Home » How to Write a Sick Day Email? {Example Templates and Tips}

How to Write a Sick Day Email? {Example Templates and Tips}

Your health is an essential aspect of your life, and this is why when you break down, or you feel an impending breakdown of your health, the focus immediately shifts from anything you may be doing to getting better. Even work takes the back seat till you get better.

When you’re out of work because of sickness, you’re mandated in most places to either call or send an email telling your manager, superior, or co-workers you will not be coming to the office.

Writing a sick day email may be new to many people but is just as crucial as other workplace emails. Learning how to write this type of email does not mean you’re planning to get sick and miss work in the future. It means you’re proactive, not waiting to react—besides, no one plans for these things. You can start feeling sick at any time, and knowing how to send a sick day email can save you a lot.

There are so many reasons sending a sick day email is essential. You’ll see some of these reasons, learn how to write the emails, and get sample sick day emails you can use in this guide.

Why Should You Send a Sick Day Email?

Why Should You Send a Sick Day Email

You may be fine now, and the next couple of hours feel uneasy, under the weather or something else. Sending a sick day email when you cannot make it to work because of illness is a critical practice that will save you a lot. What exactly will sending a sick day email do?

  • To inform them of your absence
    Depending on the type and size of the company, your supervisors or co-workers may not notice your absence immediately. It may take a couple of days before they know you’ve been out of work. Sending a sick day email lets them know earlier you’ll not be coming to work and why.

  • To allow them to delegate your tasks
    Time to delegate your tasks is arguably one of the most important reasons for sending sick day emails. It allows the managers to find a suitable replacement who can take on some of your most vital tasks for the time being. This may include functions with approaching deadlines and those that ensure the proper running of the company.If you send a sick day email, your superiors can find replacements and delegate work to others. Your co-workers will also know not to send vital tasks to your table or office.

How to Write a Sick Day Email?

How to Write a Sick Day Email

It may be challenging learning how to send a sick day email when you’re ill, and sending anything that comes to mind may only lead to more problems in your workplace. So it is best to learn how to write this email early enough.

Check Company Protocol

Companies have varying rules concerning sick days. Check your employee handbook for information on paid sick leave and the number of days available in a year, if any. In most scenarios, you will need to accrue the days before you can use them.

You should also check the company protocol for sending sick day emails. Is there a particular chain of command or email to send such messages? If you cannot find any of this information in your employee handbook, you can go ahead with the standard method of sending the email to your supervisor, manager, and/co-workers, as the case may be.

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Do it Early

Sending a sick day email as early as possible would ensure the necessary plans are put in place or replacement sought in time to complete the tasks at hand. It is best to send this email as soon as you know you’ll not be going to work due to the illness.

Keep it Simple

This is not the place to discuss irrelevant information. Sick day emails are typically short and straight to the point. Another “unofficial” reason keeping it simple is vital is your condition. You may be too uncomfortable due to the illness to write more than a couple of lines. Please keep it simple so you don’t write an email full of errors.

Explain Your Condition

Include an explanation of your condition and diagnosis if possible. A confirmation from a doctor is ideal, but reasons like high fever and severe headaches are all valid. You can also add what you’ve done about it if you’re on medication or have seen a doctor yet. Mentioning the time you expect to be out of the office would be ideal too. Even though you can never be sure with things like this, a doctor can let you know how soon you can expect to be back.

Include Your Availability

You should also include if you’ll be available for work at home or not. This will help with the delegation and other scheduling. Depending on company policy, you may be encouraged to stay offline and get better, but it’s always best to offer to work from home if you’re unsure.

Offering to work from home is only possible if your body will let you, so do not feel bad if you cannot make this offer. Focus on getting better and coming back renewed.

State Paid or Unpaid

If your company offers paid sick leaves, it would be best to mention if this would be from your paid sick leave days or not. If it is an hourly job, it’ll typically be unpaid, except you’ll be working from home.

Mention Important Tasks

Ensure to mention in your email any tasks you have an approaching deadline or vital tasks that need urgent attention within the time you’ll be out of the office. This will help your superiors delegate to other workers. Sometimes these tasks cannot be delegated but mentioning them regardless helps as the client is notified of your absence and a new deadline or meeting date is fixed.

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Samples of Sick Day Emails

Samples of Sick Day Emails

Sometimes you just want samples you can tweak immediately to send your sick day email. If this is what you’re looking for, don’t worry, I’ve got you. Here are some sample emails for you:

Example One

“Hi, Daniel Moss,

Due to personal illness, I will be taking a paid sick leave today to heal and protect my co-workers.

I’ve gone ahead to notify Lloyd Flora to take the end of day meeting and send employee emails today on my behalf.
I appreciate your understanding, and I hope to be back tomorrow.”

Emo Rose

This example does not state the illness but says that you’re taking a paid leave, and protecting your co-workers shows your thoughtfulness. By adding you have notified a co-worker that can take your most important tasks, it shows that you’re proactive. You end the email with the number of days you expect to be out of the office.

Example Two

“Hi Team,

I’ve got the flu, and I cannot make it to work today. So I’m taking the day off. However, I’ll be available to reply to any email remotely.”

Emo Rose

This is a short sick day email to the whole team. Perfect for people working in a team. It states the illness, the number of days you expect to be out, and availability.

Example Three

“Hello, Daniel Moss,

I won’t be coming to work today as I came down with symptoms of the flu. I visited the doctor, and it was confirmed I have the flu.

The doctor prescribed four days to rest and recover and also to protect my co-workers. I’ve reached out to Lloyd Flora to take charge of my meeting with the visiting team. I’ll be taking sick leave during this period.

I’ve attached the doctor’s note to this email. I appreciate your understanding.”

Emo Rose

This sick email contains more information than the others listed above. It starts with the reason you won’t be coming to work and confirmation from a doctor. It then mentions the number of days prescribed by the doctor to rest and recover while keeping others around you safe. There’s also the part mentioning who’ll be taking point for your major tasks while you’re away. It ends with the doctor’s note and appreciation.

Example Four

“Hi Daniel Moss,

Unfortunately, I cannot make it to work today as I woke up with a severe cough this morning. I’ll be taking the rest of the day off to recover.
I’ll be available throughout the day to reply to emails. You can also reach me directly on 000-000-0000.
I appreciate your understanding.”

Emo Rose

This email includes the reason for missing work and the number of days you expect to be out. It then covers availability by stating you will be replying to emails throughout the day. It goes even further by adding a line you can be reached in case something urgent comes up.


Sending sick day emails can be challenging, especially when you do not know what to say and how to write the email. This shouldn’t be so. It would be best if you were focusing on getting better instead of stressing over an email. That is why learning the best way to write a sick day email is essential.

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