Feeling under the weather and unsure how to tell your boss? Don’t worry, you’re not alone. When you’re sick, the last thing you want is the stress of drafting an email that strikes the right note of professionalism and personal detail.
From the perfect opening line to a polite sign-off, this guide will help you craft an email that communicates your situation clearly and concisely.
So, what’s the secret to easing the stress of writing this email, even when your head’s pounding, and you’d rather be in bed? Keep reading to learn how to handle this delicate communication.
Table of Contents
- Start with a Clear Subject Line
- Address Your Boss Professionally
- State the Purpose of Your Email Directly
- Mention the Date and Duration of Your Leave
- Provide a Brief Explanation of Your Illness
- Follow Company Protocol
- Attach a Doctor’s Note if Required
- Communicate Your Current Work Status
- Outline Your Plan for Work Continuity
- Offer to Keep in Touch if Necessary
- Express Gratitude for Understanding
- Sign Off Professionally
- More Expert Insights
- Email Samples for Requesting Sick Leave
- Frequently Asked Questions
- Final Thoughts
Start with a Clear Subject Line
When writing a sick day email, the subject line is the first thing your boss sees. Make it straightforward and to the point. For example, “Sick Leave Request” or “Out Sick Today” works.
Keep it simple so your boss knows what the email is about and prevents it from getting lost in a sea of unread messages. A clear subject line also helps your boss prioritize and address your absence more efficiently. Remember, a clear subject line sets the tone for the email and shows you’re organized.
Address Your Boss Professionally
Next on the list is addressing your boss professionally. This part might seem obvious, but it’s super important. Start with a proper salutation like “Dear [Boss’s Name]” or “Hi [Boss’s Name].” Using their name makes it personal and shows respect.
Here are three quick tips:
- Keep it professional, no matter how cool your boss is.
- Stick to names, no nicknames.
- Check your spelling—autocorrect can be sneaky!
Doing so reflects your professionalism and helps maintain a good working relationship.
State the Purpose of Your Email Directly
Get straight to the point. In the first paragraph, clearly state that you’re writing to inform them of your illness and need for a sick day. For example, you could say, “I am writing to let you know that I’m feeling unwell and need to take a sick day today.”
Being direct helps your boss quickly understand the reason behind your email. It eliminates any confusion and provides the necessary information right away.
"Get to the meat of the message in the email by using one of the following:
- Today I will not be in the office due to a sudden illness.
- Today I will not be in the office due to an illness.
- Today I will not be in the office because I am not feeling well.
- Unfortunately, I am not feeling well and will not be in the office today.
- Unfortunately, I am not feeling well."
— Crystal Williams, MBA | Chief Career Transitionist, The You Brand Academy
Mention the Date and Duration of Your Leave
Be clear about when you’ll be away from your desk and how long it will take. If you know you’ll be out for just a day, say so. If it’s more like a week, make that clear. And if you’re really not sure, just be honest about that.
In your email, lay it out clearly:
- “I’m starting my sick leave on [Date].”
- “I expect to return by [Date], but I’ll keep you in the loop.”
- If things are up in the air, “I’ll update you as soon as I can.”
Mentioning dates helps your boss plan around your absence. It’s all about giving them the information they need to adjust the workflow or find a temporary cover for your tasks.
Provide a Brief Explanation of Your Illness
While you don’t need to go into too much detail, a brief explanation about your illness can be helpful. Something simple like “I have a severe cold and cannot come to work” works just fine. This lets your boss understand why you need the leave without over-explaining.
Providing this information also prevents any misunderstanding or suspicions. It reassures your boss that your reason for the leave is legitimate. Think about it—you wouldn’t want to leave your boss guessing, right? A straightforward explanation clears up any potential doubts.
Remember to strike a balance—be clear, but don’t overshare. Your privacy is important, too.
"When a member of the team is ill, we trust them enough to know that they are telling the truth. Keep your message or call short and simple. No-one wants to know the detailed ins-and-outs of your specific illness, and it's not appropriate to share."
— Nathan Grieve | Founder, Project Hatch
Follow Company Protocol
Every company has its own set of rules, and it’s essential to follow them, even when you’re sick. Before you send that email, check your company’s handbook or guidelines on sick leave.
If your company requires you to notify HR or submit your leave through an internal system, make sure to do that. To keep it simple:
- What’s the process? Follow it step by step.
- Are any forms or systems in place? Use them as directed.
- Don’t know the rules? A quick email to HR can clear that up pronto.
Sticking to company protocol also ensures your leave request is processed smoothly and prevents delays or confusion.
"Check your employee handbook and/or ask your boss for your required form of a call-out. Some of my clients require phone calls only and won't accept emails or texts, others allow any form of communication, but it's important not to get yourself in trouble by using the wrong method of reporting. If you can report via email, notify the boss as soon as it's practical to do so, before the start of your workday."
— Jill Santopietro Panall, SPHR, SHRM-SCP | Owner & Chief Consultant, 21Oak HR Consulting
Attach a Doctor’s Note if Required
Some companies require a doctor’s note to verify your need for sick leave. If this is the case, make sure to attach the note to your email. You might say, “I have attached a note from my doctor confirming my illness.” It’s a simple step that supports your leave request with the necessary documentation.
On the other hand, don’t stress if you haven’t seen a doctor yet. A simple heads-up like “I’ll send the doctor’s note as soon as I have it” shows you’re on top of things.
Communicate Your Current Work Status
You’ll want to give your boss the lowdown on what you’ve got on your plate. Just a few lines about important projects or deadlines that are coming up. If something’s due tomorrow, they need to know; if it can wait until you’re back, let them know, too.
Here are a few examples:
- “I’ve wrapped up the quarterly sales report; it’s on the server.”
- “The presentation for next week is drafted, and I’ll finish it when I’m back.”
- “I’ve rescheduled my meetings for the week, so no clashes there.”
Sharing your work status helps your boss understand the immediate impact of your absence. This allows your boss to make necessary adjustments or delegate tasks if needed.
Outline Your Plan for Work Continuity
Now it’s time to talk about keeping the ball rolling while you’re out. You want to hand off the baton smoothly so no one trips up while you’re gone. Tell your boss if you’ve prepped someone else on your team to step in or if there’s a way your current tasks can be handled without you.
Having a clear plan for work continuity is a sign of great responsibility. It shows you’ve thought ahead and taken steps to ensure your team isn’t left in a tough spot.
Offer to Keep in Touch if Necessary
Let your boss know while you’re out, you’re not off the grid. If the sky is falling or there’s a work emergency, they can still reach you. But remember, this is only for the “cannot-wait” situations.
You might say something like:
- “Feel free to contact me for urgent issues; I’ll have my phone handy.”
- “I’ll check my email once a day just in case you need something.”
- “If anything critical pops up, I’m just a text away.”
However, always prioritize your health. Make it clear that while you’re available for emergencies, you are primarily focused on getting better. Your boss will likely appreciate your willingness to be available but should also respect your need for rest. This way, you’re showing commitment while being honest about your limitations.
Express Gratitude for Understanding
It’s always a good idea to end your email by expressing gratitude for your boss’s understanding. A simple line like, “Thank you for understanding my need for time off to recover,” can go a long way.
Gratitude isn’t just polite; it shows that you recognize and appreciate the flexibility being shown to you. It can strengthen your relationship with your boss and reflect well on your character and professionalism.
Sign Off Professionally
A professional sign-off is the cherry on top of a well-crafted email. It signals that you’re taking the communication seriously and adds a touch of respect. Think about it as the perfect ending to a conversation—it wraps things up neatly and leaves no loose ends.
Here are a few ways to end it right:
- “Best regards, [Your Name]”
- “Sincerely, [Your Name]”
- “Respectfully, [Your Name]”
- “With appreciation, [Your Name]”
Also, consider adding your contact information if not already included in your email signature, just in case your boss needs to reach you.
More Expert Insights
“If there’s a chance you won’t be feeling well enough to make it the next day, take the time to organize your work. Make sure a colleague knows how to handle pressing matters that can’t wait a day or two. That way, when it comes to writing the email to your boss, you’ll be able to demonstrate you’ve considered his or her needs, and won’t be leaving the team in a tough spot.”
— Katie Matthews | Editor, GreenActive Family
“If the sick days stretch out past 3-5 days, then I think it’s important to be clear with your leader on why you will be absent and how long you anticipate being absent for. If it’s a private manner, you should inform HR and let your boss know that you’ve let HR know the details of your private matter but that you would prefer not to discuss it with your boss.”
— Datis Mohsenipour | Director of Marketing, Outback Team Building & Training
“Reach out to HR for longer-term sick leave. When emailing to ask for a longer-term sick leave of five or more days, you may wish to reach out to HR (if you have HR) first to understand your company’s process. Take the initiative to find out whether your leave is covered by any paid or unpaid leave laws, such as the unpaid federal FMLA leave (which only pertains to employers with more than 50 employees). “
— Jill Santopietro Panall, SPHR, SHRM-SCP | Owner & Chief Consultant, 21Oak HR Consulting
“The key to writing a good sick leave email to your boss is to be honest. You should remember that you are a human being, and not feeling well is only natural.”
— Daniela Andreevska | Marketing Director, Mashvisor
Email Samples for Requesting Sick Leave
Now that we’ve discussed the necessary steps and considerations for writing a sick leave email to your boss, it’s helpful to see how these guidelines can be put into practice. Below are eight sample emails that demonstrate various scenarios, helping you communicate your need for sick leave clearly and professionally.
Sample 1: Direct and Formal Sick Day Email
Subject: Sick Leave Request for [Your Name]
Dear [Boss’s Name],
I am writing to inform you that I am unwell and unable to come to work today. I have come down with a flu and need to take the day off to recover.
I have briefed [Colleague’s Name] on the urgent tasks for today, and they have kindly agreed to cover for me. I will check my emails periodically and remain available for critical issues.
Thank you for your understanding.
Best regards,
[Your Name]
Sample 2: Brief Sick Day Email for a Minor Illness
Subject: Sick Day – [Your Name]
Hi [Boss’s Name],
I’m feeling under the weather today with a bad cold. I will need to take a sick day to recover. I expect to be back tomorrow feeling better.
All my tasks are up to date, and I’ve handed off today’s duties to [Colleague’s Name]. I’ll keep my phone close if there are any emergencies.
Thanks for your understanding.
Respectfully,
[Your Name]
Sample 3: Extended Sick Leave Email with Detailed Plan
Subject: Request for Extended Sick Leave – [Your Name]
Dear [Boss’s Name],
I am writing to notify you that, due to a medical condition, I have been advised to take an extended period of rest. As per my doctor’s recommendation, I will need to be on leave from [start date] to [end date].
I’ve arranged for [Colleague’s Name] and [Another Colleague’s Name] to take over my current projects. I’ve shared all relevant documents with them and outlined a detailed plan to ensure continuity.
I’ve attached a note from my doctor to this email as required by our company policy. I will keep you updated on my recovery and return date.
I appreciate your support during this time.
Sincerely,
[Your Name]
Sample 4: Unexpected Sick Leave Email
Subject: Unexpected Sick Leave – [Your Name]
Good Morning [Boss’s Name],
Unfortunately, I woke up feeling very unwell this morning and will not be able to make it to work. I am seeing my doctor shortly and will follow up with an update as soon as possible.
I’ve informed [Colleague’s Name] about my immediate responsibilities. Please don’t hesitate to contact me on my mobile for any pressing matters.
Thank you for your understanding.
Kind Regards,
[Your Name]
Sample 5: Professional Sick Leave Email with Doctor’s Note
Subject: Sick Leave Request – [Your Name]
Dear [Boss’s Name],
I am experiencing severe back pain and have been advised by my doctor to take a week off to undergo treatment. I am scheduled to return on [return date].
Attached is the medical certificate from my doctor for our records and compliance with our sick leave policy. I have briefed [Colleague’s Name] on my duties, and they will be overseeing my responsibilities during my absence.
Should there be any issues, I will remain accessible for urgent communications. Thanks so much for your understanding.
Respectfully,
[Your Name]
Sample 6: Detailed Sick Leave Email with a Focus on Continuity
Subject: Notification of Sick Leave – [Your Name]
Dear [Boss’s Name],
I regret to inform you that I have developed symptoms related to a gastrointestinal problem and, under my doctor’s advice, must abstain from work to facilitate a quick recovery. My physician has recommended a minimum leave of three days, and thus, I will be absent from [start date] to [end date].
I have prepared a handover document detailing the status of all ongoing projects, which I have shared with you and [Colleague’s Name]. I have also arranged for [Colleague’s Name] to be the point of contact in my absence and to temporarily take over my responsibilities.
Thank you for your understanding. I will do my best to be available remotely for any pressing matters and will keep you updated on my health and possible return sooner if recovery permits.
Warm regards,
[Your Name]
Sample 7: Quick Sick Day Notification Email
Subject: Out Sick Today – [Your Name]
Hello [Boss’s Name],
This is to notify you that I have come down with a fever and sore throat this morning and need to take the day off to rest and prevent the spread of illness in the workplace. I plan to return tomorrow if my health improves significantly overnight.
I have no urgent meetings today; however, I have notified [Colleague’s Name] about the status of tasks that need attention in my absence.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Sample 8: Formal Sick Leave Request for Mental Health Reasons
Subject: Request for Mental Health Leave – [Your Name]
Dear [Boss’s Name],
I am writing to formally request a short leave of absence for reasons related to my mental health, which has deteriorated due to recent personal challenges. After consulting with a health professional, I am advised to take a week off to focus on my well-being. Accordingly, I request leave from [start date] to [end date].
To ensure continuity, I have prepared all necessary transition documents and discussed specific details with [Colleague’s Name], who has agreed to cover for me during this period. All critical information has been organized and shared to avoid any disruptions.
I appreciate the company’s understanding and support concerning mental health, and I am grateful for the consideration. Per our company’s policy, please find attached a supportive note from my mental health practitioner.
Thank you in advance.
Best regards,
[Your Name]
Frequently Asked Questions
What if I feel better and can return to work earlier than expected?
Send a follow-up email informing your boss that you are well enough to return to work ahead of schedule. Confirm any meetings or tasks that you will be resuming upon your return.
How far in advance should I inform my boss about a planned medical leave?
As soon as you’re aware of the need for a planned medical leave, communicate with your boss. The earlier, the better, as it allows time for planning work continuity in your absence.
What should I include if I’m on medication that affects my ability to work?
Inform your boss that you are on medication and specify if it could impact your work performance. If necessary, suggest adjustments or a lighter workload, and assure them you will stay in touch about your progress.
Can taking too many sick days affect my job?
It might, depending on your company’s attendance policy. However, genuine illness and proper communication should not adversely impact your job. If you’re worried, check in with HR for guidance on managing frequent sick leaves.
Final Thoughts
Crafting the right sick day email helps set the tone for your absence, ensuring you maintain professionalism while also taking care of your health.
By keeping your message clear, respectful, and concise, you let your boss know you’re responsible, even when you’re not 100%. It’s all about making sure everyone is on the same page while you focus on getting better.
Next time you’re feeling under the weather, remember these simple steps for a no-stress email to your boss. It’s a small act, but it goes a long way towards maintaining good relationships and professionalism at work.
