For severe medical conditions, employees benefit from sick leave approved and recommended by a doctor. Furthermore, many companies allow employees to take sick days. Based on the company's policy, employees can miss work for a couple of days per year for health reasons without the need for a medical certificate. However, in both situations, employees must notify their superiors or the HR Department and inform them of their absence.
Each company has its own policy and communication tools. Some prefer an official email addressed to everyone involved, from managers to the HR Department. Others accept a less formal notice made by phone or chat. In some companies, you must inform only the direct manager, while others have a strict protocol and a long list of people who must be noticed. Also, the company's policy and culture aren't the only ones that matter. You must consider the way your company registers these sick days and keeps track of time-off and leave. For example, if your company uses dedicated HR software, you probably must warn your superiors about your absence and update the leave records.
A sick leave letter is an official letter you send to your manager or HR Department to announce a sudden sickness. It's usually sent via email either by you or automatically by the HR software your company uses.
A sick leave letter should include all the information your superiors need to know personal and contact data of the employee, date of request, the number of necessary sick days, contact data of the doctor who recommended the leave or a medical certificate, and other useful information. You don't have to include personal details about the sickness. However, it's probably a good idea to warn your superiors if your illness is contagious and affects your team.
Although you have the right to medical privacy, a sick leave letter should include the reason for your request. You can use a general category such as personal sick day, medical investigations, child or family care, pregnancy, or extended illness leave. Keep in mind that extended illness leave usually requires a medical certificate and is the subject of labor policy in your country.
The first thing you need to do is find out what format your company requires. They may already have a template or give you helpful directions on what information to put in the letter. If you don't have a specific format to follow, write the letter/email using a neutral tone, and make sure you include the following data:
Because sick letters can be sent using a personal email address, don't forget to write your email subject and make it straightforward and concise. For example, you can write a "sick days request" in the Subject field. Also, write your complete name and function to avoid mistakes. Include greetings and a professional email closing but keep the text short and concise. People don't want to know the complete drama of your situation, thus maintain a professional tone and keep personal and medical details at a minimum.
We have prepared a list of best practices you should consider when writing your email or letter to your manager:
If your company doesn't provide you with a sick leave letter template, you can make your own or download one here. Nobody wants to write sick letters/emails often, but it's better to use the same format if you must write more than one. You save time and energy, and it looks more professional than putting together a new letter each time. Check out the following examples:
1. Sick leave letter - doctor's recommendation
In this case, the important point is to note that the leave of absence is prescribed by the doctor. Do not forget to attach relevant documentation and assure the manager that you will return to work as soon as the doctor allows.
__
Dear Mr./Mrs. RECIPIENT,
My name is YOUR_NAME, and I work as JOB_DESCRIPTION in the DEPARTMENT. Due to health reasons, I won't be able to come to work starting with DATE. I have a fever, and it might be something contagious. My doctor advises X days of rest and home treatment.
I mention that I have X sick days left for this year.
OPTIONAL: I attached the medical certificate that attests to my condition and my doctor's recommendation.
Please grant me these sick days and let me know if you need additional information.
Sincerely,
YOUR_NAME
SIGNATURE (you may include a telephone number and an email address where you are reachable)
Download the sick leave request template
2. Sick leave letter for one-day
In this case, you should focus on the need to rest, as you’re feeling unwell. Do not offer excessive details. In these circumstances, company policy usually requires an email for record-keeping.
__
Dear Mr./Mrs. RECIPIENT,
My name is YOUR_NAME, and I work as JOB_DESCRIPTION in the DEPARTMENT. I'm not feeling well/ I have to do some medical investigations/ My child is sick, and I won't be able to come to work today, DATE. I mention that I have X sick days left for this year.
Please grant me this sick day and let me know if you need additional information.
Thank you for understanding,
YOUR_NAME
SIGNATURE (you may include a telephone number and an email address where you can be reached)
Download the sick leave request template for one day
3. Sick leave email
While this is a general template, make sure you consult your company's policy to be on the safe side about what you should write. It may be a good idea to add HR to the CC or any other relevant parties who should be notified of your absence.
__
Subject: Sick leave request
CC: To all who are interested (manager, HR Department, team leader, and colleagues)
__
Dear Mr./Mrs. RECIPIENT,
My name is YOUR_NAME and I work as JOB_DESCRIPTION in the DEPARTMENT. Due to health reasons, I won't be able to come to work starting with DATE. My doctor advises X days of rest and home treatment. I mention that I have X sick days left for this year.
OPTIONAL: I attached the medical certificate that attests to my condition and my doctor's recommendation.
Please grant me these sick days and let me know if you need additional information.
Best regards,
YOUR_NAME
SIGNATURE (you may include a telephone number and an email address where you are reachable)
4. Sick leave email for fever
Working with a fever is never a good idea; the ability to focus is close to 0. Make sure you inform your manager of your condition and assure him that you will be back as soon as possible.
Subject: Sick leave request
CC: To all who are interested (manager, HR Department, team leader, and colleagues)
__
Dear Mr./Mrs. RECIPIENT,
I'm writing this email to inform you that today I will not be able to attend the office due to sickness. I am suffering from a high temperature, cough, flu since last evening. I plan to the doctor for medicine later today. If I got recovered by tomorrow then I will come to the office. In any other case, I will inform you through email.
Sincerly,
YOUR_NAME
SIGNATURE (you may include a telephone number and an email address where you are reachable)
5. Sick leave request for a scheduled surgery
Hopefully, you won’t need to write such a leave request, but in the event you need a major surgery, make sure the request is more formal than others, and you notify not only your manager, but also the HR department. Focus on dates: the first day you will be absent and the return date. You should also include comprehensive information about the handover plan you have designed.
__
Subject: Leave request for planned surgery - [Your Name]
To: [Manager's Name]
Cc: [HR Department Email, e.g., hr@company.com]
Dear [Manager's Name],
I hope you are all well.
I am writing to formally inform you and HR that I will be taking medical leave for a planned major surgery.
The anticipated agenda is as follows:
Last Day of Work: [Your Last Day]
Leave Start Date: [Start Date of Leave]
Expected Return Date: On or around, provided my condition allows it[Estimated Return Date]
Between now and the start of my leave, my priority will be ensuring a smooth transition of my responsibilities. I am preparing a comprehensive handover plan and will work closely with you and the team to ensure that the team’s activities will not be disrupted by my absence.
I will synchronize with HR to complete any necessary leave-related documentation.
Thank you for your understanding and support.
Sincerely,
[Your Name]
6. Sick leave request for severe migraine or severe headache
Migraines are not easy to live with. When you have an episode of severe headaches, working in an office environment can worsen your condition due to blue light.
Here is an example of how to request sick leave for this reason, by specifying that blue light is harmful to you right now. Don’t forget to mention whether you’ll be reachable via email or phone for urgent matters.
__
Subject: Sick leave - severe migraine - [Your Name]
To: [Manager's Name]
Cc: [HR Department Email]
Hello [Manager's Name],
I am writing to let you know that I will be on sick leave for the rest of the day, [Date], due to a severe migraine.
I will be offline, since the screens are worsening my condition, but for urgent matters, you can reach me at [phone number].
[Colleague's Name] is the person of contact for any daily administrative issues.
I am adding HR for record-keeping purposes.
Regards,
[Your Name]
7. Sick leave request for when you have a common cold
Make sure you clearly state the condition you are in - common cold, fever, etc. There is no need for details, but do mention that you want to avoid spreading germs.
Include information about whether you will be reachable, such as being out of the office entirely, arriving late, or intermittently checking email.
__
Subject: Sick leave notification - [Your Name]
To: [Manager's Name]
Cc: [HR Department Email]
Hi [Manager's Name],
I am writing to inform you that I am taking sick leave today, [Date], as I have a fever and need the day to recover.
I will be completely offline to rest.
All my pressing tasks have been handled, and for any upcoming ones, I have instructed [name of colleague] on how to handle them.
I am adding HR for record-keeping purposes.
I anticipate returning tomorrow.
Thank you for understanding,
[Your Name]
8. Sick leave request for when you are suffering from food poisoning
Suffering from food poisoning is bad enough, but you also have to inform your manager about the situation. Here is an example of what to say.
__
Subject: Sick leave request - food poisoning
Dear [Manager’s name],
I hope this message finds you well. I am writing to formally request [number] days of sick leave from [start date] to [end date], as I am currently experiencing food poisoning.
I have informed [colleague’s name] of all necessary urgent duties to ensure work continues smoothly during my absence. Please let me know if you need any additional information or documentation.
Thank you for your understanding and support.
[Your Name]
9. Sick leave request for when you meet with an accident
Accidents can be a major source of discomfort and possibly pain, but make sure you inform your manager about the situation.
__
Subject: Sick leave request - accident
Dear [Manager’s name],
I hope this email finds you well.
I am writing to inform you that I will be absent from work for a few days due to an accident. A doctor has seen me and prescribed 3 days of rest. I will be staying at home from [start date] until [end date].
I will not be reachable by email, but if any urgent matters occur, please feel free to call me at [phone number].
Thank you for understanding.
[Your Name]
10. Sick leave request for when you have menstrual cramps
Menstrual cramps can make work impossible, and the ability to focus can be completely lost. Nevertheless, make sure you write a message to your manager informing him about your condition.
Subject: Sick leave request - menstrual cramps
Dear [Manager’s name],
I am writing to inform you that I need the rest of the day off, due to severe menstrual cramps that make it impossible for me to focus.
I will be online if any urgent issues arise. For daily responsibilities, please contact [colleague’s name].
I will be back in the office tomorrow.
Thank you for understanding.
[Your Name]
11. Sick leave request to look after your mental health
In 2026, burnout is well known to be the reason people leave their jobs frequently. If you’re feeling anxious, overwhelmed, or if you feel you just need a break, here is a template you can use to inform your manager.
__
Subject: Sick leave request - mental health issue
Dear [Manager’s name],
I hope you are well.
I am writing to formally request leave to focus on mental health, due to a substantial burnout I am experiencing. I believe it’s best for me to rest now. I will be absent from [start date] until [end date].
[Name of colleague] has been instructed to handle all my duties, so feel free to contact him/her if any issues may arise.
Thank you for your understanding and support.
[Your Name]
12. Sick leave request for when you have scheduled dental procedures
__
Do not postpone dental procedures because of work. But make sure you write an adequate email to inform management of your absence.
Subject: Sick leave request - scheduled dental procedures
Dear [Manager’s name],
I hope you are well.
I am writing to request a leave of absence from [start date] until [end date] in order to undergo a scheduled dental procedure that is crucial for my health.
You can reach me via email or phone if any urgent matters come up.’
Thank you for understanding.
[Your Name]
We hope that the sick leave request samples will boost your confidence when crafting your application for sick leave. After you have drafted your best version, covering the elements mentioned above, don't forget to send it to your boss or manager to apply for sick leave.
TIP
With LeaveBoard, you can track employee vacation and sickness like a pro. Moreover, you streamline each request dynamically so that the managers automatically receive email notifications to approve the absences. Sickness monitoring will be effortless. Offer to your employees tools to track sickness absences to make better decisions and plan work more efficiently.
Automate your sick leave requests with the easy to use online HR software.
Easy set-up ● No contracts required ● No credit cards