A professionally formatted sick leave email is essential to inform your manager about your absence due to sickness. There are different procedures followed by the companies to approve the sick leaves of the employees. However, even if you apply on Darwin or any of the other portals, it is always a good idea to create a well-structured sick leave email to ensure a streamlined process.
A sick leave application should include the reason as to why you are taking the time off. If you attach the relevant medical documents along with your sick leave application, it will work in your favour.
It is a formal communication that is sent by the employee to the manager and concerned authorities. It is a professional manner of informing the employers about your illness. It is essential to keep records of your absence.
The email must contain all the necessary information related to your absence, availability, and how to efficiently streamline the workflow.
Why Should You Send a Sick Leave Email?
There are various reasons why a sick leave email should be written. Check out the points mentioned below to know the importance of writing a well-formatted leave application due to sickness.
Professional Responsibility: It is essential on your part to inform your manager, team, and colleagues about your absence. This counts for a good professional ethic and behaviour that is highly appreciated.
Streamlined Workflow: Informing your employer and colleagues well in advance will help them streamline their workflow and seamlessly contribute to the tasks.
Documentation: The sick leave email helps to keep and maintain an official record of your absence.
What to Include in a Sick Leave Email?
When writing a sick leave email, ensure it is short, crisp, and to the point. Some of the points that need to be incorporated in the sick day email are:
No. of days that you will be absent from the office.
Reason for your absence
Name of the contact person who will look over your workload
Doctor’s note if applicable
Whether you will be able to answer urgent emails and calls
When to Send Sick Leave Email?
Informing your manager to the earliest is important to ensure a smooth workflow with minimum disruption. You must start drafting the mail when you are feeling unwell and are not able to work properly. If possible, you must start drafting the mail before the work day starts.
If there is a scheduled procedure, such as an operation or surgery, then you should inform your managers at least a week before your days of absence. If you are already dealing with a chronic disease, and your symptoms have recurred, then you should keep your manager and colleagues informed about the same.
How to Write a Sick Leave Email?
You must follow a structured format to write the sick leave application. Check out the points mentioned below to learn about the various points that you must add to the email.
Write a Clear Subject Line
The sick leave email subject line should depict your intent to take leave. It should be concise, short, and clear. For instance, you can use these types of subject lines for your email, Sick Leave Request: [Your Full Name], Absence Due to Illness: [Your Full Name], etc.
Greeting
This is a primary and important step, to greet your manager with a formal salutation, such as Dear [First Name], or Hi Ma’am, etc.
Brief Explanation
You must briefly explain your condition and the doctor’s advice. You do not need to explain your illness in complete detail, but, a simple and honest explanation is considered enough.
Tenure of Leave
Mentioning the tenure of your leave is important. Write the start and the expected return date to help your team manage effectively in your absence. During sickness, there can be times when you are not aware of the anticipated date to return to the workplace, in that case, you should keep your manager updated about your health status.
Type of Leave
You must ensure mentioning the type of leave you will be applying to. If there are various leave options in your company such as casual leave, sick leave, etc, clearly mention which leave you will be taking. In the case of long-term leaves, some employees take unpaid leaves, it should be mentioned in your sick leave email.
Availability
Mention your availability during sick leave, if you can check urgent mail during your absence, then mention that on your sick leave application. If you will be able to work from home if something urgent comes up, you must keep your manager informed about the same.
Closing
You must end your email with a professional sign-off politely and professionally. For example, you can write, Thank you for understanding, Thank you for your support in this critical time, etc.
Sick Leave Email to Manager
Subject: Sick Leave Request
Dear [Manager’s Name],
I hope this email finds you well. I am writing to inform you that I am unwell and will not be able to come to work today. My healthcare provider has recommended me to take rest for at least two days to recover early.
I anticipate returning to work on 7th July 2024. I will keep you updated if there are any changes in the plan. I have informed Shalini of the ongoing projects, and she has agreed to take the handover of the projects in my absence. I will be available remotely if anything urgent comes up.
Thank you for your support and understanding during this critical time.
Best Regards,
Ayush Sinha
Sick Leave Email for One Day
Subject: Sick Leave Request
Dear [Manager’s Name],
I hope this email finds you well. I am writing to inform you that I am slightly under the weather and will not be able to come to the office today. I have consulted the doctor, and she has advised me to take rest for a day to recover completely.
I have no pending tasks and have also informed Kanika about any urgent matter that comes up during my absence. If there are any concerns, or a project needs my immediate attention, I will be available over call and email for the same.
I anticipate to get back to work tomorrow and pick up all the pending tasks.
Thank you for your understanding and support.
Best Regards, [Your Name]
[Your Position]
[Your Contact Information]
Sick Leave Email for Fever
Subject: Sick Leave Request due to fever
Dear [Manager’s Name],
I hope this email finds you in good spirits. I am writing to inform you that I am suffering from a fever, and will not be able to come to work, today. Considering the situation, I believe it is in the best interest to take leave to avoid the potential spread of infection.
I have consulted my doctor, and he has advised me medication and complete rest to recover fully. I will keep you updated on my expected date of returning to work. I have connected with Avinash and have briefed him on all the important projects to ensure that the workflow does not get disrupted in my absence.
Thank you for your support during this time.
Best Regards,
[Your Name]
[Your Contact Information]
FAQ on Sick Leave Mail
How to respond to a sick leave email?
In response to the sick leave email, you must express your concern for the employee’s health and wish them a speedy recovery. Mention your confirmation for their leave approval. You can offer them some necessary information about how their work will be handled in their absence.
How to extend a sick leave request?
To extend a sick leave request you can write another mail marking your manager and other concerned people in the team. The extended sick leave email should state the reason for the extension of leave and furnish additional medical documents, if necessary. You must clearly state the additional time needed and also remain available for any follow-up questions or procedures.
How to write a sick leave email on behalf of my colleague?
You should mention all the details of the colleague on whose behalf you are structuring the sick leave application. You must mention your professional relationship with the employee, for example, colleague, senior or manager, etc.
How to write a short sick leave email?
To write a short sick leave application you can mention briefly the reason for your absence. Mention the duration of your absence and your availability. You can close the email with gratitude for their understanding and support.
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