Writing a Sick Leave Email to Manager That Works

As someone who has written countless sick leave emails, I understand the importance of crafting a clear and professional message. This guide will walk you through the essential components of an effective sick leave email, provide tips from my personal experience, and offer three unique templates you can use.

Key Takeaways

  • Purpose: Communicate your need for sick leave clearly and professionally.
  • Components: Include the reason for your leave, duration, and any necessary documentation.
  • Tone: Maintain a professional and respectful tone throughout.
  • Templates: Use provided templates to craft your own sick leave email.

Essential Components of a Sick Leave Email





A well-crafted sick leave email should contain the following elements:

  1. Subject Line: Be specific and concise.
  2. Salutation: Address your manager respectfully.
  3. Reason for Leave: Clearly state why you need to take leave.
  4. Duration: Mention how long you expect to be absent.
  5. Documentation: Offer to provide a doctor’s note if required.
  6. Contact Information: Indicate if you can be reached while on leave.
  7. Closure: End on a polite and professional note.

My Personal Experience with Sick Leave Emails

From my experience, being transparent about your situation helps build trust with your manager. I’ve found that providing an estimated return date and keeping my team updated on my progress have always been appreciated. Here are some tips I’ve learned:

  1. Be Honest but Discreet: Share enough information to justify your leave without oversharing personal health details.
  2. Offer Solutions: If possible, suggest how your work can be managed in your absence.
  3. Follow Up: Send a follow-up email to confirm your return date or to extend your leave if necessary.

Real-Life Example

I once had to take an unexpected leave due to a severe flu. I immediately informed my manager via email, provided a doctor’s note, and suggested a colleague who could cover my urgent tasks. This proactive approach ensured that my absence had minimal impact on the team.


Sick Leave Email Templates

Here are three templates you can use for different situations:

Template 1: Short-Term Sick Leave



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Subject: Sick Leave Request

Dear [Manager’s Name],

I am writing to inform you that I am feeling unwell and will not be able to come to work today. I have a severe headache and fever, and I believe it’s best for me to rest and recover at home. I expect to return to work by [Date]. I will keep you updated on my progress.

Thank you for understanding.

Best regards, [Your Name]


Template 2: Extended Sick Leave

Subject: Request for Extended Sick Leave

Dear [Manager’s Name],

I hope this email finds you well. Unfortunately, I need to request an extended sick leave due to [specific illness or condition]. My doctor has advised me to take [number of days/weeks] off to recover fully. I will provide a doctor’s note upon my return.

During my absence, [Colleague’s Name] has agreed to handle my urgent tasks. I will be available via email for any critical issues.

Thank you for your understanding and support.

Sincerely, [Your Name]


Template 3: Follow-Up Email for Extended Leave

Subject: Follow-Up: Extended Sick Leave

Dear [Manager’s Name],

I wanted to update you on my current health status. My doctor has recommended extending my sick leave until [New Date] to ensure a full recovery. I apologize for any inconvenience this may cause and will continue to stay in touch regarding my progress.

Please let me know if there are any urgent matters that need my attention during this time.

Thank you for your patience and support.

Best regards, [Your Name]


Tips from Personal Experience

From my experience, here are some additional tips to keep in mind:

  1. Timing: Send your email as soon as you realize you need to take sick leave. Early notification helps your manager plan accordingly.
  2. Documentation: Always be ready to provide a doctor’s note if required. It adds credibility to your request.
  3. Professionalism: Maintain a professional tone, regardless of how well you know your manager. This helps keep the communication formal and respectful.

Final Thoughts

Writing a sick leave email doesn’t have to be daunting. By following the guidelines and templates provided, you can ensure your email is clear, professional, and effective. Remember, your goal is to inform your manager of your absence while minimizing any potential disruption to your team.

Key Points Recap

  • Be Clear and Concise: State your reason and duration of leave directly.
  • Maintain Professionalism: Use a respectful tone throughout your email.
  • Provide Documentation: Offer a doctor’s note if necessary.
  • Keep in Touch: Update your manager on your progress and return date.

By following these steps, you’ll be able to craft a sick leave email that works for both you and your manager.