How To Write An Email About Being Sick: A Comprehensive Guide
Let’s face it: calling in sick is never fun. It usually means you’re feeling lousy, and the last thing you want to do is craft a professional-sounding email explaining your absence. But, it’s a necessary evil. This guide will walk you through exactly how to write an email about being sick that is clear, concise, and professional, ensuring your absence is handled smoothly. We’ll cover everything from the subject line to the closing, helping you navigate this often-awkward situation with grace.
1. Crafting the Perfect Subject Line: First Impressions Matter
The subject line is your email’s first impression. It needs to be clear, direct, and easily understood. Avoid ambiguous subject lines. Instead, opt for something straightforward that immediately informs the recipient of your situation.
- Avoid: “Out of Office” or “Regarding Today”
- Instead, use: “Sick Leave - [Your Name]” or “Absence Due to Illness - [Your Name]”
This immediately communicates the email’s purpose and allows your manager or supervisor to quickly understand the reason for your message. Keep it short, professional, and to the point.
2. The Opening Salutation: Set the Tone
Begin your email with a proper salutation. This shows respect and sets a professional tone.
- Appropriate Salutations: “Dear [Manager’s Name],” or “Hello [Manager’s Name],”
Avoid overly casual greetings like “Hey” or “Hi” unless you have a pre-existing, very informal relationship with your manager. Always err on the side of professionalism.
3. Clearly State Your Absence and Reason: Be Direct
The body of your email is where you explain why you’re writing. Be direct and state your absence clearly and concisely. You don’t need to provide excessive detail about your illness unless you’re comfortable doing so or if company policy requires it (e.g., for extended absences).
- Example: “I am writing to inform you that I will be unable to come to work today, [date], due to illness.”
Keep it simple and straightforward. The goal is to communicate your unavailability without oversharing.
4. Specifying the Duration of Your Absence: Provide Clarity
If you know how long you’ll be out, provide an estimated return date. This helps your manager and colleagues plan accordingly.
- Example: “I anticipate being out of the office for today, [date], and I plan to return to work tomorrow, [date].”
If you’re unsure, state that you’ll provide an update as soon as possible.
- Example: “I am unsure of my return date at this time, but I will provide an update as soon as I can.”
Providing this information minimizes disruption and shows consideration for your team.
5. Delegating Responsibilities and Tasks: Minimizing Disruption
If possible, offer to delegate any urgent tasks or provide information on how to access essential files. This proactive approach demonstrates your commitment to your work even when you’re unwell.
- Example: “I have completed [task] and [task]. For any urgent matters, please contact [colleague’s name] at [colleague’s email address] or [colleague’s phone number]. I have also saved all relevant files in [shared folder].”
This proactive approach demonstrates your commitment to your work even when you’re unwell. Consider your most crucial tasks and how to best facilitate their completion in your absence.
6. Providing Contact Information: Available for Urgent Matters (If Appropriate)
Decide how available you want to be. You are under no obligation to be reachable while sick, but providing a way for your manager to contact you for urgent matters (e.g., through email only) can be helpful.
- Example: “I will be checking my emails periodically if necessary.”
However, it’s perfectly acceptable to state that you will be unavailable.
- Example: “I will not be checking emails while I am out.”
Always respect your own need for rest and recovery.
7. The Closing and Signature: Wrap it Up Professionally
End your email with a professional closing.
- Appropriate Closings: “Sincerely,” “Best regards,” or “Thank you,”
Follow this with your full name. Your email signature should already include your job title and contact information.
Example: Sincerely,
[Your Name] [Your Job Title] [Your Contact Information]
Maintain a professional tone throughout the entire email.
8. Proofreading and Editing: Don’t Skip This Step
Before you send your email, proofread it carefully. Check for spelling errors, grammatical mistakes, and clarity. A well-written email demonstrates professionalism and respect for your recipient. Take the time to ensure your message is polished and error-free.
9. Adhering to Company Policy: Know the Rules
Familiarize yourself with your company’s sick leave policy. Some companies require a doctor’s note for absences exceeding a certain duration. Others have specific procedures for reporting illness. Understanding and complying with these policies is crucial.
10. Examples of Email Templates: Tailored for Different Situations
Here are a few email templates to get you started, tailored for different scenarios:
Scenario 1: Short-Term Absence (One Day)
Subject: Sick Leave - [Your Name]
Dear [Manager’s Name],
I am writing to inform you that I will be unable to come to work today, [date], due to illness. I anticipate returning to the office tomorrow, [date].
I have completed [task] and [task]. For any urgent matters, please contact [colleague’s name] at [colleague’s email address] or [colleague’s phone number].
I will be checking my emails periodically.
Sincerely,
[Your Name]
Scenario 2: Longer Absence (Uncertain Return Date)
Subject: Absence Due to Illness - [Your Name]
Dear [Manager’s Name],
Please accept this email as notification that I will be unable to come to work today, [date], due to illness. I am unsure of my return date at this time, but I will provide an update as soon as I can.
I will not be checking emails while I am out.
Thank you for your understanding.
Best regards,
[Your Name]
Scenario 3: Absence with Delegation
Subject: Sick Leave - [Your Name]
Dear [Manager’s Name],
I am writing to let you know that I will be unable to come to work today, [date], due to illness. I anticipate returning to work on [date].
I have completed [task] and [task]. For any urgent matters, please contact [colleague’s name] at [colleague’s email address]. I have also saved all relevant files in [shared folder].
Sincerely,
[Your Name]
11. Tips for a Positive Response: Building Goodwill
While you can’t control how your manager responds, you can increase the likelihood of a positive reaction by being professional, proactive, and considerate. A little extra effort can go a long way.
- Be Prompt: Send your email as soon as possible.
- Be Prepared: Anticipate any questions your manager might have.
- Be Kind: Even when you’re feeling under the weather, maintain a polite and respectful tone.
- Follow Up (If Necessary): If you’re out for an extended period, send a brief update.
FAQs
What if I don’t know how long I’ll be sick?
It’s perfectly okay to state that you’re unsure of your return date. Simply inform your manager that you will provide an update as soon as you can. This shows honesty and a willingness to keep them informed.
Should I include a reason for my illness in the email?
You are not obligated to disclose the specific details of your illness. However, if you feel comfortable doing so, and if it’s required by company policy, you can provide a brief explanation. For example, “I am experiencing flu-like symptoms.” Avoid oversharing.
Is it okay to send a text message instead of an email?
While a text message might be acceptable in very casual work environments, an email is generally preferred for its formality and documentation. Always default to the communication method preferred by your company.
How do I handle an email if I am sick with COVID-19?
If you are diagnosed with or suspect you have COVID-19, follow your company’s specific protocol. This often includes reporting your diagnosis to HR and potentially providing documentation. Be sure to follow all guidelines related to quarantine and return-to-work policies.
What if I need to call out sick on a weekend?
Send your email as soon as possible. If you are calling out sick for a Monday, send the email on Sunday evening, or as early as you can on Monday morning. This allows your manager to be prepared.
Conclusion
Writing an email about being sick doesn’t have to be a stressful experience. By following these steps, you can create a professional, clear, and concise message that effectively communicates your absence. Remember to prioritize clarity, provide necessary information, and always adhere to your company’s policies. By being prepared and proactive, you can navigate this situation with professionalism and minimize disruption, ensuring a smoother experience for both you and your colleagues.