We all face those days when our bodies simply refuse to cooperate. Whether it’s a seasonal flu, a chronic condition flare-up, or just feeling under the weather, there comes a time when we need to prioritize our health and step away from work. Communicating this effectively to your supervisor and team is crucial for maintaining professional relationships and ensuring smooth workflow transitions.
The perfect sick leave email strikes a balance between providing necessary information and maintaining appropriate boundaries around your personal health details. It should be clear, concise, and considerate of your workplace policies and team dynamics.
Ready to learn how to craft the ideal sick leave communication for any situation? These samples will guide you through various scenarios, from last-minute illnesses to planned medical procedures.
Email Samples on Sick Leave
These practical email templates cover a range of sick leave scenarios you might encounter throughout your career. Each is designed to communicate professionally while protecting your privacy and setting appropriate expectations.
1. Same-Day Sick Leave Notification
Subject: Sick Leave Notice – [Your Name] – Today, [Date]
Dear Mr. Rodriguez,
I regret to inform you that I am unable to come to work today as I’ve woken up with a fever and severe headache. After checking my temperature, I believe it would be best for me to rest and recover at home.
I’ve already notified my team about my absence and have delegated my urgent tasks to Sarah, who has kindly agreed to cover for me. All my client meetings scheduled for today have been rescheduled for next week.
I expect to return to the office tomorrow, but will keep you updated on my condition. If there’s anything urgent that requires my immediate attention, please feel free to reach out via email or phone.
Thank you for your understanding.
Best regards,
[Your name and designation]
Phone: (555) 123-4567
Email: yourname@company.com
2. Extended Sick Leave Request
Subject: Extended Sick Leave Request – [Your Name]
Dear Ms. Johnson,
I am writing to formally request an extended sick leave due to a recent diagnosis that requires immediate medical attention and recovery time. Following my doctor’s advice, I will need to take approximately two weeks off, starting from Monday, June 1st through Friday, June 12th.
My doctor has provided a medical certificate, which I have attached to this email. I understand this comes at a busy time for our department, and I apologize for any inconvenience this may cause.
To minimize disruption, I have prepared a detailed handover document with all my ongoing projects and their current status. I have shared this with Alex and Priya, who have agreed to manage my responsibilities during my absence. I have also updated all relevant deadlines in our project management system.
While I hope to return on Monday, June 15th, I will confirm my return date as my recovery progresses. I plan to be available via email for any critical questions, though responses may be delayed due to my treatment schedule.
Thank you for your support during this challenging time.
Sincerely,
[Insert sender’s name and role]
Human Resources Department
Company Name
Phone: (555) 789-0123
3. Sick Leave for Mental Health Day
Subject: Taking a Sick Day – [Your Name] – [Date]
Hi Paula,
I’m not feeling well today and need to take a sick day to rest and recharge. I’ve been experiencing symptoms of burnout and believe a day of rest will help me return to work more focused and productive tomorrow.
I’ve already informed the team and have moved my client call to Thursday when Jacob will also be available to join. My other tasks for today are not time-sensitive and can be completed upon my return.
I’ll be checking my emails periodically throughout the day should anything urgent arise.
I appreciate your understanding and support.
Thanks,
[Your name and position]
Marketing Department
Email: name@company.com
4. Sick Leave for a Family Member
Subject: Sick Leave Request – Family Emergency
Dear Mr. Thompson,
I am writing to request sick leave for today and possibly tomorrow as my daughter has been admitted to Children’s Hospital with a high fever. The doctors are running tests, and I need to stay with her during this time.
I have already briefed Jordan about the monthly report that’s due tomorrow, and he has all the necessary information to complete it in my absence. All other pending tasks have been documented in our team’s shared folder.
I will try to stay connected via email when possible and will provide updates on my return date as soon as I have more information about my daughter’s condition.
I apologize for any inconvenience this may cause and appreciate your understanding during this difficult time.
Regards,
[Sender’s name and designation]
Operations Department
Phone: (555) 234-5678
5. Partial Day Sick Leave
Subject: Leaving Early Due to Illness – [Date]
Dear Team,
I wanted to let you know that I am not feeling well and will need to leave the office at 2:00 PM today to see my doctor. I’ve been experiencing persistent migraine symptoms that have worsened throughout the day.
I’ve completed the priority tasks for today, including the client proposal draft and team meeting notes. Lisa is aware of my early departure and will handle any urgent matters that may arise this afternoon.
I expect to be back in the office tomorrow at the regular time, but will send an update if anything changes based on my doctor’s recommendations.
Thank you for your understanding.
Best,
[Your name and role]
Research & Development
Extension: 4567
6. Sick Leave During Probation Period
Subject: Sick Leave Notice – [Your Name]
Dear Ms. Williams,
I regret to inform you that I have come down with a severe case of the flu and will be unable to come to work today. I understand this is unfortunate timing during my probation period, but my doctor has advised me to rest and recover at home to prevent spreading the illness to colleagues.
I have attached a doctor’s note confirming my condition. I expect to be well enough to return to work in two days, but will keep you updated on my recovery progress.
I am aware of the project deadline approaching this Friday and have already completed 80% of my assigned tasks. I’ve shared all relevant files with David and briefed him on the remaining work, which I can complete immediately upon my return or remotely if needed.
Please let me know if there’s anything else I should address during my absence. I’m available via email or phone if any urgent matters require my input.
Thank you for your understanding during this time.
Respectfully,
[Your name and designation]
Finance Department
Cell: (555) 321-7654
7. Sick Leave Before or After a Holiday
Subject: Sick Leave Request – [Date]
Dear Mr. Garcia,
I hope you had a restful holiday weekend. Unfortunately, I have come down with a severe case of food poisoning and will not be able to come into the office today. My doctor has recommended 24 hours of rest and hydration before returning to work.
I understand the timing is not ideal, coming right after the holiday, and I apologize for any inconvenience this may cause. I have attached my doctor’s note for your records.
I have informed my team about my absence and have asked Jamie to lead this morning’s client presentation, as she is fully prepared and familiar with the material. All other deliverables scheduled for today have either been completed ahead of time or rescheduled for tomorrow.
I expect to return to the office tomorrow, but will update you if my condition doesn’t improve as expected.
Thank you for your understanding.
Kind regards,
[Insert sender’s name and role]
Client Services Department
Direct Line: (555) 987-6543
8. Sick Leave for a Planned Medical Procedure
Subject: Planned Medical Leave – [Your Name]
Dear Dr. Patel,
I am writing to formally request sick leave for a scheduled medical procedure. I will need to be absent from June 15th through June 22nd, with an expected return date of June 23rd.
My doctor has advised that while the procedure itself is minor, I will need several days of recovery time afterward. I have attached the medical documentation confirming this appointment and the recommended recovery period.
In preparation for my absence, I have:
1. Completed all deliverables due during this period 2. Created a detailed handover document for Michael, who will be covering my essential duties 3. Set up an automated email response with Michael’s contact information 4. Rescheduled all meetings for the following week
I will have limited access to email during my recovery but can be reached by phone for any truly urgent matters that only I can address.
Thank you for your support and understanding. I appreciate the company’s accommodation of this necessary medical leave.
Sincerely,
[Your name and position]
Engineering Department
Company Name
Mobile: (555) 876-5432
9. Returning to Work After Sick Leave
Subject: Return to Work Notification – [Your Name]
Dear Ms. Chen,
I am pleased to inform you that I have recovered from my illness and will be returning to work tomorrow, May 22nd. Thank you for your understanding and support during my absence.
I have reviewed all the team emails and project updates shared during my sick leave and am fully prepared to resume my responsibilities. I would like to express my gratitude to Karen and Thomas for covering my duties while I was away.
I have scheduled brief catch-up meetings with each of my project teams tomorrow to ensure a smooth transition back. If there are any additional matters I should be aware of before my return, please let me know.
Once again, thank you for your patience and consideration during my recovery period.
Warm regards,
[Sender’s name and role]
Product Development
Extension: 5678
10. Sick Leave While Working Remotely
Subject: Sick Day – Unable to Work Remotely Today
Hi Raj,
I need to take a sick day today as I’ve been experiencing severe migraine symptoms since early this morning that make it impossible for me to look at screens or participate in video calls.
Even though I work remotely, my condition today prevents me from performing my duties effectively. I have taken medication and hope to recover with some rest.
I’ve already notified the team via Slack and have asked Leila to chair our weekly strategy meeting scheduled for this afternoon. All other tasks on my agenda for today can wait until tomorrow without affecting any deadlines.
I expect to be back online tomorrow morning, but will send an update if my condition persists.
Thank you for understanding that even remote workers sometimes need sick days.
Best regards,
[Your name and designation]
Digital Marketing Team
Mobile: (555) 432-1098
11. Sick Leave During a Critical Project Phase
Subject: Urgent Sick Leave Notice – [Date]
Dear Ms. Blackwell,
I regret to inform you that I have been diagnosed with a severe case of strep throat and have been explicitly instructed by my doctor to remain at home for the next three days to recover and to prevent spreading the infection. I am aware this comes during the critical final phase of the Anderson project, and I sincerely apologize for this unavoidable absence.
To minimize disruption to our timeline, I have taken the following steps:
1. Completed and uploaded all my deliverables that were due this week 2. Prepared detailed notes for tomorrow’s client presentation, which I’ve shared with Victor 3. Created a comprehensive status update on all my assigned modules 4. Set up remote access to my work files should any urgent questions arise
While I will be resting, I can be available for a brief phone consultation between 2-3 PM each day if absolutely necessary for critical decisions that cannot wait until my return.
I have attached my doctor’s note for your records. I anticipate returning to the office on Monday, May 25th, and will confirm this on Sunday evening.
Thank you for your understanding during this challenging time.
Sincerely,
[Your name and position]
Project Management Office
Cell: (555) 765-4321
12. Sick Leave Without Prior Notice (Sent After Hours)
Subject: Apology for Absence Today – Sudden Illness
Dear Mr. Tanaka,
I want to sincerely apologize for my unexpected absence from work today. I woke up at 3 AM with severe gastrointestinal issues that made it impossible for me to come to the office or even notify you before business hours.
I visited an urgent care facility this morning and have been advised to rest for 24 hours. I have attached the medical certificate for your records.
I understand my absence may have caused disruption, especially regarding the client meeting scheduled for this afternoon. I’ve spoken with Priya just now, who confirmed she stepped in and successfully conducted the meeting using the presentation we had prepared together last week.
I have also reviewed my emails and responded to all urgent matters remotely. I expect to return to the office tomorrow, but will confirm in the morning based on how I’m feeling.
Once again, I apologize for the inconvenience caused and thank you for your understanding.
Regards,
[Insert sender’s name and role]
Business Development
Phone: (555) 234-5678
13. Sick Leave Request with Remote Work Offer
Subject: Partial Sick Leave Request – Working Remotely
Dear Jackie,
I am writing to let you know that I’ve been diagnosed with a minor case of bronchitis. My doctor has advised me to avoid commuting and office environments for the next three days to recover properly and prevent spreading the infection to colleagues.
While I need to take care of my health, I feel well enough to work remotely during this period. I propose working from home from Wednesday through Friday this week, which would allow me to:
1. Attend all scheduled virtual meetings 2. Complete the quarterly report due this Friday 3. Continue coordination with vendors via email and phone 4. Avoid exposing team members to potential infection
I’ve attached my doctor’s note recommending limited exposure to others. I will be fully available during regular business hours and can be reached through all normal channels (email, phone, team messaging platform).
Please let me know if this arrangement works for you or if you would prefer I take full sick leave instead.
Thank you for your flexibility and understanding.
Best regards,
[Your name and designation]
Supply Chain Department
Mobile: (555) 987-6543
14. Sick Leave for a Chronic Condition Flare-up
Subject: Sick Leave – Chronic Condition Management
Dear Eliza,
I need to inform you that I am experiencing a flare-up of my chronic medical condition and will need to take sick leave today and possibly tomorrow. As you know, I manage this condition well most of the time, but occasionally need to take time off when symptoms worsen.
I have my medication and am following my doctor’s established care plan. Based on previous episodes, I expect to be able to return to work after 1-2 days of proper rest and treatment.
I have already: – Notified team members of my absence – Rescheduled my client call to next Monday – Updated the project management system with notes on my current tasks – Asked Daniel to cover the department meeting tomorrow if I’m still absent
I will be checking emails periodically and can be reached by phone for anything urgent. I’ll provide an update on my return date by tomorrow afternoon.
Thank you for your continued understanding and support regarding my health management needs.
Warm regards,
[Sender’s name and role]
Customer Success Manager
Email: name@company.com
Cell: (555) 123-4567
15. Sick Leave During Busy Season or Deadline Period
Subject: Emergency Sick Leave – [Your Name]
Dear Mr. Alvarez,
I regret to inform you that I need to take sick leave effective immediately due to a severe case of influenza. I understand this comes at an extremely busy time for our team with the quarterly deadline approaching, which makes this situation even more difficult.
My doctor has confirmed I am highly contagious and has strictly advised me to isolate for at least three days. I have attached the medical certificate for your records.
Despite the unfortunate timing, I have taken several steps to minimize disruption:
1. I worked through the night to complete the financial projections for the Peterson account. These files are finalized and saved in the shared folder.
2. I have prepared detailed instructions for Samantha to take over my portion of the quarterly report. We had a video call this morning where I walked her through all outstanding items.
3. I have created an annotated list of all my active projects with current status, next steps, and contacts, which I’ve shared with the entire team.
I will have my laptop with me and, while I need to prioritize rest for a swift recovery, I will be available for one hour each day (2-3 PM) to address any critical questions that may arise.
I sincerely apologize for this inconvenience during such a crucial period and appreciate your understanding. I will provide updates on my condition and expected return date.
Respectfully,
[Your name and position]
Financial Analysis Department
Mobile: (555) 345-6789
Wrapping Up: Effective Sick Leave Messages
The key to a successful sick leave email lies in clear communication, appropriate information sharing, and thoughtful planning for work continuity. Remember that taking necessary time to recover is not just beneficial for your health but also ensures you return to work fully productive and prevents spreading illness to colleagues.
When crafting your sick leave message, always consider your company’s specific policies, the nature of your role, and the current work environment. Adapt these templates to fit your particular situation while maintaining professionalism and respect for your team’s needs.
Prioritizing self-care through proper sick leave communication demonstrates both personal responsibility and professional courtesy. By following these examples, you can maintain positive workplace relationships even when health challenges arise.