Sick Off Email Sample | Step-by-Step Guide to Drafting a Leave Request Email for Illness
When an employee falls ill and is unable to attend work, the HR department and managers need to be notified to manage their absence and plan for coverage. To facilitate this, employees typically send an email to their superiors and HR department to inform them of their illness and provide details about their expected return date. These emails, commonly known as “sick off” emails, play a crucial role in initiating the absence management process and ensuring seamless communication between employees and the organization.
Structure for Sick Off Email Sample
When you’re feeling under the weather, it’s important to take the time to recover. And while you might not be able to make it into work, you should still let your boss know that you’re not feeling well and won’t be able to make it in.
Here’s a sample email you can use to let your boss know you’re calling in sick:
Hello [Boss’s name],
I am writing to inform you that I will not be able to come to work today due to illness. I have been experiencing [symptoms] since yesterday, and I do not feel well enough to come into work.
I apologize for any inconvenience this may cause, and I will keep you updated on my condition.
Thank you for your understanding.
Sincerely,
[Your name]
Here are some tips for writing a sick off email:
- Be clear and concise.
- State the reason you’re calling in sick, but don’t go into too much detail.
- Apologize for any inconvenience your absence may cause.
- Let your boss know when you expect to be back at work.
- Proofread your email before sending it.
Here is a table summarizing the key elements of a sick off email:
| Element | What to include |
|---|---|
| Subject line | “Sick Off Today” or “Out Sick Today” |
| Body | A brief explanation of why you’re calling in sick, when you expect to be back at work, and an apology for any inconvenience your absence may cause. |
| Signature | Your name and contact information |
**Sick Day Email Templates That Communicate Effectively**
**Example 1: Concise and Professional**
Dear [Supervisor’s name],
I am writing to inform you that I will be unable to attend work today due to [brief illness description]. I apologize for any inconvenience this may cause.
I expect to return to work on [date]. I will keep you updated on my condition if necessary.
Thank you for your understanding.
Sincerely,
[Your name]
**Example 2: Providing a Medical Note**
Dear [Supervisor’s name],
I am emailing to notify you that I will be out sick from work today due to [illness description]. I have attached a medical note from my doctor for your reference.
I plan to return to work on [date]. I will update you if there are any changes to my expected return date.
Thank you for your support and understanding.
Sincerely,
[Your name]
**Example 3: Emphasizing Symptoms**
Dear [Supervisor’s name],
I am writing to inform you that I will be unable to attend work today due to [specific symptoms]. I have been experiencing [symptoms] throughout the night and do not feel well enough to work.
I apologize for any inconvenience this may cause. I will keep you updated on my condition and expect to return as soon as possible.
Thank you for your understanding.
Sincerely,
[Your name]
**Example 4: Requesting Time Off for Recovery**
Dear [Supervisor’s name],
I am writing to request a leave of absence from work for [number] days starting from today, [date]. I have been diagnosed with [illness description] and need time to rest and recover.
I have taken [number] sick days this year and expect to return to work on [date]. I will provide a doctor’s note upon my return.
I apologize for any inconvenience this may cause and appreciate your support during this time.
Sincerely,
[Your name]
**Example 5: Incomplete Medical Information**
Dear [Supervisor’s name],
I am writing to inform you that I am unable to attend work today due to [possible illness description]. I am awaiting a doctor’s appointment and will provide more information as soon as it is available.
I apologize for any inconvenience this may cause. I will keep you updated on my condition and expect to return to work as soon as possible.
Thank you for your understanding.
Sincerely,
[Your name]
**Example 6: Expressing Gratitude**
Dear [Supervisor’s name],
I am writing to inform you that I will be unable to attend work today due to [illness description]. I appreciate your understanding and support during this time.
I will keep you updated on my condition and expect to return to work on [date].
Thank you for your empathy and consideration.
Sincerely,
[Your name]
**Example 7: Apologizing for Last-Minute Notice**
Dear [Supervisor’s name],
I am emailing to apologize for the short notice and inform you that I will be unable to attend work today due to [illness description]. I woke up this morning feeling unwell and do not feel capable of performing my duties.
I understand this may be inconvenient and I apologize for any disruption this may cause to the team. I will keep you updated on my condition and expect to return to work as soon as possible.
Thank you for your understanding and support.
Sincerely,
[Your name]
When to Use a Sick Day Email Sample
In certain circumstances, it is appropriate and even preferable to write a sick day email to your employer. These include:
- When you are unable to work remotely: If your illness prevents you from working from home, you will need to email your supervisor to inform them of your absence.
- When you have a contagious illness: If you have a contagious illness, it is important to let your employer know so that they can take steps to prevent the spread of the illness to other employees.
- When you need to see a doctor: If you need to see a doctor for your illness, you will need to email your supervisor to request a doctor’s appointment.
How to Write a Sick Day Email Sample
When writing a sick day email, it is important to be clear and concise. You should include the following information:
- The date of your email: This will help your employer keep track of your absences.
- A brief explanation of why you are out: You do not need to provide a detailed medical diagnosis, but you should give your employer a general idea of what is wrong with you.
- The expected duration of your absence: If you know how long you will be out, be sure to include this information in your email.
- Your contact information: In case your employer needs to reach you, be sure to include your phone number and email address.
What to Avoid in a Sick Day Email Sample
When writing a sick day email, there are a few things you should avoid:
- Being vague: Do not simply say that you are "not feeling well." Be specific about your symptoms so that your employer can understand why you are unable to work.
- Complaining: Do not use your sick day email as an opportunity to complain about your job or your colleagues. Focus on providing your employer with the necessary information.
- Offering unsolicited medical advice: Do not give your employer unsolicited medical advice. If your employer needs medical advice, they will ask for it.
- Being unprofessional: Be sure to use professional language and tone in your email. Avoid using slang or offensive language.
Take care now, folks! Thanks for dropping by and giving me a read. If you ever find yourself in a sick-off email pickle again, don’t hesitate to swing back by and see if I’ve got any more tips up my sleeve. Take care, and stay healthy out there!