How to write a sick leave message
If you’re feeling under the weather, you might not be able to perform your role to the best of your ability. In many cases, you’re better off taking a sick day to give yourself time to rest and recover, and to help prevent the spread of contagious diseases if you work on-site.
Writing a sick leave email is something most of us will have to do in our working lives, so it’s worth learning how to tell your boss you’re sick in a professional way. It’s important to get the details right, like email format and etiquette, so that your sick leave email makes it easy for your manager to plan around your absence.
- What to include in a sick leave email
- Setting a professional tone
- Handling further requests for information
- Example sick leave emails
- FAQs
What to include in a sick leave email
If you’re wondering how to write a sick leave email that’s appropriate for your workplace, start by taking a look at your organisation’s internal policies or employee handbook. If you don’t have any guidelines to refer to, follow the steps below.
Start with a clear subject line and greeting
A sick leave message should have a clear, concise subject line so your manager knows exactly what it’s about straight away and can easily search for the email later on. It’s good etiquette to begin your email with a polite greeting. For example:
Subject line: Sick Leave
Hi Anastacia,
State your reason for needing sick leave
Next, briefly state the reason for taking sick leave. There’s no need to go into detail about your condition; you don’t have to disclose more information than you feel comfortable sharing. For example:
Unfortunately, I am not feeling well enough to work today.
Include dates you’ll be away from work
If you can provide a rough estimate of how long you think you’ll be out of action for, it will help your workplace plan coverage for your absence. If you’ve been to a GP, a doctor may have provided you with a recovery timeframe and medical certificate that you can share with your workplace. For example:
My GP has advised me to rest for the remainder of the week. I’m aiming to be back at work on Monday, 1st July.
Offer to provide assistance, if applicable
Depending on how you’re feeling, what sort of work you do, and how long you intend to be out, it could be worth offering assistance with certain duties while you’re away (say, a coworker can’t find something important or needs background information on one of your projects). Mention if you’re available to take urgent requests, otherwise provide contact details for whom to redirect your message to while you’re on sick leave. For example:
While on bed rest, I am happy to periodically check our work messages and emails should anything urgent come up. However if I am unreachable, please direct any questions to Nasir on [email].
Make sure your colleagues have what they need to cover your workload
If you’re in the middle of an important project or you’ve got a deadline you’re working toward, it’s important to make sure your coworkers have the resources to cover your duties while you’re away. Detail any specific work that needs addressing, so your team understands what’s most important. For example:
The most urgent task this week is the accounting forecast that is due Friday. I have already sent all information to Nasir to finalise the reporting.
Include a medical certificate, if required
Depending on how long you plan on being away, your workplace may require a medical certificate. If you have one on hand, attach it to your sick leave email. Otherwise, tell your manager if you plan on getting a medical certificate at a later time. For example:
Please find my medical certificate attached.
Or
I have an appointment at the clinic later today, so I’ll forward my medical certificate as soon as I’m back.
If you can’t make it to a clinic but you need to provide a medical certificate, you may be able to provide a statutory declaration instead. Some clinics will provide one online for a fee.
Setting a professional tone
When it comes to writing a sick leave email, it’s not just the content that’s important, but the tone too.
It can be difficult to craft a well thought-out message when you’re feeling sick, but it’s essential that all your leave requests sound polite and professional. Remember to be courteous to your colleagues, especially if they’re covering your responsibilities while you’re away.
Depending on your workplace practices and role, it might be appropriate to send a generic sick message to your team to let them know you’re out for the day. If you anticipate people emailing you, set an automatic OOO email reply for anyone outside of your organisation. By letting everyone know you’re off sick today, or for longer, they’ll know not to expect an immediate response from you.
Handling further requests for information
In some cases, your employer may request that you provide more evidence that you’re unable to work. In these instances, read up on what information you’re obligated to provide and consult your employee handbook (if you have one) on your company’s policies.
Example sick leave template for email
A sick leave email doesn’t have to be long, but there are certain details it must include. Use these templates as a guide so you don’t leave any important information out of your own sick leave email.
Short-term sick leave
Subject: Sick leave request
Dear [supervisor's name],
I have a low-grade fever and won’t be coming in to work today or tomorrow (4–5 August).
I’ve already consulted with my doctor and they advised me to take leave to recover and prevent others getting sick. Please find a medical certificate attached. You can text me on [mobile number] for anything urgent, although I might not respond immediately.
Thank you for your understanding.
Best regards,
[Your name]
[Your position]
[Your contact information]
For longer absences
Subject: Extended sick leave
Dear [supervisor's name],
I’m writing to let you know that I have recently had a medical diagnosis that requires me to take five days of sick leave, starting from today (19–23 August), for treatment and recovery. I have attached a certificate from my GP.
I’m available on [phone number] if you need to contact me for anything urgent.
I will keep you updated on my progress and if I need to take more time off. Please let me know if there are any additional steps I need to take or forms to submit.
Thank you for your understanding and support during this time.
Best regards,
[Your name]
[Your position]
[Your contact information]
Even if you’re not feeling the best, it’s worth making the effort to write a sick leave email that shows professionalism and a willingness to help your team while you’re away. Send your sick leave email as soon as you know you’ll be taking time off and provide a medical certificate as soon as you have one (if required). Your manager should be able to organise coverage for your duties, but it’s still polite to offer a contact number for ‘emergencies’ if you’re planning to be out for more than a couple of days. Once you’ve sent your sick leave email with all the necessary information, you can put your full attention on rest and recovery.
FAQs
How much detail should I provide about my illness in a sick leave email?
If you’re not feeling well enough to work and wondering how to write a sick note, remember that you only need to share a general reason for taking leave, your intended days off, and (in some cases) a medical certificate. If you intend to be away from work for more than a couple of days, you may be required to provide more detail – by law, your employer is allowed to ask for ‘reasonable’ explanation and require a doctor’s note.
Can my employer request a medical certificate for sick leave?
If you’re unable to work due to sickness or injury, your employer has the right to request reasonable evidence, like a medical certificate. Depending on your workplace policies, you may need to provide a medical certificate if you’re away sick for as little as one day or even less.
What should I do if I need to extend my sick leave beyond the initial time frame?
If you need to extend your sick leave beyond the initial time frame, it’s important to reach out to your workplace to update them as soon as possible. That way, they can start planning how to cover your workload in your absence. You may also need to provide another medical certificate to support your extended leave.
Is it appropriate to mention mental health reasons in a sick leave email?
Mental health leave is the same as sick leave; if you’re unable to work due to mental health reasons, it’s up to you if you want to detail why. Your sick leave email doesn’t need to include specific details about your medical condition, but it’s not inappropriate to mention if that’s what you want to do.
How can I ensure my work responsibilities are covered during my absence?
When you take sick leave, it’s good etiquette to provide any information or guidance to your colleagues that can help them cover your duties while you’re away. If you’re well enough, and if the job requires it, you could even delegate tasks to specific workmates. Once you have provided the essential information, it’s up to your manager to ensure your responsibilities are covered while you’re away.