Sick Leave Email: What to Say, What to Leave Out and Templates to Copy
A sick leave email needs only four things: that you are unwell, that you will be off work, when you expect to return (or when you will update them), and who can cover urgent work. You do not have to name your illness. Send it as early as your workplace expects, and check your contract or HR policy for any fit note or medical certificate rules.
The short answer
Write the shortest message that lets your manager plan the day. Say you are unwell, say you will not be working, give a return date or the day you will update them, and name anything urgent that someone else must pick up. That is a complete sick leave email.
You do not need to describe symptoms or give a diagnosis. In most workplaces "I am unwell and unable to work today" is enough. Share more only if you want to, or if a policy or an infectious illness makes it sensible.
What to include in a sick leave email
| Element | Why it matters | Example wording |
|---|---|---|
| Clear subject line | The reader sees the point before opening it | Sick leave: Tuesday 3 November |
| That you are unwell | States the reason without detail | I am unwell and cannot work today. |
| Length of absence | Lets your manager plan | I expect to be back on Thursday. |
| What is urgent | Prevents dropped work | The 2 pm client call needs cover. |
| Contact stance | Sets expectations | I will not be checking email, but I will update you tomorrow. |
Keep the tone calm and plain. An apology is fine, but a long one makes a normal event sound like a failing.
What you do not need to share
Your health is your own information. You can leave out:
- the name of the condition or what the doctor said;
- how long you have had symptoms;
- details of medication or treatment;
- a blow-by-blow of how you feel.
"I have a stomach bug" and "I am unwell" both work, but the second reveals nothing. If you are asked for a diagnosis, you can say you would prefer to keep medical details private and offer a fit note or medical certificate instead, if your employer's policy requires one. Rules on what an employer may ask differ by country and employer, so check your contract, staff handbook or HR contact rather than relying on a general guide.
When to send it
Send the message as early as your workplace expects. Many teams ask for notice before the working day starts, and some want a phone call or a message to a named person rather than an email. If your handbook says "call your line manager", do that and follow with a short email so there is a written record. If you are too unwell to write, ask someone to send a message for you.
Template 1: one day off
Subject: Sick leave today, [date]
Hi [Manager],
I am unwell and will not be able to work today, [date]. I expect to be back tomorrow.
Nothing urgent is outstanding, but [colleague] has the latest version of the [project] file if anyone needs it. I will check in tomorrow morning.
Thank you, [Sender]
Template 2: several days off
Subject: Sick leave, [start date] to [end date]
Hi [Manager],
I am unwell and need to take sick leave from [start date]. I expect to be off until at least [date] and will update you on [day] about when I can return.
For the week ahead:
- The [report] is saved in the shared folder and is ready for review.
- [Colleague] has agreed to cover the [Thursday client call].
- I will not be checking email while I am off.
Please let me know if you need anything from me before then.
Kind regards, [Sender]
Template 3: longer or open-ended leave
Subject: Extended sick leave: next steps
Dear [Manager],
I am writing to let you know that I will be off work on sick leave from [date] and cannot yet say when I will return. I am following medical advice and will send you the fit note or medical certificate as soon as I have it.
I would like to agree how we stay in touch. I can send a short update every [week / two weeks], or you can contact [Contact name] if something urgent comes up. I have written a handover note for my current projects and shared it with [colleague].
Could you also point me to the right person in HR to confirm my sick pay and any paperwork I need to complete?
Thank you for your understanding.
Best wishes, [Sender]
Template 4: a chat message
When your team uses Slack, Teams or WhatsApp for absences, a short message is normal:
Morning [Manager], I am unwell and will be off today. Back tomorrow if I feel better. [Colleague] can help with the [task]. I will not be online, but I will message you this evening to confirm.
Even in chat, name the return plan and one person who can help. If your policy requires an email as well, send both.
Fit notes and medical certificates
Whether you need documentation depends on your employer, your country and how long you are off. The pattern, in general terms, is:
- A short absence is often covered by your own word, sometimes called self-certification.
- Longer absences usually require a document from a doctor. In the UK this is called a fit note; in the United States it is often called a doctor's note or medical certificate; other countries use their own forms.
- Some employers require a document from the first day, others only after several days.
- Sick pay can depend on providing the right paperwork on time.
Because these rules vary, do not guess. Read your contract or staff handbook, or ask HR which document they accept and by when. If you are unsure, say so in your email: "Please let me know if you need a fit note or certificate and by when."
Pair it with an out-of-office reply
If you will be off for more than a day, set an automatic reply so senders are not left waiting. You do not need to say why you are away.
Subject: Out of office until [date]
Thank you for your email. I am away from work and will return on [date]. I will not be checking email until then. For urgent matters, please contact [colleague] at [email address]. Otherwise, I will reply when I am back.
Kind regards, [Sender]
Our guide to the out-of-office message has more wording and setup steps for common mail programs.
Common mistakes
- Oversharing. A paragraph on your symptoms makes the message longer and gives the reader information you may not want shared.
- No return date. "I will be off for a while" leaves the team guessing. Give a date or say when you will update.
- Leaving no handover. One line naming who covers the urgent task saves a dozen messages.
- Using the wrong channel. If your policy says phone your manager, an email alone may not count.
- Sounding guilty. One short apology is plenty. Illness is a normal reason to be absent.
- Vague subject lines. "Hello" is easy to miss. "Sick leave today, [date]" is clear in an inbox.
- Promising to work. Writing "I will keep an eye on email" while ill sets a pattern you may not want. Rest if you can.
How to polish the message
Because you are unwell, the message may be rushed. Before you send it, check that the dates and the weekday agree, that the name of the person covering your work is right, and that the tone is neutral. The Email & Letter Writer can draft a short version from a few notes, the Tone Changer can shift it between formal and friendly, and the Grammar Checker catches typos. Each tool processes text up to 6,000 characters per run, which is far more than a sick leave note needs. Read the result yourself before sending, because a tool cannot know your workplace's rules.
Quick checklist
- Subject line says what the message is and the date
- One sentence says you are unwell and cannot work
- Return date given, or the day you will update
- One line on urgent work and who covers it
- No diagnosis unless you choose to share it
- Fit note or certificate offered if the policy asks for it
- Out-of-office reply switched on if you are off for more than a day
Try the tools
Frequently asked questions
Do I have to tell my employer what is wrong with me?
Usually not. Saying you are unwell is enough in most workplaces. An employer may ask for a fit note or medical certificate for longer absences, and rules differ by country and contract, so check your handbook or HR policy for what you must provide.
Should I call or email when I am sick?
Follow your workplace policy. Some employers want a phone call or a message to a named person before the working day starts. If you phone, send a short email afterwards so there is a written record of the dates and handover.
How do I write a sick leave email for one day?
Use a clear subject, say you are unwell and unable to work today, state that you expect to return tomorrow, and name anyone covering urgent work. Two or three sentences are enough. Skip symptoms and lengthy apologies.
Do I need a doctor's note for sick leave?
It depends on your employer, your country and how long you are away. Short absences are often self-certified, while longer ones usually need a document from a doctor. Ask HR which document is accepted and by when, because sick pay can depend on it.
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