How to Write a Sick Day Email: Best Practices for Employees

Writing a sick day email is one of the most common ways to inform your boss you’re taking an off from work because you are not feeling well. However, only 12% of American employees notify they are sick through email. On the other hand, 33% prefer voice calls, while 54% choose SMS or instant messaging apps like WhatsApp or Skype, as they seem faster and more convenient.

Still, I prefer sending a sick day email like most employers. A written notice is better since it is more well-documented than voice calls and more professional to read than a text message.

To help you communicate clearly and professionally when you're feeling unwell, I list here how you can write your sick day email and the best practices when sending them out.

How to Write a Sick Day Email

There is no one right method to compose a sick day email since it is a personal one. But there are still several important details and practices you should know, so you can better express your message with a more professional approach:

1. Make the Subject Line Clear

Your email's subject line is the first thing the recipient will see, so it needs to be clear and concise. Here are some popular subject lines for sick day emails:

• [Your Name] - Out Sick Today
• [Your Name] - Unavailable Due to Illness
• Medical leave notification
• Sick Day: [Your Name]
• Sick leave request

2. Use a Polite Greeting

It’s always a rule of thumb that when sending emails, use a polite and appropriate greeting to address the recipient. Here’s a simple greeting you can use:

• “Hello [Manager Name], I hope you are well/I hope your week is off to a good start.”

3. Explain Your Reason

Your email should provide a brief explanation of the reason for your absence, without excessive detail. Maintain a professional and straightforward tone by announcing that you are sick and unable to undertake your responsibilities effectively. 

It is also unnecessary to disclose specific medical information, as it pertains to personal privacy.

You can take this as an example:

• “I am writing to inform you I need to take a day off since I am sick.”

4. Mention Return Date

Tell your company the day you can return to work. This information will help them to arrange appropriately and handle your obligations.

If you can expect your return date, you may state, “I will report to the office on [return date].” You may leave the door open with a statement such as, “I will inform you when I am feeling well again.”

5. Share Availability for Urgent Concerns

Explain if and how you intend to stay in touch while you're away, such as by answering calls, checking email, etc. Make sure your colleagues know whether you are free to answer emails, calls, or requests for urgent attention. 

If you are unavailable, request that another individual assume responsibility for urgent matters during your absence.

6. End the Email Sincerely

Close your email with a sincere and polite phrase, such as “I appreciate your understanding.” Alternatively, you may opt for a straightforward professional closing, such as “Sincerely” or “Kind regards.”

Sample Sick Day Email Templates for Various Scenarios

Are you still unsure about how to start writing your sick day email? I created the following templates that may be beneficial for you to use or repurpose:

Basic or Short-term Absence

Hi [Name of your manager or supervisor],

I am writing to let you know that I am unable to attend work today, [date], due to [illness]. I will be able to respond to emails if an urgent matter arises. However, please do not hesitate to contact [name of teammate], who will be responsible for managing my workload today to ensure that all deadlines are met.

Thank you for understanding.

Kind regards,

[Your name]

Requesting a Paid Leave

Dear Mr./Ms.[Name of your superior or supervisor],

Today, I will be unable to report to work due to [illness and/or symptoms]. I visited the hospital, and the doctor verified that I have [diagnosis].

The doctor recommended [number of days off work] since I [State reasons, such as you need to rest for fast recovery]. I will be able to respond to emails if an urgent matter arises. However, please do not hesitate to contact [name of teammate], who will be responsible for my responsibilities temporarily to ensure that all deadlines are met.

Thank you for understanding.

Sincerely,

[Your name]

Asking for Indefinite Leave

Hi [Name of your manager or supervisor],

I want to let you know I can't work today. I have been experiencing symptoms of illness since [the onset of the symptoms: yesterday, last night, etc.]. I visited the hospital, and the doctor informed me that I had [illness]. The prescribed medication will be effective for [number of days]. The doctor advised me to remain at home to ensure a complete recovery.

Please do not hesitate to reach out to [name of teammate], who will be responsible for managing my responsibilities temporarily to ensure that all deadlines are met.

Sincerely,

[Your name]

Best Practices When Sending a Sick Day Email

While writing a sick day email may seem straightforward, there are best practices to keep in mind to ensure your message is clear, professional, and respectful:

Send the Email ASAP

It is recommended that you send your sick day email as soon as you become aware that you will be unable to work. The right time to send an email enables your team to adjust their duties and schedules as needed.

For instance, if you already feel unwell as you wake up, send the email ASAP. Ideally, an hour or two before your shift starts. 

On the other hand, if you start feeling ill during your shift, notify your colleagues and submit an email to your supervisor before you sign off work. Most importantly, follow the rules set out by your company regarding this matter for compliance.

Copy Respective People Who Need to Know Your Absence

Probably, you may only send your sick day email to your respective supervisor to notify them of your absence. 

‍But, you may also include the names of respective people your absence will impact in the subject line. Other than names of your colleagues, it can be a department, for instance, the HR, that your company policy mandates you to inform.

It's Not Always Necessary to Disclose Your Illness

Most people mention having flu or a terrible migraine when filing a sick leave. However, there are instances when you need to exercise caution before disclosing such information about your illness. Sometimes, it may be better to keep that to yourself.

Even though no one wants to know about your exact condition, some people feel compelled to include these details to substantiate their sick days. But, you don't have to always be so transparent. A simple “I’m not feeling well” is enough to convey your reason why you cannot report to work.

Skip Apologies and Excuses

It is normal to fall ill, and there is no need to apologize for it or provide an explanation for using a sick day. While it is acceptable to extend an apology for the inconvenience, there is no need to feel guilty using your sick days. After all, this is their intended purpose.

Keep Your Emails Clear and Professional

A well-crafted sick day email not only helps you stay on good terms with your employer but also ensures accountability. If you're looking for additional support in writing professional emails, The Email Marketers can help.

From automated out-of-office responses to expertly crafted email templates, I have a team specializing in creating effective, clear communication for all your workplace needs.

Contact us today and schedule a free strategy session. Let my team help you take the guesswork out of writing emails!

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