Professional Sick Leave Email Templates You Can Copy & Use
Finding the right words when you’re feeling unwell can be a challenge. Whether you need a formal sick leave email template for your corporate manager or a short message for a quick absence, using a structured format ensures professionalism and clarity.
In this guide, we provide a variety of templates designed for different professional and academic environments. Each template includes placeholders like
[Manager's Name][Job Title]1. Formal Sick Leave Email Template (Best for Workplace)
This is the standard template used in most corporate environments. It balances professionalism with the necessary details regarding your handover and availability.
The Template
Subject: Sick Leave Notification - [Your Name] - [Date]
Dear [Manager's Name],
Please accept this email as notification that I am unable to attend work today, [Date], due to illness. I expect to be back in the office by [Expected Return Date], but I will keep you updated on my progress.
During my absence, I have ensured that [Colleague's Name] has access to my current files regarding [Project Name]. For any urgent matters, please contact [Department Head or Alternative Contact].
I plan to check my email periodically for urgent queries if my condition allows, otherwise, I will catch up on all pending tasks upon my return.
Sincerely, [Your Name]
Why This Works
This template is effective because it addresses the three main concerns of any manager: How long will you be gone?, Who is covering your work?, and Are you reachable?.
Deep Dive: For a more detailed walkthrough, read our Sick Leave Email to Manager Writing Guide.
2. Short & Simple Sick Leave Email Template
Sometimes, less is more—especially when you have a migraine or a sudden fever and need to send a message from your phone.
The Template
Subject: Out Sick Today - [Your Name]
Hi [Manager's Name],
I'm feeling under the weather today and won't be able to make it into work. I'll be taking the day to recover and hope to be back tomorrow.
I've set my Out of Office reply and will handle any non-urgent tasks when I return.
Best, [Your Name]
Best Practices for Short Messages
When using a short format, ensure your Subject Line is extremely clear so your boss can see the notification on their lock screen without opening the full email. This is highly "Mobile-Friendly" and respectful of your team's time.
3. Sick Leave Email Template for School & Professors
Academic leave requires a different tone. You need to focus on missed lectures, exams, or lab sessions rather than "handover tasks."
The Template
Subject: Absence Notification: [Course Name] - [Your Name]
Dear Professor [Professor's Last Name],
I am writing to inform you that I will be unable to attend today's lecture for [Course Number/Name] due to a medical reason.
I understand that we have a [Quiz/Lab/Presentation] scheduled for today. I will provide the necessary medical documentation as per university policy once I am recovered. In the meantime, I will check the online portal for any uploaded course materials.
Thank you for your understanding.
Best regards, [Your Name] [Student ID Number]
Related Scenarios: Missing an Exam due to Illness Requesting Lab Rescheduling
4. Emergency or Urgent Sick Leave Template
When an emergency strikes—be it a sudden injury or a family medical crisis—you don't have time for long explanations.
The Template
Subject: URGENT: Sick Leave / Emergency Absence - [Your Name]
Dear [Manager's Name],
Please be advised that an unexpected medical emergency has arisen, and I will be unable to work today, [Date].
I am currently attending to this matter and cannot provide a definitive return date yet, but I will send a follow-up as soon as possible. Please reach out to [Contact Name] for any immediate departmental needs.
Thank you for your support and patience.
Best, [Your Name]
👉 Explore more: Urgent Sick Leave Scenarios.
5. Mental Health & Private Medical Reason Template
Privacy is a right. You do not always need to disclose the specific nature of your illness (e.g., "I have a stomach bug"). Using "Medical Reasons" or "Personal Health" is sufficient.
The Template
Subject: Absence Notification - [Your Name]
Hi [Manager's Name],
I am writing to let you know that I need to take a personal health day today and will be out of the office.
I have handled my immediate deadlines and will be back at my desk on [Date]. Thank you for respecting my privacy regarding this matter.
Best regards, [Your Name]
Privacy Wording Tips
Focus on the impact (the absence) rather than the cause (the symptoms). HR departments actually prefer "Medical Reason" as it avoids the liability of handling sensitive health data.
6. How to Customize Your Template
To move from a "standard" email to a "professional" one, follow these customization pillars:
A. The Subject Line is 80% of the Work
A good subject line prevents confusion.
- Bad: "Sick"
- Good: "Sick Leave - [Your Name] - [Date] - [Status of Projects]"
B. Defining the "Handover"
In a workplace setting, your absence creates a vacuum. Fill it by:
- Naming a backup person.
- Indicating where files are stored (e.g., "Check the Dropbox folder").
- Flagging the most urgent deadline.
C. The Follow-up Policy
If you are out for more than two days, don't wait for your boss to ask. Send a brief update on day two: "Hi [Name], I'm still recovering and will likely be out for another 48 hours. I will provide a doctor's note upon my return."
Frequently Asked Questions about Sick Leave Formats
Is it better to call or email?
In 2026, email or Slack is the standard. However, check your employee handbook. If you work in a high-urgency field (like healthcare or retail), a phone call might be required.
Should I attach a doctor's note immediately?
Usually, no. Keep it as a backup. Only attach it if your absence exceeds three days or if it's a specific requirement for missing a university exam.
What if I get sick while working remotely?
Even if you work from home, you should send a sick leave email. "Presenteeism" (working while sick) leads to burnout and lower quality work. Tell your team you are "completely offline" to ensure you actually rest.
Need a more specific version? Use our AI Sick Leave Email Generator to create a custom message based on your exact job title and symptoms.