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

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.

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

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.

Follow the company's protocol. If you aren't familiar with it, call the HR Department and ask what you should do.

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.

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 response 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 for fever

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

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

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

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)

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