I will keep you updated if my situation changes.
If there are any urgent matters, please feel free to reach out to me at [your phone number] or [your email address].
I have attached a doctor’s note for your reference.
Thank you for your understanding.
Sincerely,
[Your Full Name]
[Your Position]
[Your Department]
Sick Leave Email Samples and Examples
Here are some samples and examples of sick leave request mails:
Example 1: Simple Sick Leave Email
Here’s a simple email application for leave due to illness. You can use this example to get started:
Subject: Sick Leave Request
Dear [Manager’s Name],
I hope this message finds you well. I am writing to inform you that I am unwell and unable to come to work today. I am experiencing fever and body aches, and my doctor has advised rest for the day. I will keep you updated on my health status and plan to return to work tomorrow, if possible.
Thank you for your understanding.
Best regards,
[Your Name]
Example 2: Leave Application for Wife’s Delivery
Here’s another example of sick leave email due to wife’s delivery:
Subject: Sick Leave Request for Wife’s Delivery
Dear [Manager’s Name],
I hope this message finds you well. I am writing to inform you that my wife is scheduled to deliver today, and I need to be with her during this critical time. As a result, I am requesting sick leave to support her and our family.
I anticipate being away from work for the next [number of days] to ensure her well-being and to manage family responsibilities during this period. I will keep you updated on any changes to my return date.
Thank you for your understanding and support during this time.
Best regards,
[Your Name]
Example 3: Leave Application for Wife Pregnancy Check Up
If you want leave for your wife’s pregnancy checkup, use this example:
Subject: Request for Sick Leave
Dear [Supervisor’s Name],
I trust you are doing well. I am writing to request sick leave to accompany my wife for her pregnancy check-up tomorrow. This appointment is important for her health and requires my presence. I plan to be away from work for the morning and will resume work after the appointment, unless advised otherwise by the doctor.
I appreciate your understanding and support in this matter.
Best regards,
[Your Name]
Example 4: Leave Application for Dengue
Here’s an email sample for sick leave due to dengue:
Subject: Sick Leave Application due to Dengue Fever
Dear [Manager’s Name],
I hope this email finds you well. I am writing to inform you that I have been diagnosed with dengue fever and need to take sick leave to recover. Dengue requires rest and medical treatment, and I have been advised by my doctor to take at least [number of days] off work.
I will keep you updated on my recovery progress and aim to return to work as soon as I am medically fit. Attached is my doctor’s certificate for your reference.
Thank you for your understanding and support.
Warm regards,
[Your Name]
Example 5: Emergency Sick Leave Email
This is an example of sick leave email to manager for emergency situations:
Subject: Emergency Sick Leave Request
Dear [Manager’s Name],
I hope you are doing well. I am writing to request emergency sick leave due to [briefly explain the emergency situation, e.g., sudden illness or accident]. The situation requires my immediate attention, and I am unable to perform my duties at work effectively at this time.
I will keep you informed about any changes and provide necessary updates as soon as possible. Your understanding in this matter is greatly appreciated.
Thank you.
Best regards,
[Your Name]
Example 6: Leave Letter for Fever to Office
This is how you should write a fever sick leave email to your manager:
Subject: Sick Leave Request due to Fever
Dear [Manager’s Name],
I trust you are well. I am writing to inform you that I am currently unwell with a high fever and will not be able to come to work today. I visited the doctor this morning, who advised rest and medication for the next [number of days].
I will keep you informed of my progress and expect to resume work as soon as I recover and am fit to do so. Please find attached a copy of my doctor’s prescription for your reference.
Thank you for your understanding and support during this time.
Warm regards,
[Your Name]
Example 7: One Day Sick Leave Email
This is how you should write an “I am not feeling well and taking off today email”:
Subject: Sick Leave Request for Today
Dear [Supervisor’s Name],
I hope this email finds you well. I am writing to inform you that I am not feeling well today due to a severe stomach ache. This discomfort is affecting my ability to focus and perform effectively at work.
I will complete any pending tasks before I leave and remain available via email if any urgent matters arise that require my attention. I plan to resume work tomorrow once I have recovered.
Thank you for your understanding and support.
Best regards,
[Your Name]
Example 8: Work from Home Request Mail Due to Health Issues
If you need work from home due to health issues, here’s a sample you can use:
Subject: Work from Home Request due to Health Reasons
Dear [Manager’s Name],
I hope this message finds you well. Due to severe neck pain, I am requesting permission to work from home today to facilitate my recovery and ensure that I can work comfortably.
I assure you of my commitment to completing all tasks and responsibilities from home. I will remain accessible via phone and email throughout the day to ensure that work progresses smoothly and any urgent matters are promptly addressed.
Thank you for considering my request.
Warm regards,
[Your Name]
You can use this example for writing neck pain sick leave email as well.
Also Read - 10 Benefits of Work from Home for Employers
Example 9: Period Pain Sick Leave Email Sample
Here’s how you should write a sick leave email to boss for period pain:
Subject: Sick Leave Request for Period Pain
Dear [Boss’s Name],
I trust you are well. I am writing to request sick leave due to a severe period pain that is affecting my ability to work effectively today. I have experienced these symptoms before and understand the importance of rest for recovery.
I will keep you informed of my condition and aim to return to work as soon as possible. Attached is a doctor’s note confirming my need for rest.
Thank you for your understanding and support.
Best regards,
[Your Name]
Example 10: Sick Leave Extension Mail to Manager
You can use this sample of email to manager for sick leave if you need leave extension:
Subject: Request for Extension of Sick Leave
Dear [Manager’s Name],
I hope this email finds you well. I am writing to request an extension of my sick leave. Unfortunately, I am still recovering from food poisoning and believe that I need three additional days to fully recuperate and return to work at my best.
To support this request, I am attaching my medical reports for your reference. I understand the inconvenience this may cause to the team and assure you that I am doing everything possible to recover swiftly. I can remain accessible via email during this period to assist with any urgent matters that may arise.
Thank you for your understanding and consideration.
Warm regards,
[Your Name]
You can use this sample for food poisoning sick leave email as well.
Example 11: Mental Health Sick Day Email
Here’s an example of simple sick leave mail to manager due to mental health issues:
Subject: Sick Leave Due to Mental Health
Dear [Manager’s Name],
I hope you are doing well. I am writing to inform you that I am experiencing some mental health issues that require me to take a sick day today. While I prefer not to go into details, I assure you that I am taking the necessary steps to address my health.
I will keep you informed of my progress and anticipate being back at work soon. Please let me know if there are urgent matters that require my attention in my absence.
Thank you for your understanding and support.
Best regards,
[Your Name]
Example 12: Half Day Sick Leave Email
This is how you should write “leaving early from work email due to sickness”:
Subject: Request for Half-Day Sick Leave
Dear [Supervisor’s Name],
I hope this message finds you well. Due to unforeseen health circumstances, I find it necessary to request half-day sick leave today. I am currently experiencing a severe headache and believe that resting for the remainder of the day will help me recover fully.
I will ensure that any pending tasks are completed before my departure and will coordinate with [colleague’s name] to handle any urgent matters in my absence.
Thank you for your understanding and support.
Warm regards,
[Your Name]
You can use this same to write a headache sick leave email as well.
Also Read - Work From Home Request Email with Sample
Wrapping Up
Whether it is your company’s policy to submit a sick leave email or not, it is best to send one to your manager. It helps you maintain effective communication and shows your commitment towards your work. If you don’t know how to write one, use the examples and samples from this article to get started.
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FAQs
- How should I ask for sick leave via email?
Simply write a polite email to your manager requesting sick leave and mention the reason and expected duration of leave as well.
- How do I write a family member sick leave email?
When a family member is ill, email your manager, stating the situation. Mention that you need time off to care for a family member who is unwell.
- What should I include in an allergy sick leave email?
Email your manager to explain that you are experiencing severe allergies, making it difficult to work effectively. Request sick leave for the day or days needed to recover fully.
- How should I request a sick leave extension via SMS?
Send a brief sick leave extension SMS to your manager requesting leaves for additional days.
Example- “Hi [Manager’s Name], need more time to recover. Requesting sick leave extension until [Date]. Thanks. [Your Name].”
- What should I include in an automatic replies for sick leave?
Set a sick leave autoreply stating that you are on a leave and will not be available until a certain date. Provide contact details for urgent issues.