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How to Write a Sick Day Email (with Examples)

To write a sick day email to your boss isn’t the most enjoyable feeling in the world. You woke up at 7 a.m. with an agonizing headache and you’ve been puking like an exorcist for the past hour. It’s time to call in sick to work as soon as possible and inform your co-workers that you will be off from work. But it can be hard to determine what to include (and what ghastly details to skip) especially when you don’t know how to write a sick day email to your boss. To help you craft an application for leave that you can send to your boss or manager we have covered a few sick leave email samples here.

how to write a sick day leave email samples

If you feel sick, stay home!

The importance of writing a sick day email: A sick day email is required when you are feeling under the weather and need time off of work to recuperate. The standard protocol in such circumstances is to call in sick, however sending a sick leave application is also an acceptable way to inform your boss or manager. It will also spare you and your co-workers from having any trouble or delay in the tasks at work.

How to write a sick day leave email (templates)

Every company follows its own set of HR policies and procedures on what employees need to do when they’re sick. Some may require you to send a sick day email at least a couple of hours before your shift. If you will be on leave for more than three days you may be required to submit a doctor’s note.

What to include in your sick day email: It is important to keep your email short yet concise. You may also include general details about why you need to take a sick leave and how you plan to make up for your absence from work. Here are a few details that should be included when you are writing a sick day email.

  • Reason for your absence from work
  • Number of days you will be absent from work
  • Whether you’re be available to field urgent calls/emails
  • Name of the contact person who will handle your work
  • And lastly, a doctor’s note (if applicable)

OPTION 1: Down with <flu, cold, cough, etc.>

You may use this sick leave email template when you’re down with flu.

Example:

Hey Adam,

I’ve come down with flu and will not be coming in to work on Friday, June 9, so I can rest and recover. I’ve asked Diana to check on clients in my absence.

Please let me know if you have any questions. I hope to be back in the office by Monday!

Best,
Jane

 

OPTION 2: A short sick day leave email sample.

You can refer to this email template if you are someone who doesn’t like wasting too many words.

Example:

Hey Adam,

Please accept this written notification of my absence on June 9, 20XX. I am unable to attend work due to sickness.

If I can provide any additional information, please let me know. Thank you for your cooperation.

Sincerely,
Jane

 

OPTION 3: When you’re unsure if your condition will improve.

You may refer to this sick leave email sample if you’re not sure when you will be back at work.

Example:

Hey Adam,

Despite my best efforts to avoid the seasonal flu, I woke up this morning feeling pretty terrible. I am hoping it would go away by this evening, so I can be back in office tomorrow – healthy as a horse! I’ll be sure to keep you updated if that changes.

Thank you for your support and understanding in this regard!

Best,
Jane

 

OPTION 4: When you are suffering from a headache or severe migraine.

You may use this sick day leave sample when you wish to request a temporary leave from work in order to heal from your headache or migraine.

Example:

Hey Adam,

I’m writing to let you know that I developed a migraine last night. I hoped it would subside by this morning, but it looks like it is only growing in intensity. I expect to be back in the office tomorrow, given my migraine subsides. I’ll let you know if anything changes so that some temporary arrangements can be made to handle my workload.

Thank you for your kindness.

Best,
Jane

 

OPTION 5: A sick day leave template to keep things confidential.

You may refer to this email template when you don’t want to divulge more information on the illness.

Example:

Hey Adam,

Good morning. I will be unable to attend work today due to a personal illness. I will see you, or follow up with you tomorrow.

Sincerely,
Jane

 

Here’s a tip: Do not make the sick day email too personal. Even if your team is candid with one another, there might come a time where you will need to draw boundaries due to the nature of your illness. It’s advisable to not get too far into details with your sick leave application.

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Anna Verasai
Anna Versai is a Team Writer at The HR Digest; she covers topics related to Recruitment, Workplace Culture, Interview Tips, Employee Benefits, HR News and HR Leadership. She also writes for Technowize, providing her views on the Upcoming Technology, Product Reviews, and the latest apps and softwares.

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