Sick leave email templates help you notify the right person that illness affects your ability to work. A useful message gives the absence date or expected period, explains any immediate work impact, and identifies how you will provide an update. You can be clear without sharing unnecessary medical detail.
The three examples below cover a medical-leave message, a sick-day format and a message to a manager. Adapt them to your employer notification process. If a phone call, reporting system or designated contact is required, sending an email alone may not complete that process.
Give an estimate only when you have one. If you cannot yet say when you will return, state that you will update the recipient at an appropriate time rather than promising a recovery date. A workplace absence email records a notification; it is not a medical certificate.
Put the absence information first
Use a subject such as “Sick leave notification: [name], [date]” when that matches the workplace practice. In the opening, state that you are unwell and unable to work, or explain the relevant restriction accurately. Include the day or period affected and the person receiving the notification. If you have already informed someone by phone, you can mention that the message confirms the conversation. Check shift start times and reporting instructions so the notification reaches the responsible person when it is useful.
Share only the medical information needed for the process
A routine email often does not need a detailed symptom history. If supporting evidence is required, use the employer approved route and supply authentic documentation from the appropriate source. Consider whether a group inbox or copied recipients should receive health information at all. If you need an adjustment or a longer period away, a separate conversation with the appropriate manager or HR contact may be necessary. A generic template cannot determine medical fitness, entitlement to leave, pay arrangements or the evidence rules that apply to a particular workplace.
Make urgent work handovers realistic
Identify a time-critical appointment, deadline or customer matter only if it needs immediate attention. Give a location for existing work and the approved contact who can help, where available. Do not promise to work throughout the day when you are saying you are too unwell to work. If you can safely send a brief handover, keep it limited to what colleagues need to continue. Where no arrangement is confirmed, ask the manager to assign responsibility instead of naming another person without their knowledge.
Explain when an update will be possible
If the likely duration is uncertain, say that you will update the recipient by a suitable time or through the agreed process. A return date should remain an estimate until confirmed. If circumstances change, notify the relevant person rather than leaving an earlier date in place. A return-to-work discussion, medical evidence or other process may be needed depending on workplace requirements. Keep those arrangements separate from the original notification and avoid stating that you are medically cleared unless that accurately reflects the relevant assessment.
Worked example for adapting the wording
An employee wakes up unwell before a morning shift. The message identifies the shift date, states that they cannot attend, and confirms that they have used the required absence-reporting process. A customer call due that morning is highlighted with a link to the existing notes. The employee does not promise to join meetings while resting. If the duration is uncertain, they say when they will provide the next update. This keeps the notification helpful without turning it into a medical history or a commitment to work during an absence. If authentic evidence is later requested, it is supplied through the correct private channel.
3 templates, samples and download previews
The previews below show the available examples. Download buttons identify the offered file format; many files are supplied in ZIP packages that must be extracted first. Word and PDF versions of the same example count as one template, not two different designs. Choose an example for its purpose, then check the actual extracted file before editing it. Keep the original blank download separately from a completed copy.
Official Medical Leave Email Sample
Subject: Medical Leave for two Days
Dear Mr. / Mrs. [Last Name of the Recipient],
This is to inform you that I will not be able to come to work for the next two days. This is because I am not feeling well for the whole past week. Yesterday, I had an appointment with my doctor. Upon detailed checkup, he told me that I am suffering from migraine.
He prescribed me some medicines as well as suggested me to take complete rest for at least two days. Therefore, I request you to kindly allow me this leave of absence for two days from [mention Start Date] to [mention End Date].
In my absence, [mention Name of the Person] will be responsible for my duties. However, you can still reach me via the contact details given below. Hopefully, you will understand my situation. As soon as I start feeling good again, I will be back to work.
Please find attached to this email a copy of the doctor’s notes.
Thanking you in anticipation.
Best Regards,
[Sender Name]
[Sender Contact Details]
Official Medical Leave Email Template
Professional Sick Day Email Format
Subject: Absence from Work due to Injury
Dear Mr. / Mrs. [Last Name of the Recipient],
I am writing this email to notify you of my absence from work for today, dated [mention Date], [mention Day]. The reason is that I accidentally fell from the staircase of my house when I was running late for the office this morning.
Luckily, I got no severe injuries. However, I fell on my right arm due to which it got swollen. The doctor told me to take a day off from work and rest for the complete day. He also prescribed me some medication that will heal the arm within 24 hours.
So, I request you to accept my absence from work for today. Please find attached to this email the doctor’s notes and the prescribed medication. In case of emergency, you can contact me via the given below contact details.
Thanks a lot!
Sincerely,
[Sender Name]
[Sender Contact Details]
Professional Sick Day Email Template
Formal Sick Leave Email to Manager Sample
Subject: Sick Leave Email due to Accident
Dear Mr. / Mrs. [Last Name of the Recipient],
This email is to request you approve my sick leave from work for the next 30 days. Today morning, I was on my way to the office. I was on my bike and was crossing the main signal on Lipton Road. Suddenly, a car broke the signal from the opposite road and hit my bike while crossing the road.
I fell hard on the road with my bike on my left leg. Then some people gathered around me and took the bike off of my leg. My leg bone was broken and I could barely walk. Then the ambulance came and took me to the National City Hospital. The doctor performed a small surgery to fix my broken leg bone and prescribed me some medications. She also instructed me to take complete bed rest at least for the whole month.
Therefore, I request you to approve my sick leave from work from [mention Start Date] to [mention End Date]. In my absence, Mr. / Mrs. [mention Name of the Person] will be responsible for all my duties and responsibilities. However, you can always reach me via the contact details given below.
Please find attached to this email the hospital receipt and the doctor’s notes and prescribed medications. I hope that you can understand the whole situation. I would love to join back as soon as I recover from my injuries.
Thanks a lot!
Yours Truly,
[Sender Name]
[Sender Contact Details]
Formal Sick Leave Email to Manager Template
Tips for Writing a Professional Sick Leave Email
As mentioned earlier, the sick leave email templates on this page can be used to write an official sick leave email. Using these pre-formatted samples will allow you to create flawless and professional-looking sick leave email templates within no time.
However, if you still want to write a medical leave email from scratch, make sure to keep in mind the following simple tips:
- Use a concise and direct subject line that clearly indicates the purpose of writing the sick leave email.
- As it is a formal message, use proper professional salutations. In such an email, “Dear Sir/Madam” is the most commonly used salutation.
- Begin your email by clearly stating the reason for your sick leave. Mention your illness or its main symptoms for which you are actually writing the sick day email.
- Mention the period for which you actually want the leave of absence from work. Whether it be a single day leave or a leave for multiple days, do make it clear to the recipient about that.
- In some kind of sickness, you can work from home depending upon the nature of your work and the nature of your illness or disease. If you can easily manage that, make sure to mention this in your email message.
- Be genuine and professional in writing your sick leave email. To make it more effective and authentic, you can attach your doctor’s notes or other relevant documents with your email.
- State how the employers can reach out to you in case of some urgency.
- During your absence from work, you can appoint a person like an internee or a secretary of yours who can handle things on your behalf. Make sure to mention the name of that person in your email message.
- End your email in a professional way.
- Make sure to keep your email message brief and direct. Use simple yet professional language and just try to stick to the point. Also, avoid adding unnecessary explanations in your email.
- Make sure to proofread your email carefully before finally sending it to your boss.
Related templates for the next step
Understand the distinction between an absence message and clinical documentation. medical certificate reference forms.
Clinical notes serve a different documentation purpose and require authorized use. clinical note templates.
Use an existing handover record for urgent task information. handover report templates.
Frequently asked questions
What should a sick leave email say?
State the absence date or expected period, the relevant work impact and how you will update the recipient. Follow the employer notification process and keep medical detail proportionate.
Do I need to explain my diagnosis?
Requirements vary. A general notification can often be brief, but use the applicable workplace process for any evidence or health information requested. Avoid disclosing sensitive details to unnecessary recipients.
What if I do not know my return date?
Say that the duration is uncertain and give an appropriate update plan. Do not promise a return date or medical clearance that has not been established.
Should I offer to keep working from home?
Only describe work arrangements that are accurate, appropriate and agreed. Do not promise remote work when you are too unwell to work or when that arrangement has not been approved.
Is the email a medical certificate?
No. It is an absence notification. If genuine clinical documentation is required, obtain it from the appropriate qualified provider and submit it through the approved process.
