How to Write a Sick Leave Email/Letter for Office (With Template)

What is a sick leave notice letter?

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.

How to write a sick leave letter?

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:

• The recipient name or function
• Your name and function
• The number of sick days you request and their dates
• The reason for your request
• A medical recommendation or certificate if your company requires one
• The acknowledge of the fact that you didn't use all the sick days you were entitled at
• Your signature

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.

General tips to consider before sending the sick leave request

We have prepared a list of best practices you should consider when writing your email or letter to your manager:

• Inform your superiors and the HR Department as soon as possible. It's usually a good idea to write and send the sick leave letter on the first day of absence or earlier if this is known.
• Follow the company's policies. If you aren't familiar with it, call the HR Department and ask what you should do. Alternatively, you might review the company's handbook.
• Inform your colleagues as well. If your absence affects other people, they should be aware of it. Your colleagues can take care of your clients or urgent tasks, change task planning, and keep you updated.
• If you can't send the sick leave letter yourself, ask a colleague or a family member. Don't delay it until you feel better.
• Within your communication tool - Slack or Microsoft Teams setup your status to "out sick".
• If your company has a time-off calendar, then add your sick leave absence to it, to ensure transparency.
• If you'll be out of the office for more than one day or have a busy schedule, set up an out-of-office automatic message to inform those who send you an email of your absence.

Use templates for requesting sick leave

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 recommendation

Download the sick leave request template

2. Sick leave letter for one-day

Download the sick leave request template for one day

3. Sick Leave Email

Subject: Sick leave request

CC: To all who are interested (manager, HR Department, team leader, and colleagues)

4. Sick leave email for fever

Subject: Sick leave request

CC: To all who are interested (manager, HR Department, team leader, and colleagues)

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.