Sick Leave Email: Professional Templates for Every Situation

TL;DR

A professional sick leave email should be brief, sent early, and include: a clear subject line, reason for absence (without excessive detail), expected duration, and coverage plan. Below you will find 10 ready-to-use templates you can copy and customize for any situation.

Just as professional cover letter writing requires structure, sick leave emails benefit from clear communication that protects both your interests and professional reputation.

Key Takeaways

• Send early: Notify your employer as soon as you know you cannot work.

• Keep it brief: You do not owe detailed medical information.

• Include essentials: Subject line, greeting, reason, duration, coverage plan, closing.

• Follow policy: Know your organization's sick leave procedures.

• Document everything: Email creates a paper trail that protects you.

Why Professional Sick Leave Emails Matter

Everyone gets ill occasionally. However, how you communicate your absence impacts your professional reputation. A well-crafted email demonstrates responsibility and consideration. Similar to how good professional communication helps with job applications, proper sick leave emails maintain your standing at work.

When to Send a Sick Leave Email

Notification Methods

• Email: Best for documentation—creates a paper trail

• Phone call: Some managers prefer for same-day absences

• Text: Acceptable in casual workplaces or emergencies

• Combination: Call first, then email for documentation

Essential Components of a Sick Leave Email

Similar to how professional letters need structure, sick leave emails follow a clear format.

1. Clear Subject Line

• Sick Leave Request – [Your Name] – [Date]

• Unable to Work Today – [Your Name]

• Medical Absence – [Date(s)]

2. Professional Greeting

Address appropriately. Just as proper salutations matter, they matter in workplace emails: Dear/Hi/Hello [Manager's Name].

3. Clear Statement

Open directly. Apply effective opening techniques: "I am writing to inform you that I am unwell and unable to work today."

4. Brief Explanation (Optional)

Keep it vague if you prefer privacy: cold, flu-like symptoms, migraine, or simply "not feeling well."

5. Expected Duration

Help your manager plan: "I expect to return tomorrow" or "I will keep you updated."

6. Work Coverage

Show professionalism by addressing responsibilities, as in addressing employer needs: mention urgent deadlines, suggest colleagues for coverage.

7. Professional Closing

End professionally, similar to effective letter closings: "Thank you for your understanding."

8. Sign-Off

Use professional sign-offs: Best regards, Sincerely, Thank you.

Sick Leave Email Templates (Ready to Use)

Copy, paste, and customize these templates. For more professional templates, see our cover letter examples and letter of interest samples.

Template 1: Simple One-Day Sick Leave

Best for: Common illness requiring a single day off

Subject: Sick Leave Request – [Your Name] – [Date]

Dear [Manager's Name],

I am writing to let you know that I am not feeling well and will not be able to come to work today, [Date]. I have [brief reason, e.g., "a cold"] and need to rest.

I expect to return tomorrow. If anything urgent comes up, please reach me by email.

Thank you for your understanding.

Best regards,

[Your Name]

[Your Phone Number]

Template 2: Multiple Days Sick Leave

Best for: When you need more than one day to recover

Subject: Sick Leave – [Your Name] – [Start Date] to [End Date]

Dear [Manager's Name],

I am writing to inform you that I am unwell and will need sick leave from [Start Date] to [End Date]. My doctor has advised rest.

Regarding my responsibilities:

• [Project A]: [Colleague] can handle urgent matters

• [Meeting on Date]: Please proceed without me or reschedule

• [Deadline]: Files are located in [location]

I will keep you updated on my recovery.

Thank you,

[Your Name]

Template 3: Same-Day Sick Leave (Early Morning)

Best for: When you wake up sick

Subject: Unable to Work Today – [Your Name]

Hi [Manager's Name],

I woke up feeling very unwell this morning and cannot come to work today. I have [brief symptom] and need to rest.

I do not have critical meetings scheduled. For [specific task], [colleague] can assist if needed. I expect to be back tomorrow.

Sorry for the short notice.

[Your Name]

Template 4: Leaving Work Early

Best for: When you become ill during the workday

Subject: Leaving Early – Feeling Unwell

Hi [Manager's Name],

I am not feeling well and need to leave early today. I have developed [symptoms] and cannot continue effectively.

Before leaving, I have:

• Completed [task/handoff details]

• Informed [colleague] about [pending item]

I will update you tomorrow about coming in.

[Your Name]

Template 5: Family Emergency/Sick Child

Best for: Caring for an ill family member

Subject: Emergency Family Leave – [Your Name] – [Date]

Dear [Manager's Name],

I am requesting emergency leave today as my [child/family member] has fallen ill and requires my care.

I have arranged for [Colleague] to cover urgent matters. I anticipate returning tomorrow and will keep you informed.

Thank you for your understanding.

[Your Name]

Template 6: Extended Medical Leave

Best for: Extended absence for treatment or recovery

Subject: Extended Medical Leave Request – [Your Name]

Dear [Manager's Name],

I am requesting extended medical leave from [Start Date] to [End Date]. I have a condition requiring [treatment/surgery/recovery time].

To ensure smooth transition:

• I will prepare detailed handover documentation

• I recommend [Colleague] as point of contact

• I will complete pending tasks before leave

I will provide documentation to HR. Please let me know what additional information you need.

Sincerely,

[Your Name]

Template 7: Medical Appointment (Partial Day)

Best for: Scheduled appointments requiring time off

Subject: Medical Appointment – [Date] – [Your Name]

Dear [Manager's Name],

I have a medical appointment on [Date] at [Time] and will need to [arrive late/leave early].

I have arranged my schedule to minimize impact. [Colleague] can cover urgent matters. Please let me know if this presents issues.

Thank you,

[Your Name]

Template 8: Mental Health Day

Best for: Taking time off for mental health

Subject: Sick Day – [Your Name] – [Date]

Hi [Manager's Name],

I am not feeling well today and need to take a sick day to rest and recover.

There are no urgent deadlines on my schedule. I expect to return tomorrow.

Thank you for understanding.

[Your Name]

Note: Mental health is health. You are not obligated to specify—use the same language as physical illness.

Template 9: Contagious Illness

Best for: When protecting coworkers from infection

Subject: Sick Leave – Contagious Illness – [Your Name]

Dear [Manager's Name],

I have come down with [illness, e.g., "the flu"] and will not be coming to the office. My doctor confirmed it is contagious and I want to avoid spreading it.

I expect to be out for [number of days]. [Colleague] has agreed to cover urgent matters.

Thank you for your understanding.

Best regards,

[Your Name]

Template 10: Recurring Medical Treatment

Best for: Ongoing treatment like chemotherapy, dialysis, or physical therapy

Subject: Recurring Medical Leave Schedule – [Your Name]

Dear [Manager's Name],

I am writing to discuss a recurring medical schedule for [duration]. I have [treatment type] appointments every [frequency, e.g., "Tuesday afternoon"].

I have structured my workload to minimize impact:

• I will complete priority work before each appointment

• [Colleague] can serve as backup for urgent matters

I would appreciate discussing how to best manage this schedule.

Thank you for your support.

Sincerely,

[Your Name]

How to Write Your Sick Leave Email

Apply these professional writing practices for best results.

Step 1: Assess the Situation

• Determine expected duration

• Review calendar for commitments

• Identify coverage needs

• Check company policy

Step 2: Draft Your Email

Use effective sentence starters adapted for workplace communication. Write quickly—you do not need perfect wording when ill.

Step 3: Review and Send

• Check for obvious errors

• Verify recipients

• Send as early as possible

• Set out-of-office if needed

Expert Tips for Sick Leave Communication

"The best sick leave emails are simple and direct. You do not need to justify being human. A brief, professional notification showing you have considered your responsibilities is all that is needed."

— Jennifer Walsh, HR Director, Fortune 500 Company

Do's and Don'ts

"When an employee takes 30 seconds to think about how their absence affects the team and addresses it in their email, it demonstrates professionalism that managers remember."

— Michael Torres, Senior Manager

Common Mistakes to Avoid

These parallel errors in professional correspondence.

Industry-Specific Considerations

Different industries have different norms, similar to how cover letters differ by industry.

Healthcare

• Earliest possible notification—patient care depends on staffing

• Many facilities require 4+ hours notice

• May require doctor's clearance to return

Retail and Hospitality

• Shift coverage is the priority

• Phone calls may be preferred

• Food service workers may be legally required to stay home with certain symptoms

Corporate

• Email is standard notification method

• Focus on meeting and deadline coverage

• Remote work while sick may be an option (but not required)

Education

• Substitute arrangement is critical

• May need to provide lesson plans

• Earlier notification allows better substitute matching

Understanding Your Sick Leave Rights

United States

• FMLA: Up to 12 weeks unpaid leave for serious conditions (50+ employee companies)

• State laws: Many states have paid sick leave laws

• Privacy: You do not have to disclose your specific diagnosis

Documentation Requirements

• Short absences (1-2 days): Usually no documentation

• 3+ days: Many employers request doctor's note

• Extended leave: Medical certification typically required

Special Situations

Remote Workers

• Same notification expectations apply

• Do not feel pressured to work while sick just because you are home

• Update Slack/Teams status appropriately

New Employees

Illness happens to everyone. Similar to crafting your initial cover letter impression, handle it professionally:

• Review employee handbook

• Be professional and straightforward

• Do not over-apologize—everyone gets sick

Returning to Work

Return Email Template

Subject: Back in Office – [Your Name]

Hi [Manager's Name],

I am back today and feeling much better. Thank you for your understanding. I have reviewed my emails and will catch up on anything I missed.

Best regards,

[Your Name]

Best Practices

• Send brief return notification

• Thank colleagues who covered

• Pace yourself on day one

• Communicate if not 100% recovered

Frequently Asked Questions

Do I need to explain why I am sick?

No. You are entitled to privacy. A simple statement that you are unwell is sufficient.

Should I call or email?

Depends on workplace culture. Email provides documentation. Some managers prefer calls for same-day absences. When in doubt, call first, then email.

What if I am too sick to write?

A brief text or having family notify is acceptable. Send detailed email when better.

Can my employer deny sick leave?

If you have accrued sick leave, generally no. They can request documentation for extended absences.

How do I handle a mental health day?

Mental health is health. You can say "not feeling well" without specifying. Treat it like physical illness.

What if my manager does not respond?

Assume received unless delivery failed. Follow up if needed: "Confirming you received my sick leave email."

Should I work from home instead?

If genuinely ill, take time off. Working while sick prolongs illness. Offer to check email as an option, not expectation.

How do I request leave for a planned procedure?

Give at least two weeks notice. Treat it as formal request, provide documentation, plan coverage.

What if I need to extend my sick leave?

Send update as soon as you know. Express appreciation, provide updated return date, address critical items.

How do I handle sick leave during probation?

Handle it professionally: notify promptly, follow procedures, return ready to demonstrate commitment. Most employers understand.

Conclusion

Writing a professional sick leave email does not need to be stressful. By following these templates and guidelines, you can communicate effectively while maintaining your professional reputation. Everyone gets sick—what sets professionals apart is how they handle it.

Key principles:

• Notify early: As soon as you know you cannot work

• Keep it brief: No detailed explanations needed

• Be professional: Respectful, matter-of-fact tone

• Show responsibility: Address urgent matters

• Follow up: Keep manager informed

For more professional writing resources, explore our cover letter templates and job application guides. Whether writing sick leave emails or job applications, professional communication skills serve you throughout your career.

Our AI-powered cover letter generator helps with professional correspondence, and our guide on making AI content sound human offers personalization tips. For engineers, check our engineering cover letter guide and civil engineer application examples.