How To Write An Email Calling In Sick: A Comprehensive Guide

Taking a sick day is sometimes unavoidable. When you’re under the weather, the last thing you want to do is spend time crafting an email. However, a well-written email to your employer or supervisor is crucial. It communicates your absence professionally, provides necessary information, and helps maintain a positive relationship. This guide will walk you through everything you need to know about writing an effective “I’m calling in sick” email that gets the job done.

Crafting the Perfect Subject Line: Get Noticed Immediately

The subject line is the first thing your recipient sees. It needs to be clear, concise, and immediately convey the email’s purpose. Avoid vague subject lines that could be overlooked. Instead, opt for something like:

• “Sick Leave Notification - [Your Name]”
• “Absence Notification - [Your Name] - [Date]”
• “[Your Name] - Sick Leave Request”

Keep it brief, professional, and easy to understand. This ensures your email is quickly identified and prioritized, especially in a busy inbox.

The Opening Salutation: Setting the Right Tone

Begin your email with a professional greeting. Use the recipient’s name if you know it. If you don’t, you can use a general greeting. Here are a few examples:

• “Dear [Supervisor’s Name],”
• “Dear [Manager’s Name],”
• “Good morning [Supervisor’s Name],” (If you’re sending the email in the morning)
• “To Whom It May Concern,” (If you’re unsure who to address the email to)

Avoid overly casual greetings. Maintaining a professional tone is important, even when you’re feeling unwell.

Clearly State Your Absence and the Reason

This is the core of your email. State clearly that you are unable to come to work and the reason for your absence. Be brief and to the point. You don’t need to provide excessive details about your illness, unless you are comfortable doing so or your company policy requires it.

Here are some examples:

• “I am writing to inform you that I will be unable to come to work today, [Date], due to illness.”
• “Please accept this email as notification that I will be taking a sick day today, [Date], because I am feeling unwell.”
• “I am writing to request a sick day for [Date] as I am experiencing [brief description of symptoms].”

Keep it straightforward and professional. Avoid overly dramatic language or excessive explanations.

Specifying the Duration of Your Absence: Planning for Your Return

Clearly state how long you expect to be absent. This helps your supervisor plan and delegate your tasks accordingly. If you’re unsure how long you’ll be out, provide an estimated timeframe.

Examples:

• “I anticipate being out of the office for the remainder of today, [Date], and will return to work tomorrow, [Date].”
• “I expect to be out of the office for [number] days, returning on [Date].”
• “I am unsure of when I will be able to return to work. I will keep you updated as I feel better.”
• “I will be out of the office today, [Date]. I will assess my condition and update you on my return tomorrow.”

Providing a clear timeframe minimizes disruption and shows you’re taking your responsibilities seriously.

Addressing Work Responsibilities and Delegating Tasks

This is where you show your commitment to your job, even when you’re sick. Briefly mention any urgent tasks you’re working on and what arrangements you’ve made.

Consider these options:

• “I have completed [task] and [task]. [Colleague’s Name] is aware of [ongoing project] and can be contacted at [email address] or [phone number].”
• “I have finished [task]. Please reach out to [Colleague’s Name] for any urgent matters. I will be monitoring my email periodically.”
• “I will be unavailable today. I will catch up on my emails and tasks as soon as I am able to.”

This demonstrates your professionalism and helps maintain productivity even in your absence.

Contact Information and Availability: Communicating Effectively

Specify how you can be reached, if at all. If you plan to check your email periodically, state that. If you prefer not to be contacted, make that clear.

Examples:

• “I will be checking my email periodically if needed. You can reach me at [your email address].”
• “I will have limited access to email. For urgent matters, please contact [colleague’s name] at [their email address].”
• “I will be unavailable today and will respond to emails upon my return.”

Providing contact information, or lack thereof, ensures clear communication and manages expectations.

The Closing: Expressing Gratitude and Professionalism

End your email with a polite closing. Thank your supervisor for their understanding.

Here are some examples:

• “Thank you for your understanding.”
• “Thank you for your consideration.”
• “Sincerely,”
• “Regards,”
• “Best regards,”

Always include your full name at the end of the email. This reinforces professionalism and clarity.

Proofreading and Editing: Ensuring Clarity and Accuracy

Before sending your email, carefully proofread and edit it. Check for spelling errors, grammatical mistakes, and clarity. A well-written email reflects your professionalism and attention to detail. Use a grammar checker and read the email aloud to catch any errors you might have missed.

Company Policy and Procedures: Adhering to Workplace Guidelines

Familiarize yourself with your company’s sick leave policy. Some companies require a doctor’s note, while others have specific procedures for reporting absences. Following company policy is essential. Make sure you understand the rules and guidelines regarding sick leave and any required documentation.

Examples of Effective “Calling In Sick” Emails: Templates for Success

Here are a few templates you can adapt to your specific situation:

Template 1 (Simple and Direct):

Subject: Sick Leave Notification - [Your Name]

Dear [Supervisor’s Name],

I am writing to inform you that I will be unable to come to work today, [Date], due to illness.

I anticipate being out of the office for the remainder of today. I will return to work tomorrow, [Date]. I will be checking my email periodically if needed.

Thank you for your understanding.

Sincerely,

[Your Name]

Template 2 (Addressing Urgent Tasks):

Subject: Absence Notification - [Your Name] - [Date]

Dear [Manager’s Name],

Please accept this email as notification that I will be taking a sick day today, [Date], because I am feeling unwell.

I have completed [task] and [task]. [Colleague’s Name] is aware of [ongoing project] and can be contacted at [email address] or [phone number]. I will be unavailable today, but I will respond to emails upon my return.

Thank you for your consideration.

[Your Name]

Frequently Asked Questions

What if I don’t know the specific reason for my illness?

You don’t need to provide exhaustive details. Simply stating that you’re feeling unwell is sufficient. For example, “I am writing to request a sick day for [Date] as I am feeling unwell and experiencing symptoms.”

Is it okay to call in sick via text message?

While some companies may accept text messages, email is generally considered more professional. Check your company’s policy. Using email provides a written record of your absence.

Should I mention my symptoms in detail?

Generally, no. You don’t need to disclose specific medical information unless you feel comfortable doing so or if your company policy requires it. Keep it brief and professional.

How do I handle a recurring illness?

If you experience recurring illnesses, consider speaking with your supervisor or HR department. You may need to provide medical documentation or discuss potential accommodations.

What if I need to call in sick on a weekend or holiday?

Follow the same procedures, but be aware of the reduced staff and potential for delayed responses. Send your email at a reasonable time and be prepared to follow up if necessary.

Conclusion

Writing an email to call in sick doesn’t have to be a stressful experience. By following these guidelines, you can craft a professional, clear, and effective email that communicates your absence while maintaining a positive relationship with your employer. Remember to be clear, concise, and adhere to your company’s policies. By taking these steps, you can ensure a smooth process and focus on getting the rest you need to recover.