Dealing with illness while managing professional responsibilities can be challenging. Writing an appropriate email to notify your workplace or educational institution about your absence requires clarity and professionalism, even when you’re feeling under the weather. A well-crafted message helps maintain good communication and ensures your responsibilities are properly addressed during your absence.
Getting the tone right matters. Too casual, and you risk appearing unprofessional. Too formal, and your message might seem cold or insincere. The perfect balance communicates your situation effectively while maintaining appropriate workplace relationships. Ready to see how this is done?
Not Feeling Well Email Samples
These email templates cover various scenarios when you need to communicate about illness. Each can be customized to fit your specific situation and relationship with the recipient.
1. Standard Sick Day Notification to Manager
Subject: Sick Leave Notification – [Your Name]
Dear [Manager’s Name],
I regret to inform you that I am feeling unwell today and will not be able to come into the office. I’ve been experiencing [brief description of symptoms] since last night and need to rest to recover quickly.
I’ve updated my status in our team calendar and have notified the team members I was scheduled to meet with today. All urgent tasks have been delegated to [Colleague’s Name], who has kindly agreed to cover for me.
I expect to return to work tomorrow, but will keep you updated on my condition. I will be checking emails periodically throughout the day should anything urgent arise that requires my input.
Thank you for your understanding.
Best regards,
[Your name and designation]
Phone: [Your contact number]
2. Last-Minute Meeting Cancellation Due to Illness
Subject: Need to Reschedule Today’s 2PM Meeting – Not Feeling Well
Hi [Recipient’s Name],
I need to reschedule our 2PM meeting today as I’ve come down with what feels like a bad case of flu. My apologies for the last-minute notice.
Would it be possible to move our discussion to [alternative date/time]? Alternatively, if this matter is time-sensitive, I could arrange for [Colleague’s Name] to step in for me today.
Please let me know what works best for you, and again, I apologize for any inconvenience this may cause.
Thanks for your understanding,
[Your name and designation]
Mobile: [Your contact number]
Email: [Your email address]
3. Extended Sick Leave Request
Subject: Request for Extended Sick Leave
Dear [HR Manager’s Name],
I am writing to formally request an extended sick leave due to my current health condition. Following my doctor’s advice, I need to take [number of days/weeks] off to fully recover from [brief mention of health issue, if comfortable sharing].
My doctor has provided a medical certificate, which I have attached to this email. According to their assessment, I should be able to resume my duties on [expected return date].
During my absence, [Colleague’s Name] has agreed to handle my primary responsibilities. I have briefed them thoroughly and provided all necessary documentation and access to relevant files.
I will be available via email for any critical questions, though responses may be delayed as I focus on recovery. Please let me know if you need any additional information or documentation for this leave request.
Thank you for your support during this time.
Sincerely,
[Your name and designation]
Address:
[Your street address]
[City, State, ZIP]
Contact:
[Phone number]
[Email address]
4. Informing Clients About Brief Illness
Subject: Brief Pause in Services Due to Illness
Dear [Client’s Name],
I wanted to personally inform you that I will be taking a brief pause from client work for the next [number of days] as I recover from a sudden illness.
Rest assured that your project timeline will not be affected. [Colleague’s Name] will be your point of contact during my absence and has been fully briefed on all aspects of your project. They can be reached at [colleague’s email] or [colleague’s phone number].
I anticipate returning to work on [date] and look forward to continuing our collaboration then. Thank you for your understanding during this brief interruption.
Warm regards,
[Your name and designation]
[Company Name]
[Your email signature with contact details]
5. Remote Work Request While Recovering
Subject: Request to Work Remotely While Recovering
Dear [Manager’s Name],
I am currently recovering from [brief description of health issue] and while I am feeling well enough to work, my doctor has advised against commuting to the office for the next [number of days].
I would like to request permission to work remotely during this period. I can perform all my regular duties from home and will be available during normal business hours via email, phone, and our team collaboration platforms.
My home office is fully equipped with all necessary technology and secure connections to perform my job effectively. I will join all scheduled meetings via video conference and maintain regular communication with the team.
Please let me know if this arrangement is acceptable or if you would prefer I take sick leave instead. I’m happy to discuss any concerns you might have about this temporary arrangement.
Thank you for your consideration,
[Your name and designation]
Contact Details:
Mobile: [Your mobile number]
Email: [Your email address]
Home Office: [Your home phone if applicable]
6. Notification to Team Members About Illness
Subject: Out Sick Today – Coverage Plan
Team,
Unfortunately, I’ve caught a bug and won’t be in the office today. I expect to be back tomorrow, but will update you if that changes.
Here’s a quick coverage plan for today’s priorities:
– The client presentation due today has been completed and is saved in the shared folder. [Colleague 1], could you please review and send it to the client?
– [Colleague 2], can you chair the team meeting at 2PM? The agenda is in our project management system.
– The deadline for the [Project Name] remains the same, and I’ve already completed my portion.
I’ll check emails periodically throughout the day, so feel free to reach out if anything urgent comes up that isn’t covered above.
Thanks for your support,
[Your name and designation]
[Your contact information]
7. Formal Sick Leave Application
Subject: Application for Sick Leave – [Your Name]
Dear [HR Manager’s Name],
This is to formally apply for sick leave from [start date] to [end date] due to [brief description of illness if comfortable sharing].
I have attached a medical certificate from my doctor confirming my condition and recommending the specified period of rest.
During my absence, [Colleague’s Name] will be handling my responsibilities. I have provided them with all necessary information and resources to ensure smooth operations. For any urgent matters requiring my personal attention, I can be reached at [your phone number], though responses may be delayed as I focus on recovery.
Thank you for your understanding and support during this time. I look forward to returning to work fully recovered.
Respectfully,
[Your name and designation]
Employee ID: [Your ID number]
Department: [Your department]
Attachments: [List any attached documents]
8. Email to Professor About Missing Class
Subject: Absence from [Course Name] Class on [Date]
Dear Professor [Name],
I regret to inform you that I will be unable to attend your [Course Name] class today, [date], due to illness. I’ve been experiencing [brief mention of symptoms] and have been advised to rest.
I understand we will be covering [topic] today, and I have arranged with [Classmate’s Name] to share their notes with me. I will also review the assigned readings and any materials posted on the course website to stay current with the material.
If there are any assignments due or announced during today’s class, I would greatly appreciate information about them. I plan to submit all work on time despite my absence.
I expect to return to class on [next class date], but will notify you if my condition requires a longer absence.
Thank you for your understanding.
Sincerely,
[Your name]
Student ID: [Your ID number]
Email: [Your email address]
Phone: [Your phone number]
9. Requesting Work from Home Due to Mild Illness
Subject: Working from Home Today – Minor Illness
Hi [Manager’s Name],
I woke up this morning with [mild symptoms] and think it would be best if I worked from home today to avoid potentially spreading anything to the team.
I feel well enough to work, just not well enough to commute and be in the office. I’ll be online at my regular start time and available via all our usual communication channels throughout the day.
All my meetings have been converted to video calls, and I’ve notified relevant team members about this change.
Thank you for your understanding. I expect to be back in the office tomorrow, but will update you if anything changes.
Best,
[Your name and designation]
[Your contact information]
10. Informing About Health-Related Late Arrival
Subject: Coming in Late Today – Doctor’s Appointment
Dear [Manager’s Name],
I wanted to let you know that I’ll be arriving at the office around 11 AM today. I have a doctor’s appointment at 9 AM for [brief mention of health issue if comfortable sharing].
I’ll make up the hours by staying late today and will ensure all my morning responsibilities are either completed beforehand or rescheduled. The team meeting scheduled for 10 AM has been moved to 2 PM, and all participants have been notified of this change.
If anything urgent comes up before my arrival, please contact me on my cell phone at [your number] and I’ll respond as soon as my appointment concludes.
Thank you for your understanding.
Kind regards,
[Your name and designation]
[Contact information]
11. Notification of Sudden Illness During Workday
Subject: Leaving Office Early Due to Sudden Illness
Dear [Manager’s Name],
I regret to inform you that I need to leave the office early today as I have suddenly started feeling quite unwell [brief description of symptoms if appropriate].
Before leaving, I have: – Completed the urgent report for the [Project Name] client – Briefed [Colleague’s Name] about the pending call with [Client/Vendor Name] – Updated our project management system with status notes on all my active tasks
I hope to feel better by tomorrow and return to work as scheduled. If my condition worsens, I will notify you first thing in the morning about any potential absence.
Thank you for your understanding.
Regards,
[Your name and designation]
[Your phone number]
12. Email to Small Business Clients During Illness
Subject: Limited Availability This Week Due to Illness
Dear [Client’s Name],
I hope this email finds you well. I wanted to personally inform you that I am currently dealing with [brief description of health issue] and will be operating on a limited schedule for the next [timeframe].
During this time:
– My response time may be slower than usual, but I will prioritize your requests – All scheduled deliverables will still be completed on time – For extremely urgent matters, please mark your emails as “URGENT” in the subject line
I value our business relationship and want to assure you that this temporary situation will not affect the quality of work or ultimate timelines we’ve agreed upon.
Thank you for your patience and understanding during this brief period.
Warm regards,
[Your name and designation]
[Business Name]
Contact:
[Email address]
[Phone number]
13. Requesting Assignment Extension Due to Illness
Subject: Extension Request for [Assignment Name] Due to Illness
Dear Professor [Name],
I am writing to request an extension for the [Assignment Name] that is currently due on [original due date]. Unfortunately, I have been suffering from [brief description of illness] for the past [duration], which has significantly impacted my ability to complete the assignment to the standard I know I am capable of.
I have attached a medical note from my doctor confirming my condition. Based on their advice, I anticipate being able to resume my studies properly by [date].
I have already completed [mention any portions already finished] and would need approximately [number of days] additional days to finalize the remaining sections properly.
I understand the importance of meeting deadlines and have never requested an extension before. I would greatly appreciate your consideration in this matter.
Thank you for your understanding.
Respectfully,
[Your name]
Course: [Course Name and Number]
Student ID: [Your ID]
Email: [Your email address]
Attachment: [Medical documentation]
14. Thanking Colleagues After Return from Sick Leave
Subject: Thank You and Back in Office
Dear Team,
I wanted to express my sincere thanks to everyone for your support and assistance during my recent absence due to illness. I am now fully recovered and back in the office.
Special thanks to [Colleague Name(s)] for taking on my responsibilities during this time. Your willingness to step in ensured our projects stayed on track, and I am truly grateful.
I have reviewed all the work completed in my absence and am up to speed on current priorities. If there is anything specific I should know about developments during my time away, please feel free to stop by my desk or send me a quick email.
It’s good to be back, and I look forward to working with all of you again.
With appreciation,
[Your name and designation]
[Your contact information]
15. Notifying About Contagious Illness After Office Exposure
Subject: Important Health Notice – Possible Exposure
Dear [Manager’s Name and/or Team],
I regret to inform you that I have just been diagnosed with [illness] which is contagious. As I was in the office yesterday before symptoms appeared, I wanted to alert you promptly so appropriate precautions can be taken.
According to my doctor, the early symptoms to watch for include [list main symptoms]. If you experience any of these, please consult with a healthcare professional as soon as possible.
I will be taking sick leave until [date] as advised by my doctor, and will be working from home if my condition permits.
All my current projects have been updated in our project management system, and I’ve briefed [Colleague’s Name] on immediate priorities that cannot wait until my return.
I apologize for any inconvenience this may cause and appreciate your understanding during this time.
Regards,
[Your name and designation]
Contact During Leave:
Email: [Your email address]
Phone: [Your phone number]
Wrapping Up: Effective Illness Communication
Creating clear, professional emails when you’re not feeling well helps maintain workplace relationships and ensures your responsibilities are properly managed during your absence. The key is being prompt, specific about your availability, and proactive about work coverage.
Remember that while health should always be your priority, good communication during illness demonstrates your professionalism and commitment to your role. Each situation may require different approaches, so adapt these templates to match your specific circumstances, workplace culture, and relationship with the recipient.
By following these examples, you can communicate effectively about your health situation while maintaining professional standards, even when you’re not at your best.