When you’re feeling under the weather and can’t make it to work, it’s essential to inform your employer promptly and professionally.
A well-written sick day email not only conveys your situation but also shows respect for your employer and colleagues.
In this guide, we’ll walk you through the process of crafting a polite and professional sick day email, with examples and templates to make it easy.
When should you send a sick leave email?
Timing is crucial when notifying your employer about a sick day. Ideally, you should send your email as early as possible, preferably before the start of the workday.
This gives your employer ample time to make any necessary adjustments, such as rearranging meetings or finding temporary coverage for your tasks. If you wake up feeling ill, it’s best to notify your employer immediately rather than waiting until the last minute.
How to Write a Sick Day Email?
Writing a sick day email requires clarity and brevity while maintaining a professional tone. Here’s a step-by-step guide:
1. Subject Line:
Start with a clear and concise subject line. For example, “Sick Day: [Your Name]” or “Out Sick: [Your Name].”
2. Greeting:
Address your email to your supervisor or manager. A simple “Dear [Manager’s Name]” or “Hi [Manager’s Name]” is appropriate.
3. State the Reason:
Briefly explain that you’re not feeling well and need to take the day off. Avoid going into too much detail about your illness, but provide enough information to explain your absence.
4. Mention the Duration:
If you expect to be out for more than one day, mention this in your email. For example, “I will rest today and hope to return to work tomorrow, but I will keep you updated.”
5. Offer Availability (If Possible):
If you’re able, offer to be available remotely for urgent matters. However, if you’re too ill, it’s perfectly fine to prioritize your recovery.
6. Express Consideration:
Acknowledge the inconvenience your absence may cause and thank them for their understanding.
7. Sign Off:
End your email with a polite closing, such as “Best regards,” “Sincerely,” or “Thank you,” followed by your name.
Sick leave email example
This is how your out-sick email should look like:
Subject: Sick Day: Jane Doe
Hi Mr. Thompson,
I'm writing to inform you that I'm feeling unwell today and won't be able to come to work. I started experiencing flu-like symptoms last night, including a high fever and severe fatigue. I believe it's best for me to rest at home and avoid spreading any potential illness to my colleagues.
I'm hoping to recover quickly and plan to return to work tomorrow, but I'll keep you updated on my condition. If there's anything urgent that needs my attention, please feel free to reach out via email or phone, and I'll do my best to respond as soon as I can.
Thank you for your understanding.
Best regards,
Jane Doe
5 Sick Leave Template Emails
Template 1: General Sick Day
Subject: Sick Leave Request
Hi [Manager's Name],
I'm not feeling well and need to take today off to recover. I'll keep you updated on my condition and return to work as soon as possible.
Thank you,
[Your Name]
Template 2: Extended Sick Leave
Subject: Extended Sick Leave Request
Dear [Manager's Name],
I've been feeling unwell and, following a doctor's advice, will need to take a few days off. I'll be out from [start date] to [expected return date]. I'll keep you posted on my progress.
Best,
[Your Name]
Template 3: Contagious Illness
Subject: Out Sick – Contagious Illness
Hello [Manager's Name],
I've been diagnosed with a contagious illness and, for the safety of the team, will stay home until I recover. I'll keep you updated on when it's safe for me to return to work.
Sincerely,
[Your Name]
Template 4: Urgent Sick Leave
Subject: Urgent Sick Leave
Hi [Manager's Name],
I'm experiencing sudden illness symptoms and need to take the day off. I'll update you later in the day regarding my ability to work tomorrow.
Thanks for your understanding,
[Your Name]
Template 5: Sick Leave with Remote Availability
Subject: Sick Day: [Your Name]
Hi [Manager's Name],
I'm feeling unwell today and will need to stay home. However, I'll be available via email for urgent matters and will monitor my messages as best as I can.
Thank you,
[Your Name]
Sick leave email FAQs
Should I provide details about my illness in the email?
No, you don’t need to go into specifics about your illness. A brief mention that you’re unwell is sufficient.
How early should I notify my employer about my sick leave?
As soon as possible, ideally before the start of your workday.
Can I offer to work from home if I’m sick?
If you’re able to, you can offer to work remotely. However, if you’re too ill, prioritize your health.
Is it okay to take a sick day for mental health reasons?
Absolutely. Mental health is just as important as physical health. You can simply state that you’re unwell.
What if I’m still sick after my expected return date?
Inform your employer as soon as you know you’ll need more time off and provide an updated expected return date.
Conclusion
Taking time off when you’re sick is crucial for recovery and preventing the spreading of illness in the workplace. By sending a professional and clear sick day email, you ensure your absence is understood and respected by your employer.
Use these tips and templates to communicate effectively and maintain a positive professional relationship, even when you’re not feeling your best. Remember, your health comes first, and it’s okay to take the time you need to recover.
Manisha is a digital writer providing guidance in career development and growth. She facilitates skill development and implementation of the right strategies for advancement. At Jobera, She documents content around the latest market trend analysis, insights, and career planning.