How to Write a Sick Leave Email (Step-by-Step Guide)
Learn how to write a clear and professional sick leave email. Includes step-by-step guidance, examples for work and school, and common mistakes to avoid.
How to Write a Sick Leave Email
Writing a sick leave email doesn’t need to be stressful. Whether you’re emailing your manager, professor, or colleagues, a good sick leave email should be clear, polite, and concise.
This guide walks you through exactly how to write a sick leave email, step by step, with practical tips and real examples you can adapt to your situation.
When Should You Send a Sick Leave Email?
You should send a sick leave email as soon as you know you won’t be able to attend work or class.
Common situations include:
- Waking up sick on a workday
- Developing symptoms overnight
- Medical appointments or scheduled procedures
- Sudden illness during the day
- Mental health days or recovery time
If possible, send the email before your workday or class starts. Early communication shows responsibility and professionalism.
Step-by-Step: How to Write a Sick Leave Email
A good sick leave email usually follows five simple steps.
1. Write a Clear Subject Line
Your subject line should immediately explain the purpose of the email.
Good examples:
- Sick Leave – [Your Name]
- Out Sick Today
- Sick Leave Request for [Date]
Avoid vague subjects like “Hello” or “Important.”
2. Start With a Polite Greeting
Use a professional greeting, especially in workplace or academic settings.
Examples:
- Hi [Manager’s Name],
- Dear Professor [Last Name],
- Hello [Team Name],
3. State That You’re Sick (Keep It Simple)
Clearly say that you are unwell and unable to attend.
You do not need to share medical details unless required.
Example:
I’m feeling unwell today and won’t be able to come in.
4. Mention the Duration (If Known)
If you know how long you’ll be away, mention it briefly.
Examples:
- I expect to return tomorrow.
- I’ll keep you updated if I need additional time.
- I plan to resume work on [date].
5. Address Work or Class Responsibilities
Show responsibility by mentioning next steps.
For work:
- Handover tasks
- Informing teammates
- Availability for urgent issues
For school:
- Missed lectures
- Assignments or exams
- Make-up work
Example:
I’ve updated the team on my current tasks and will follow up once I’m back.
6. Close Politely
End your email with a courteous closing.
Examples:
- Thank you for your understanding.
- Best regards,
- Sincerely,
Sick Leave Email Tone: What to Do and Avoid
✅ Do
- Be brief and clear
- Use a respectful tone
- Communicate early
- Focus on logistics, not explanations
❌ Avoid
- Over-sharing medical details
- Sounding apologetic or guilty
- Being vague about your absence
- Forgetting a subject line
Common Sick Leave Email Mistakes
Many people make these avoidable mistakes:
- Writing overly long explanations
- Forgetting to mention how long they’ll be away
- Using informal language in professional settings
- Sending the email too late
Keeping your message short and structured helps avoid confusion.
Sick Leave Email Examples by Scenario
Depending on your situation, the wording may change slightly.
You may find these guides helpful:
- Sick Leave Email Examples
- Sick Leave Email Templates
- Sick Leave Email for Work
- Sick Leave Email for School
Each page includes ready-to-use examples tailored to specific situations.
Frequently Asked Questions
Do I need to explain my illness?
No. In most cases, a simple statement that you are unwell is sufficient.
Should I attach a doctor’s note?
Only if your employer or school specifically requires one.
Can I send a sick leave email for mental health reasons?
Yes. Mental health days are valid. You can keep the wording general and professional.
Final Tips
A sick leave email doesn’t have to be perfect. As long as it is clear, timely, and respectful, it does its job.
If you’re unsure how to phrase your message, using a simple structure like the one above will help you communicate confidently and professionally.