Calling in sick is a common workplace practice that requires clear communication. Employees must convey their health status to their supervisors in a professional manner. A sample email serves as a helpful template for crafting such messages. It outlines the necessary components, such as notifying one’s manager, explaining the situation, and offering to keep them updated. Understanding how to write this email can ensure that employees maintain professionalism while prioritizing their health and well-being.
Sample Emails for Calling in Sick
When you’re feeling unwell, it’s important to communicate effectively with your employer. Below are 15 sample emails for various reasons for calling in sick, covering different situations you might encounter.
1. Cold and Flu Symptoms
Subject: Sick Leave Notification
Dear [Manager’s Name],
I am writing to inform you that I am experiencing cold and flu symptoms today. I will be unable to attend work and will keep you updated on my recovery.
Thank you for your understanding.
Best regards,
[Your Name]
2. Stomach Bug
Subject: Sick Leave Required
Hi [Manager’s Name],
I wanted to let you know that I have come down with a stomach bug and will not be able to work today. I apologize for any inconvenience this may cause.
Thank you for your support.
Kind regards,
[Your Name]
3. Migraines
Subject: Sick Day
Dear [Manager’s Name],
I am reaching out to inform you that I am suffering from a severe migraine and cannot come into work today. I will ensure to catch up on any missed tasks once I am feeling better.
Thank you for your understanding.
Best,
[Your Name]
4. Family Emergency
Subject: Absence Due to Family Emergency
Hi [Manager’s Name],
I am writing to let you know that I have a family emergency that requires my attention today, and I will not be able to come to work. I appreciate your understanding during this challenging time.
Thank you,
[Your Name]
5. Doctor’s Appointment
Subject: Sick Leave for Doctor’s Appointment
Dear [Manager’s Name],
I wanted to notify you that I have a scheduled doctor’s appointment this afternoon which may take longer than expected. I will need to take the day off to attend to my health.
Thank you for your consideration.
Best regards,
[Your Name]
6. Sore Throat
Subject: Out Sick Today
Hi [Manager’s Name],
I am writing to let you know that I have a sore throat and am feeling under the weather. I will need to take a sick day to rest and recover.
Thank you for your understanding.
Kind regards,
[Your Name]
7. Back Pain
Subject: Sick Leave Notification
Dear [Manager’s Name],
Unfortunately, I am experiencing significant back pain today and will not be able to perform my duties effectively. I will keep you updated on my progress.
Thank you,
[Your Name]
8. Allergies
Subject: Sick Day Request
Hi [Manager’s Name],
My allergies are acting up significantly today, and I am unable to concentrate or work efficiently. I need to take a sick day to manage my symptoms.
Thank you for understanding.
Best,
[Your Name]
9. COVID-19 Symptoms
Subject: Sick Leave Due to COVID-19 Symptoms
Dear [Manager’s Name],
I am experiencing symptoms consistent with COVID-19 and will not be able to attend work today. I’ll keep you updated on my condition as soon as I can.
Thank you for your consideration.
Best regards,
[Your Name]
10. Fatigue
Subject: Sick Day
Hi [Manager’s Name],
I wanted to reach out and inform you that I am feeling extremely fatigued and unwell today. I will take a sick day to rest and recuperate.
Thank you for your understanding.
Kind regards,
[Your Name]
11. Issues with Medication Side Effects
Subject: Sick Leave Notification
Dear [Manager’s Name],
I am experiencing side effects from a new medication I started and will need to take the day off to manage it. I appreciate your understanding.
Thank you,
[Your Name]
12. Mental Health Day
Subject: Sick Day Request
Hi [Manager’s Name],
I’m writing to let you know that I need to take a mental health day today. Taking this time will help me return stronger and more focused.
Thank you for your support.
Best,
[Your Name]
13. Food Poisoning
Subject: Sick Day Notification
Dear [Manager’s Name],
Unfortunately, I have come down with food poisoning and will not be able to work today. I appreciate your understanding as I recover.
Thank you,
[Your Name]
14. Prenatal Checkup
Subject: Sick Leave for Prenatal Appointment
Hi [Manager’s Name],
I wanted to inform you that I have a prenatal checkup today and will need to take the day off to attend this important appointment. I’ll be sure to catch up on my work once I return.
Thank you for your consideration.
Kind regards,
[Your Name]
15. Unexpected Surgery Recovery
Subject: Sick Leave Notification
Dear [Manager’s Name],
I had to undergo unexpected surgery, and I am required to take some time off for recovery. I appreciate your understanding during my healing process.
Thank you,
[Your Name]
How should I structure my email when calling in sick?
When calling in sick, structure your email to ensure clarity and professionalism. Begin with a clear subject line indicating your absence. Use a formal greeting to address your supervisor or manager. In the opening sentence, state that you are unable to work due to illness. Provide the expected duration of your absence and mention any urgent tasks that require attention.
Include a closing statement expressing your willingness to follow up if needed. Sign off with your name and contact information to maintain professionalism. This structure allows your message to be easily understood and demonstrates your responsibility regarding workplace communication.
What key elements should be included in a sick leave email?
Key elements in a sick leave email encompass a subject line, a greeting, the main body, and a closing statement. The subject line should clearly state your intent, such as “Sick Leave Notification.” The greeting should be professional, addressing the recipient appropriately. In the main body, include a brief explanation of your illness, the expected duration of your absence, and any arrangements you have made to cover your responsibilities during that time.
Finally, the closing statement should thank the recipient for their understanding and offer your contact information for any follow-up. Incorporating these elements creates a comprehensive and respectful sick leave email that maintains workplace communication standards.
What tone and language should I use in a sick leave email?
The tone and language used in a sick leave email should be professional, concise, and respectful. Use clear and straightforward language to convey your message effectively. Avoid overly casual language or humor, as it may undermine the seriousness of your request. Maintain a polite tone throughout the email, expressing appreciation for the recipient’s understanding.
Be direct in stating your situation while keeping the email brief. This approach ensures that your email is taken seriously and aligns with workplace communication norms. Utilizing an appropriate tone and language helps foster a positive relationship with your employer, even during your absence.
When is it appropriate to send a sick leave email?
It is appropriate to send a sick leave email as soon as you realize you are unable to work due to illness. Ideally, notify your employer at least an hour before your scheduled shift to allow for coverage of your responsibilities. If your illness occurs suddenly, send the email as soon as possible, detailing your inability to perform work duties.
In instances of planned medical procedures or doctor’s appointments, giving advance notice is recommended. This proactive communication allows your team to adjust workloads effectively. Sending a sick leave email timely reflects your professionalism and consideration for your colleagues.
Thanks for sticking around and checking out our tips for crafting the perfect sick day email! We know how tough it can be to balance work and health, so hopefully, this helps make your next sick day a little easier. Don’t hesitate to come back for more handy advice and tips—your go-to spot for all things work-related! Wishing you good health and a speedy recovery when you need it. Until next time!