How To Write An Email For Sick Leave

The thought of having to write a sick day email to your supervisor can seem very intimidating.

Noticing the time is quickly approaching to prepare for work, you dread the prospect of having to inform your colleagues of your needed absence from work.

However, not properly communicating with your boss in an email could risk your career.

Read on to learn how to write an email for sick leave so you can recover while maintaining an excellent relationship with your employer. 

How To Write An Email For Sick Leave Template

Writing a sick leave email to your employer sends a strong message:

Your supervisor will see that you’re willing to be a team player by not abandoning your coworkers with extra hard work to complete current projects when you took uninformed and unplanned leave.

What To Do Before You Send A Sick Leave Email

The first thing to do is make sure that you understand and comply with your company’s requirements for requesting sick leave or personal time off.

As an employee, it is your responsibility to properly notify your employer of your need to take off work when you’re not feeling well and need to rest and get better.

Review The Company Sick Leave Policy

Review the company policy for details such as.

• How to request sick leave.
• How much notice you are required to give.
• Required documentation.
• How much sick leave you have available.

This information will help you write your email and show your boss that you are informed while saving them time. 

Ask A Colleague To Cover Your Work

You will need to ask a colleague to cover important meetings or projects you need to complete during the week. Try to wrap up as many of your projects as possible, and where you cannot do that, make sure you secure coverage.

Set up an out-of-office email.

Make sure that you set up an out of office email to internal and external people, stating that you will be out. You don’t need to include details without being sick here. State that you will be out until X date and that you will respond to emails as soon as possible on your return.

You should also include a contact person at work for people to reach out to if they need anything urgently.

What To Include In A Sick Leave Email

A sick leave email should include:

1. The reason for your absence. 
2. Length of time you expect to be out.
3. Communication and remote-work arrangements.
4. Required documentation.
5. A plan to cover your work.

Read on for specific details about these sections.

Describe The Reason For Your Absence.

First, you should describe the reason for your absence, but don’t be overly detailed here.

Provide enough information, so your employer understands the situation without going into the gory details.

Here’s an example:

Dear [Supervisor Name],

I’m writing to let you know that I won’t be able to make it into work today because I am sick with the flu. Please accept my apologies for any inconvenience this may cause.

State How Long You Expect To Be Out

In the section, give your boss a good idea of how long you expect to be out. The length of your absence will largely depend on the illness that you are suffering. In most cases, it’s appropriate to state a day or two if you are suffering from the flu or a cold.

If you have a more severe illness, you may need to describe the more extended time away, and you may also need a doctor’s note.

Here’s how you might phrase this section for a short illness.

I hope to return to work tomorrow, if possible. I will let you know by tomorrow morning whether or not I can make it into work.

For a longer illness, you might adjust the wording.

Based on my doctor’s guidance, I will need to recover at home for three days. My plan is to return to work on Thursday.

Describe Communication Methods and Remote Work Arrangements

It will be helpful to explain here if you can communicate with your employer or conduct work from home.

Working remotely may be an option if you are well enough to avoid taking sick leave.

By outlining communication options, you can help your employer prepare for questions that would typically come to you.

Here’s an example:

While I will be unable to come in or take calls during the recovery, I should be able to respond to urgent emails.  

Provide Required Documentation

Next, you should provide any needed documentation and take action steps required for calling out sick by your company. Let your boss know that you took the needed steps in the email.

For example, you may need to request leave in an online portal, or send documentation to the human resources department.

I am attaching a doctor’s note which outlines the recovery period, and I have requested sick leave through the company portal. Please let me know if there are any additional steps that you need me to take.

Outline a Plan To Cover Your Work

You should also outline a plan to cover your work. You can ask your colleagues to cover for you if you have specific projects that you need to complete or deadlines you need to meet.

If you have already wrapped up everything you need to do, inform your boss so they know nothing is outstanding.

Here’s an example of how to inform your boss of your work coverage plan.

I’ve wrapped up most of my projects over the next few days, and [colleague name] has agreed to cover my meetings during my leave. I will send a separate email to [colleague name] with you on copy, confirming coverage of my meetings.

Close With A Thank You

Finally, you’ll want to close your email with gratitude. You can keep this part simple by saying thank you, looking towards the future. For example:

Thank you for your understanding. I look forward to getting back to work as soon I can once I have recovered. Please let me know if you need any additional information.

Regards,

[Your Name]

Now you have a template and learned how to write an email for sick leave! Hopefully, this template will take something off of your plate so you can focus on getting well. Good luck and feel better soon!