How to write a sick leave e-mail and its reminder with examples.

3 years ago

Every now and then, you have one of those days where you wake up and your body is just not prepared to go to work. It is pretty normal to be feeling under the weather some days because you just do not have the stamina to make the long commute to work and sit at your desk for eight hours. In certain cases, you may be very ill, with a high fever, bad splitting headaches, or a disturbed stomach. Whatever the case may be, you may need to send a Sick Day Email to your boss or office at any point. In most workplaces, it is common practice to call in sick or send a sick day email so that the employer and colleagues are aware of your absence and appropriate steps will be taken to cover for you. Specific requirements differ for each business, but the gist of a sick day email is quite common.

This article will show you how to write a professional sick day email, as well as how to write a reminder email if your boss has forgotten about you or has not got your e-mail.

Ask for the leave

Follow the company's procedures.

Some businesses require workers to notify their employers of their absences at least two hours prior to the start of their shifts. Others may ask for a phone call rather than an email or text to confirm that they received your message.

For leaves of more than a few days, you may need to send a doctor's statement, depending on the work. Some employers, on the other hand, can require you to send a doctor's notice for a single day off. If you are not sure what the correct protocol is for this, ask your boss.

Do it Early

As soon as you know you will not be able to make it to work, send in a sick note or call ahead. A sudden injury or a trip to the emergency room will take your mind off work. However, it is your responsibility to contact your boss as soon as possible. You do not want to leave them in the dark where you are.

It is important to notify your boss and teammates as soon as possible that you will be calling in sick for the day. This allows them to make alternative plans, delegate the duties to others, and plan their own schedules accordingly.

Make arrangements for someone to cover for you.

You should make plans with a trusted colleague long before you need to be away, so you can count on their assistance if you need it.

A fixed agreement is not solely due to the colleague's lack of consideration. Your coworker wants to know how you do your job, where to search for specific files on your computer, and who your customer or vendor connections are. Otherwise, as they are filled in for you, they will sound clueless. You do not need to plan a textbook-length description of your work. Simply make a list of your activities, such as:

  • Reports you write and when they are due so that your colleague can finish them if your sick leave falls on a deadline.
  • names, emails, and working descriptions of contacts in other departments and companies with whom you work
  • a running list of unfinished projects and the individuals who are working on them.
  • instructions about how to manage things that only you can perform so that if you become too sick to function at home, someone else can take over.

How to Write an Email for a Sick Day

Keep your email short and simple. When you call or email in sick, make sure to provide the following information:

The reason for your absence is as follows

Keep this section simple and straightforward without going into too much detail. Create a list of the particular disease and key effects that prevents you from getting to work. You are not required to have anything on your list.

How long will you be away from work?

Many illnesses, such as the flu or a cough, have a straightforward path where the worst is over after one or two days. Ask the doctor how long it will take you to heal if you are not sure when you will be back.

Address the contact availability

Inform your manager whether you should respond to questions via email. In case they need to contact you, you should even provide an emergency phone number. If you are too sick to reply to emails, be upfront about it and let people know you will be offline at that time.

Determine whether or not you can work

This is true for telecommuting, remote, or senior-level workers who are supposed to work whilst on leave. If you are infectious but not too sick to stay in bed, your employer may let you work from home.

A doctor's note, as well as other paperwork, is required

Mention any doctor's statement, prescription, or medical credential you have to support your sick leave order.

Name the person who will take over

Mention who will be in charge of your latest tasks and meetings so that your boss knows who to call for concerns about your duties.

Professional Closing

Finish your sick day email with your name and a quick closing.

Leave Reminder Email

You sent an e-mail, but you didn’t get a response, that’s when you send a reminder email, It is time to think about how to set it down on paper.

The Headline (Most Important)

Did you know that 78 percent of people decide whether or not to open an email based on the subject line? To put it another way, the subject line is the first and perhaps last impression you make on users.

But missing the subject line is not going to work; on the other hand, messages without a subject line often end up in the spam folder. Use powerful words in the subject line, such as "Response Required" or "Attention," to get the recipient's attention and maximize the likelihood of them opening your letter. Do not fail to add the project's, company's, or event's name as well.

You are now able to move on to the next level, which is creating your friendly reminder email, after choosing an eye-catching subject line.


Each email is sent to a specific person. The salutation is delivered specifically to the person to whom you are delivering the mail.

It is often included in a structured email, although it is not always used in formal communications. Always start your message with a greeting and treat others with respect. If you do not know the recipient's name or do not know their first name, use "Dear Sir/Madam" or "To Whom It May Concern."

If the relationship is more informal, you can start with the name and then say "Hi."

Your Message

It is time to cover the body of the message now that you have chosen the subject line and salutation.

Start your message on a positive note, such as "I hope you are doing well." This prevents the message from coming off as overly harsh. The intent of your message must then be expressed.

Close Your Message

The tone of your request should be reflected in the closing line of your letter. If you used a casual tone, the closing line should be casual as well. If your email is formal, the closing line should be formal as well.

Additional tips

Make sure your email is composed in a professional way

Maintain the same level of professionalism in your email as you would in any other company communications. The date and contact details can be left off the top of the post. Include the same material as before, but add your contact details under your signature.

In the subject line, Include your name

Fill in your name and the explanation for your letter in the subject line. 

Proofread your e-mail

Be sure to proofread the e-mail before sending it. And though you are sick, this is still a business email. Your writing should be polished and straightforward.


Email Sample on a Sick Day

“Hi (Manager’s Name),

I am emailing to let you know that I will not be able to make it to work today, (Date), because I am sick (your illness). I will be available to reply to emails if you need immediate assistance, however (Coworker's Name) will be in charge of my workload today to ensure that all deadlines are met.

Thank you for understanding,

(Your Name)”

Sample Sick Day Email with Request for Paid Leave

“Dear (Your Manager’s Name),

I would not be able to come to work today because I am sick and suffering from (symptoms you are experiencing). Last night, I went to the emergency department, and the doctor confirmed that I have (doctor's diagnosis).

I asked (Co-Name) workers to take over my meeting with (Client's Name) this afternoon because the doctor recommended (X days off from work) because I (need to relax, am contagious). They will even take care of my unfinished work while I am gone. If you have an emergency, I will be available via email.

I have also included a copy of the doctor's note in this email. Please send this email along with the attachment to HR so that they can process my sick leave. Thanks for the update.


(Your Name)”

Sick Email Template for Indefinite Leave

“Dear (Manager’s Name),

I am writing to let you know that I may not be able to make it into the office today. I have been feeling (ill, dizzy, etc.) since (last night, yesterday, etc.) and have only seen a doctor once.

They diagnosed me with (your illness) and gave me long-acting medicine (X days). I am doing a little better now that the first dose of medicine has kicked in, but I have been ordered to stay at home until I am completely recovered.

I'll do my best to inform you if I can’t make it to work tomorrow so that we can make some temporary arrangements for my workload. In the meantime, (Colleague’s Name) has agreed to look after my tasks for the day."


When the time comes to email in sick, you may not recall anything from this article. it's okay. Keep in mind that you would adhere to the company's sick-day schedule. If you follow the guidelines, a sick day will not end in scolding the day you return to work.

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