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How to Write a Sick Day Email

Guide to composing and sending a sick day email

Written by

Scott Powell

Published November 5, 2023

Updated July 7, 2023

How to Write a Sick Day Email?

A sick day email is often required when an employee is feeling under the weather and is unable to come to work. The protocol is to call in sick, although sending an email is also an acceptable way to inform your manager or supervisor.

Companies implement different policies and procedures on what employees need to do when they’re sick. Some employers may require you to send a sick day email at least two hours before your shift. If you will be on leave for more than three days, you may be asked to submit a doctor’s note. Make sure to follow company protocol that is usually included in the employee’s handbook.

What to Include in Your Sick Day Email

Make sure to keep your email short and straightforward. Here are several important details that should be included in your sick day email:

Reason for your absence

Number of days that you will be out of the office

Whether or not you will answer urgent emails and calls

Doctor’s note, if applicable

Name of the contact person who will handle your workload

When to Send your Sick Day Email

Work may be the last thing on your mind when you’re sick or during a medical emergency, but as an employee, it is your responsibility to inform your colleagues that you cannot make it to work, so they know where you are and can take over your tasks and still meet the deadlines.

Be courteous to your manager or supervisor, as well as your other colleagues who may be affected by your absence. Make sure to send a sick day email as soon as you find out that you’re not fit to work. Avoid sending it at the time when you should already be at the office.

A sick day email comes in different formats and there’s no standard way to do it, as long as you provide all the needed information and create it professionally. Here are various templates that can help you write a sick day email:

Sample Sick Day Email – Basic

Hi [Name of your manager or supervisor],

I’m sending you this email to inform you that I can’t make it to work today, [date], because of [illness]. If something urgent comes up, I’ll be able to answer emails, but feel free to contact [name of teammate] who will be in charge of my workload today to make sure that all deadlines are met.

Thank you for understanding,

[Your name]

Sample Sick Day Email with Paid Leave Request

You can refer to the template below if you know that you will be sick for at least a day based on a doctor’s instructions.

Hi [Name of your manager or supervisor],

I won’t be able to report to work today because of [illness] and have [symptoms]. I went to the hospital and the doctor confirmed that I’ve got [diagnosis].

The doctor prescribed [number of days off work] since I [reason/s: need to rest, etc.]. If something urgent comes up, I’ll be able to answer emails, but feel free to contact [name of teammate] who will be in charge of my workload for the time being to make sure that all deadlines are met.

Thank you for understanding,

[Your name]

Sample Sick Email Template for Indefinite Leave

You can refer to the following template if you’re not sure when you will be back at work.

Hi [Name of your manager or supervisor],

I’m sending this email to inform you that I can’t come to the office today. I’ve been feeling under the weather since [when the symptoms occurred – yesterday, last night, etc.]. I went to the hospital and the doctor said I’ve got [illness]. The prescribed medication will last for [number of days]. The doctor asked me to stay home so I can completely recover.

Feel free to contact [name of teammate] who will be in charge of my workload for the time being to make sure that all deadlines are met.

Thank you for understanding,

[Your name]