Sick Leave Message: How to Email Out of Work When You’re Unwell

Having documentation, such as a doctor’s note or evidence of a doctor’s appointment, can help justify your need for sick leave and ease any concerns your employer might have.

You might be concerned that you’ll lose your job for taking the time off to take care of yourself, as you might worry that your absence will make you seem unreliable.

The fact is that people get sick. We’re all only human, and life happens. Sometimes, you need to take the day to recuperate. And, frankly, if you’re actually sick, no one in their right mind will want you spreading your contagious germs around the office anyway.

Many employers also recognize the importance of mental health and allow sick leave specifically for mental health reasons. It’s important to check your company’s guidelines regarding mental health leave and be honest about your needs.

The chances that your boss will actually refuse your ask to stay home while sick are slim to none (unless, of course, they have a very valid reason for absolutely needing you at the office or you have a history of, ahem, playing hooky). Likewise, the chances that your boss will actually penalize you for catching a cold or eating bad sushi for dinner last night aren’t very high — most people will understand because they’ve been there, themselves.

Besides, you may have sick days you’re entitled to use. According to the U.S. Department of Labor, the average number of paid sick days is eight for any employee of at least a year. That number increases to 11 for an employee with 25 years of experience with the same company. (Remember that this is a blanket estimate; sick days very by employer!)

So what do you say in an email to your boss when you need to call out sick? We’ve got you covered.

Introduction to Sick Leave

Sick leave is a vital aspect of maintaining a healthier workplace and ensuring the well-being of employees. It allows individuals to take time off from work to recover from illness, attend to personal health needs, or care for a sick family member. Understanding the basics of sick leave is essential for both employees and employers to navigate the process effectively. By being informed about your company’s sick leave policies, you can take the necessary steps to ensure your health and well-being, as well as that of your coworkers.

Understanding the Basics of Sick Leave

When it comes to sick leave, it’s crucial to familiarize yourself with your company’s sick leave policies. This includes knowing how many sick days you are allowed per year, whether you will be paid for time off sick, and the protocol for notifying your employer regarding sick time. Many employers provide paid sick leave, while others may offer unpaid leave. In the US, for example, only 68% of civilian workers are entitled to some form of paid sick leave, with an average entitlement of eight days per year. Understanding these details can help you navigate your sick leave more effectively and ensure you’re taking the necessary steps to comply with your company’s policies.

Before Calling in Sick

Before calling in sick, it’s essential to consider several factors to ensure a smooth process and minimize the impact on your work. It’s important to recognize that mental health issues are just as significant as physical illness, and both should be treated with the same level of seriousness. Here are some things to consider:

Things to Consider

1. Company policy: Familiarize yourself with your company’s policy on calling in sick or missing work. Understand the protocol for notifying your employer, the number of sick days allowed per year, and the paid sick leave policy.
2. Protocol for notification: Know the protocol for notifying your employer regarding sick time. This may include contacting your supervisor, HR, or using an online system.
3. Number of sick days allowed: Understand how many sick days you are entitled to per year and how they are accrued.
4. Paid sick leave policy: Know if your company offers paid sick leave and the terms of the policy, including the amount of paid leave available and any requirements for using it.
5. Unpaid leave: Understand if your company offers unpaid leave and the terms under which it can be taken, especially in the context of the Family and Medical Leave Act (FMLA), which mandates up to 12 weeks of unpaid leave for certain medical situations.
6. Statutory Sick Pay (SSP): If you’re in the UK, understand your entitlement to SSP and the requirements for receiving it.
7. Contractual sick pay benefits: If you’re entitled to contractual sick pay benefits, understand the terms of the policy, including the amount of pay and any requirements for receiving it.
8. Self-certification: Understand if you need to self-certify for the first seven days of absence and what documentation is required.
9. Doctor’s note: Know if a doctor’s note (GP fit note) is required after seven days of absence and what information it should include.
10. Unpaid sick leave: Be aware of the distinction between paid and unpaid sick leave. While unpaid sick leave is mandated at the federal level for certain situations, many companies may not offer paid leave, leading to confusion on employee rights and benefits under laws like FMLA.
11. Paid sick leave entitlement: If you’re in the US, understand your paid sick leave entitlement, including the average number of days per year (eight days per year) and any requirements for using it.
12. Carrying forward unused sick leave: Understand if you can carry forward unused sick leave into the next leave year and any limitations on doing so.
13. Recognizing illness symptoms: Be honest about your health and recognize illness symptoms to avoid prolonged recovery and decreased productivity.
14. Avoid over explaining: When informing your boss about sick leave, avoid over explaining personal illness or symptoms to maintain professionalism and respect for their time.

Review Company Policies and Laws

Before calling in sick, it’s crucial to review your company’s policies and relevant laws regarding sick leave. This includes understanding how many sick days you’re entitled to per year, the specifics of your paid sick leave policy, and any documentation requirements, such as providing a doctor’s note. Familiarizing yourself with these details can help you navigate the process smoothly and avoid any potential issues.

In the US, for instance, 68% of civilian workers have access to paid sick leave, with an average entitlement of eight days per year. Some states have mandatory paid sick leave laws, while others do not. Knowing your company’s policies and state laws ensures you’re taking the necessary steps when calling in sick. If you’re in the UK, understanding your entitlement to Statutory Sick Pay (SSP) and any contractual sick pay benefits is equally important.

By being well-informed, you can confidently take the time you need to recover without worrying about compliance or misunderstandings.

How do you let your boss know you’re taking a mental health day?

Start your email with a courteous greeting such as ‘Good morning’ to set a professional tone.

First things first, let your boss know that you’re sick as soon as possible. Give them as much notice as you can so that you and your boss (and your team!) can work together to figure out how to handle your absence if necessary. Besides, notice is respectful and appreciated, regardless of whether or not your absence will take a huge toll on the day’s work.

Recognizing the need for a sick day is crucial for maintaining long-term health and productivity. Prioritizing self care is essential for both personal well-being and the overall health of the workplace.

Next, when letting your boss know that you’re sick and can’t come into work, know that less is more. Seriously, spare your boss the details about your snotty nose and/or unpleasant bowel habits. No one needs to know what you’re death bed is looking like — they just need to know what it’s feeling like, which is why you can’t make it into work.

You don’t need to send a super long email asking your boss for their permission to stay home while sick. Rather, you need to let your boss know that you came down with a fever and you’re really not feeling well enough to come into the office. If you need to and can, offer to provide a doctor’s note for proof.

What’s perhaps more important than what’s wrong with you, however, is what you’re going to do about it. Don’t just leave your boss and colleagues hanging in your absence. Reach out to your team to see if you can get some coverage and/or delegate some of your tasks for the day. If you can’t, at the very least, have a plan for how you’re going to catch up when you get back to the office — and reassure your boss that you have your workload under control. You might be out for the count, but the show must go on, and the responsible thing to do would be to ensure that it can and will without you.

Choosing the Right Communication Method

When calling in sick, it’s essential to choose the right communication method to ensure your message is conveyed effectively. Communicating an absence directly and ahead of time is crucial to maintain professionalism and adhere to company expectations.

Here are some factors to consider:

• Use a team channel to quickly notify teammates about your absence. This ensures that responsibilities are covered seamlessly while maintaining clarity and openness within the team.
• Texting has emerged as a modern alternative to calling in sick. It offers speed and provides a written record of your communication.

Appropriate Communication Method

1. Phone call: A phone call is often the most effective way to communicate with your employer, especially if you need to discuss your absence or make arrangements for your work.
2. Email: An email can be a good option if you need to provide documentation or communicate with multiple people.
3. Text message: A text message can be a quick and easy way to notify your employer, but it may not be suitable for more complex conversations.
4. Online system: If your company uses an online system for reporting absences, make sure to use it to ensure your absence is recorded correctly.

How do you write a sick leave email with a doctor’s note?

Writing a sick leave email can be short and sweet and to the point. Again, don’t get into the nitty-gritty of how your morning stuck in the bathroom is going. Just make your boss aware of your situation and ask them to use a sick day to take care of it.

If you need to visit a doctor, mention that you have a doctor’s appointment and can provide documentation if required. If your company requires it, mention that you can provide a doctor’s note for proof of your illness.

To follow up your ask, let them know of your plan to take care of your work — whether how you’re going to delegate your work or how you’re going to tackle it when you get back to the office. Additionally, give a heads up to your colleagues about your absence to ensure transparency and support.

Whatever you do, don’t start making a thousand excuses or oversharing. You don’t want your boss to think that you’re lying about being sick, and your boss probably doesn’t have time or care to hear your sob story (sorry, but it’s true!). So keep your email clear and direct, as informative as it needs to be, and reassuring.

Here’s an example email: Hi [Boss’s Name],

I’m not feeling well today and will need to take the day off to visit the doctor and rest. I hope to be feeling better by tomorrow, but I will keep you in the loop after my appointment. In the meantime, [Coworker’s Name] has offered to help out in covering my shift today. I appreciate your understanding.

Best, [You Name]

What do you put in the subject line when sick?

The subject line for your email calling out sick should be clear and professional. Subject lines like “[Your Name] – Calling in Sick” or “Not Feeling Well Today” can work well. Your boss will be able to immediately tell what your email is about before even opening it, and it will hopefully catch their attention quicker than a vague subject line so you won’t have to worry about them missing your email.

Working while sick can lead to more harm than good, affecting both the individual’s health and overall work dynamics.

How do you text in sick examples?

Texting in sick is a lot like emailing in sick in that you’re not picking up the phone to call your boss. While an email might be more professional, according to some bosses, a text might be more efficient and offer quicker notice since most people keep their phones on them. It is also important to understand your company’s policies regarding sick leave to ensure you are following the correct procedures.

Here are some text-in-sick examples (compared with these email examples!) to help you:

• “I have [sickness] and will need to take a sick day today. [Coworker’s name] already agreed to cover my shift for the day, and I should be feeling better enough tomorrow to come back to work.”
• “I’m really not feeling well today, so I don’t think I will be able to do my job productively or efficiently. I will need to take the day off, but I will catch up on what I’ve missed tomorrow.”
• “I’ve come down with [sickness] and need to use a sick day today, but I’ll be back at work tomorrow. I don’t want to get anyone else in the office sick!”
• “I have [sickness] and will need to take the rest of the week off. [Coworker’s name] already agreed to cover my shifts for the rest of the week, and I should be feeling better enough to come back to work on Monday next week.”
• “I came down with [sickness] yesterday and visited the doctor who recommended that I a few days off. I will return to work on [return date]. In the meantime, [coworker’s name] will be helping with my workload, and I’ll be able to pick up where I left off when I come back.”
• “I need to take today and tomorrow off from work but should be set to pick up again after. I visited a doctor because I have [sickness] — let me know if you need a doctor’s note, and I’m happy to get you one.”
• “I’m really not feeling well and visited a doctor who thinks I may have [sickness]. I’ll need to take some sick days to recover. I’m not sure how long I’ll be out for, but I will keep you posted on how I am feeling over the next few days. In the meantime, [coworker’s name] is going to help out with my workload.”
• “I woke up not feeling well, so I’m going to go to the doctor this morning. I won’t be able to make it in today, but [coworker’s name] is going to cover my shift, and I’ll let you know my status once I get back from my appointment.”
• “I tested positive for COVID-19 and will need to take a sick day today. I will keep you updated on my recovery and when I can return to work.”

Remember to inform your boss promptly to allow for proper management of the situation.

Sick day email tips

With all that said, here are some quick tips for your sick day email:

• Keep it short. Don’t overburden your boss with a long email giving your whole backstory. Just make your point: You’re sick and don’t want to come to work.
• Keep it clear. Don’t beat around the bush because you feel awkward. Again, just say what you need to say.
• Keep it honest. Don’t over-exaggerate details that might haunt you in the office when you return. Just be honest about your situation.
• Spare the details. Your boss doesn’t need to know all the dirty details of your illness. Just tell them that you’re sick, with what if you want, and that you can’t make it to work that day. It’s perfectly fine to simply state ‘I’m ill today’.
• Have a plan. Have an idea of how you’re going to delegate or later handle your workload, and let your boss know what they can expect.
• Send a text or email. If you cannot reach your boss by phone, send a text or email to notify them and confirm the message was received later.
• Consider mentioning if you need a mental health day to address your mental well-being, as it is just as important as physical health.

This article first appeared on FairyGodBoss.

Special Situations

There are some special situations that may require additional consideration when calling in sick. Here are a few examples:

Text messaging is a convenient and effective means of communication when calling in sick. It provides a written record and allows the recipient to read the message at their convenience, maintaining professionalism and clarity.

In some cases, you may need to take unpaid leave, especially if the situation falls under the Family and Medical Leave Act (FMLA), which allows for up to 12 weeks of unpaid leave for certain medical and family situations. Clear communication regarding the reason for taking sick leave is crucial to ensure understanding and proper documentation.

Family Emergency

If you need to take time off for a family emergency, it’s essential to communicate with your employer as soon as possible. Text messaging provides a written record of the absence, which helps prevent misunderstandings and supports adherence to company policies. Here are some tips:

1. Be honest: Be honest with your employer about the reason for your absence and provide as much information as possible.
2. Provide documentation: If possible, provide documentation to support your absence, such as a doctor’s note or a letter from a family member.
3. Discuss arrangements: Discuss arrangements for your work and ensure that your responsibilities are covered during your absence.
4. Follow company policy: Follow your company’s policy for family emergencies and ensure that you are taking the necessary steps to notify your employer. Leave a clear and concise message about your absence.

Remember to prioritize your mental health and well-being, and don’t feel guilty about taking time off when you need it. If you’re unsure about your company’s policy or procedures, don’t hesitate to ask.

Dealing with Chronic Conditions

For individuals dealing with chronic conditions, sick leave can be a vital tool in managing their health. It’s essential to communicate with your employer and provide necessary documentation, such as a doctor’s note, to ensure that you receive the support you need. Some companies may offer extended leave or flexible work arrangements to accommodate employees with chronic conditions. By understanding your company’s policies and communicating openly with your employer, you can ensure that you receive the support you need to manage your condition effectively. This proactive approach can help you maintain your health while fulfilling your work responsibilities.

Remote Work Options

If you’re feeling unwell but still capable of working, consider exploring remote work options. Many companies now offer flexible work arrangements, including the possibility of working from home or adjusting your schedule. If you are experiencing common symptoms of contagious illnesses, it is better to stay home and consider remote work options. This can help you minimize disruption to your work while also taking care of your health.

When discussing remote work options with your manager, be clear about your availability and any limitations you may have due to your illness. For example, you might be able to handle certain tasks from home but need to rest frequently. Inform your manager that you are sick today and discuss remote work options. Clear communication will help ensure a smooth transition and minimize any impact on your work.

Exploring remote work options can be a great way to balance your health needs with your work responsibilities, allowing you to stay productive while you recover.

Exploring Alternative Work Arrangements

Sometimes, working remotely isn’t feasible, and you might need to explore other work arrangements. This could include taking a mental health day, working a reduced schedule, or adjusting your deadlines. Being open and honest with your manager about your needs is crucial in finding a solution that works for both you and your employer. Additionally, clear communication among colleagues is essential to ensure team collaboration and minimize disruptions in workflow.

Remember, taking care of your mental health is just as important as taking care of your physical health. Don’t feel guilty about taking a mental health day if you need it. Your well-being is essential for your long-term productivity and overall health. Discussing alternative work arrangements can help you manage your workload while also addressing your health needs. It is also important to avoid informal language in professional communication to maintain respect and professionalism.

Managing Missing Work

When calling in sick, it’s essential to manage your responsibilities to minimize disruption to your team. Here are some steps to follow:

• Notify your team and manager as soon as possible: Early notification helps your team plan and adjust to your absence. It is crucial to communicate with your boss directly about your sick absence to ensure clear and respectful communication.
• Provide a clear explanation of your absence and expected return to work: This helps set expectations and allows your team to plan accordingly. Be clear and concise when informing others about your sick absence to avoid any misunderstandings.
• Offer alternative solutions: If possible, suggest working remotely or adjusting deadlines to keep projects on track.
• Keep your team informed of your progress: Regular updates on your recovery and any changes to your return date help your team stay informed and prepared.

By following these steps, you can ensure a smooth transition during your absence and a seamless return to work. Taking these proactive measures shows your commitment to your team and helps maintain productivity even when you’re not in the office.

Personal Feelings and Sick Leave

Taking a sick day can be a difficult decision, especially when you feel guilty about missing work or worry about the impact on your team. However, it’s essential to prioritize your health and well-being, as well as the health and well-being of your coworkers. Remember, taking a sick day when you need it is not only beneficial for you but also helps prevent the spread of illness in the workplace.

Navigating Emotions and Expectations

When calling in sick, it’s essential to communicate effectively with your employer and team. This includes providing as much notice as possible, explaining your situation briefly, and offering a plan for completing any urgent tasks. You can say something like, “Good morning, I’m not feeling well today and won’t be able to come into the office. I apologize for the short notice and will do my best to catch up on any missed work as soon as possible.” By being open and communicative, you can help manage expectations and reduce any feelings of guilt or anxiety. Additionally, consider using a sick day message template to help you craft a clear and concise message. Remember to also take care of your mental health, and don’t hesitate to take a mental health day if you need to. Prioritizing your well-being is crucial for your long-term productivity and overall health.