When employees need to take a day off due to illness, crafting an effective calling out sick email becomes essential. A well-written email helps maintain professionalism while clearly communicating the need for leave. Sample emails provide guidance on structure and tone, ensuring that the message is respectful and concise. Employers appreciate receiving timely notifications from employees, as it facilitates better planning and coverage. By utilizing examples of calling in sick emails, employees can express their situation while adhering to company policies and etiquette.
Sample Sick Leave Emails for Various Reasons
Taking a sick day is sometimes necessary for your health and well-being. Below are fifteen sample emails that you can use as a reference when calling in sick for various reasons.
1. Severe Cold or Flu
Subject: Sick Leave – [Your Name]
Dear [Manager’s Name],
I am writing to inform you that I am feeling unwell due to a severe cold and will not be able to come to work today. I will ensure to catch up on my responsibilities upon my return.
Thank you for your understanding.
Best regards,
[Your Name]
2. Stomach Virus
Subject: Sick Leave Notification
Hi [Manager’s Name],
I hope this message finds you well. Unfortunately, I have contracted a stomach virus and need to take a sick day to recover. I appreciate your understanding in this matter.
Kind regards,
[Your Name]
3. Migraine
Subject: Sick Day – [Your Name]
Dear [Manager’s Name],
I am experiencing a debilitating migraine today and will be unable to perform my duties. I hope to feel better and return tomorrow.
Thank you for your consideration.
Sincerely,
[Your Name]
4. Doctor’s Appointment
Subject: Sick Leave Due to Doctor’s Appointment
Hi [Manager’s Name],
I wanted to inform you that I have a doctor’s appointment today and will need to take a sick day. I will ensure to keep you updated on any work that needs my attention.
Best,
[Your Name]
5. Family Emergency
Subject: Sick Leave – Family Emergency
Dear [Manager’s Name],
I am writing to let you know that I am dealing with a family emergency today and will not be able to come to work. I appreciate your understanding during this difficult time.
Thank you,
[Your Name]
6. Allergies
Subject: Sick Leave – Allergies
Hi [Manager’s Name],
I am feeling quite unwell today due to severe allergies and will need to take the day off to recover. I hope to be back tomorrow.
Thanks for your support,
[Your Name]
7. Minor Surgery Recovery
Subject: Sick Leave – Post-Surgery Recovery
Dear [Manager’s Name],
I wanted to notify you that I recently underwent minor surgery and need to take sick leave for recovery. I appreciate your understanding during this time.
Warm regards,
[Your Name]
8. Back Pain
Subject: Sick Day – Back Pain
Hi [Manager’s Name],
I am unfortunately experiencing severe back pain today and will not be able to come to work. I intend to rest today and hope to return tomorrow.
Thank you for your understanding,
[Your Name]
9. Dental Procedure
Subject: Sick Leave – Dental Appointment
Dear [Manager’s Name],
I wanted to inform you that I have a dental procedure scheduled for today and will be unable to work. I appreciate your understanding and will keep you posted on my recovery.
Sincerely,
[Your Name]
10. Fatigue and Stress
Subject: Sick Day – Fatigue
Hi [Manager’s Name],
I am feeling extremely fatigued and stressed today and believe that taking a sick day is necessary for my health. I hope to return more refreshed soon.
Thank you for understanding,
[Your Name]
11. Child’s Illness
Subject: Sick Leave – Child’s Illness
Dear [Manager’s Name],
I am writing to let you know that my child is unwell today, and I need to stay home to care for them. Thank you for your understanding during this situation.
Best regards,
[Your Name]
12. Flu-Like Symptoms
Subject: Sick Day – Flu Symptoms
Hi [Manager’s Name],
I am experiencing flu-like symptoms today and will be unable to come into work. I will keep you updated and aim to return as soon as I am able.
Thank you,
[Your Name]
13. Skin Infection
Subject: Sick Leave – Skin Infection
Dear [Manager’s Name],
I must inform you that I have developed a skin infection and need to take sick leave to address it. I appreciate your understanding during this time.
Thank you,
[Your Name]
14. Unspecified Illness
Subject: Sick Leave Notification
Hi [Manager’s Name],
I am feeling quite unwell today and need to take a sick day to recover. I appreciate your support and understanding.
Best,
[Your Name]
15. Recovering from a Cold
Subject: Sick Leave – Recovery Day
Dear [Manager’s Name],
Although I am improving from my recent cold, I need an extra day to fully recover and regain my energy. I will ensure to check in and catch up on my work as soon as I return.
Thank you for your understanding,
[Your Name]
What Should Be Included in a Calling Out Sick Email?
A calling out sick email should include several key elements for clarity and professionalism. First, the subject line should clearly state that the email is about a sick day. This helps the manager or HR department quickly identify the purpose of the email. The body of the email should start with a greeting that addresses the recipient properly, such as “Dear [Manager’s Name].” Next, the employee should state their intention to take a sick day. This includes specifying the date and, if appropriate, the expected duration of absence. Additionally, it is beneficial to offer a brief explanation of the illness, while maintaining professionalism and privacy. The employee should also express their willingness to help with any urgent tasks remotely, or indicate who will cover their responsibilities during their absence. Finally, the email should be concluded with a polite sign-off, such as “Best regards,” followed by the employee’s name.
How Can I Maintain Professionalism in a Sick Day Email?
Maintaining professionalism in a sick day email is essential for preserving workplace relationships. First, the tone of the email should be respectful and concise. The content should avoid excessive detail about the illness; instead, it should focus on the facts relevant to the absence. Moreover, the employee should make sure to notify their supervisor or HR as early as possible, which shows respect for the team’s workflow. The employee should also express gratitude, such as thanking the manager for their understanding. It is important to proofread the email for grammatical errors and typos, as this reflects the individual’s professionalism. Lastly, keeping the email brief yet informative ensures that the recipient receives the necessary information without feeling overwhelmed.
When is the Best Time to Send a Sick Day Email?
The best time to send a sick day email is early in the day, preferably as soon as the employee realizes they are unable to work. If the illness occurs overnight, sending the email before the typical start time demonstrates responsibility and consideration for others’ schedules. In cases where the illness develops in the morning, the employee should aim to send the email immediately after making the decision to stay home. Moreover, if the organization has a specific policy on notifying about absences, the employee should adhere to that timeline. This timing allows the supervisor or colleagues to arrange accordingly, minimizing disruption to team dynamics. Additionally, sending the email early allows for better planning of workload management in the employee’s absence.
What Tone is Appropriate for a Sick Day Email?
The appropriate tone for a sick day email should be professional, straightforward, and courteous. First and foremost, the employee should avoid overly casual language, as this can undermine the seriousness of the situation. The email should reflect a tone of respect for the employer and the team. Expressing empathy for any inconvenience caused by the absence is also important. The employee should remain positive, even if feeling unwell, as this reflects professionalism and a commitment to the workplace. Additionally, it is advisable to balance formality with a personal touch, as over-technical language may seem impersonal. Overall, the goal is to communicate effectively while maintaining a respectful and professional demeanor.
Thanks for sticking around and checking out our sample email for calling out sick! We hope it helps make that slightly uncomfortable process a little easier. Remember, it’s totally okay to take a day for your health when you need it. Feel free to swing by again for more tips and tricks on navigating the workplace—whether you’re under the weather or just looking for some handy communication advice. Take care, and here’s to feeling better soon!