Key takeaways
- Send your sick day email before the workday begins so your team has time to adjust.
- Keep it brief: State your absence, your expected return date, and who can cover urgent tasks. A few clear sentences are all you need.
- You’re telling your employer you need time off, not asking for permission. Be direct without being apologetic.
- If you don’t know when you’ll return, commit to a specific date when you’ll provide an update rather than guessing.
- Set availability expectations up front; don’t promise to check email if you’re genuinely too unwell to do it.
Writing a sick day email doesn’t need to be complicated, but getting the tone and details right matters more than most people think. Too vague and your manager is left guessing; too detailed and you’re oversharing when you should be resting. A good sick day email is short, clear, and professional: It states the facts, sets expectations, and lets your team move forward.
This guide explains how to write a sick day email, what to include, and when to send it, with examples and common mistakes to avoid so your absence is handled smoothly.
Table of contents
- What is a sick day email?
- How to write a sick day email in 6 steps
- When should you send a sick day email?
- Who should you send a sick day email to?
- Sick day email examples
- Common mistakes to avoid in a sick leave email
- How Grammarly can help you write better emails
- Sick day email FAQs
What is a sick day email?
A sick day email is a short, professional message to your employer or team letting them know you’re unable to work due to illness, injury, or another health-related reason. It communicates your absence, sets expectations, and keeps things moving while you recover.
The most important thing to remember is that you’re telling your employer you need time off, not asking for permission. Keep the email brief and direct without going into clinical detail about your symptoms. An effective sick day email adheres to professional email etiquette, is assertive and straightforward, and avoids unnecessary information.
How to write a sick day email in 6 steps
A strong sick day email follows the same basic structure every time: State your absence, share what your manager needs to know, and close professionally. Follow the steps below to write a clear, concise sick day email that’s easy for your manager to understand and act on.
1 Subject line
Your subject line should tell your manager exactly what the email is about before they open it. Use a clear format like [Leave type] – [Your name] – [Date(s)].
Here are a few examples that work:
- Sick day – [Your Name] – [Date]
- Sick day notification for [Date] – [Your Name]
- Out sick – [Your Name] – [Date]
For an extended absence, a subject line like “Medical leave request – [Your Name] – [Start Date] to [End Date]” is more appropriate.
Avoid vague subject lines like “Leave” or “Not feeling well.” They force your manager to open the email just to understand what’s going on, which slows down their ability to plan.
2 Greeting
Begin your email with a polite greeting that matches the formality of your relationship with your manager. “Hi [Name]” is appropriate if you email each other casually throughout the week. “Dear [Name]” or “Good morning, [Name]” fit a more formal environment. If you’re unsure, mirror the tone of your most recent email exchange.
3 Short explanation
State your reason for writing in a clear, brief way. For example: “I’m not feeling well and need to take a sick day today,” or “I’m unwell and won’t be able to work today.” For a multi-day absence, you might say: “I’m unwell and will be out sick through [Date].” That’s generally enough detail for most situations.
You don’t need to name the specific illness or describe your symptoms unless you choose to. A general statement that you’re unwell without including clinical details is sufficient in most professional contexts.
4 When you plan to return
Include the date you expect to return so your employer can plan accordingly and reassign tasks. If you’re fairly certain when you’ll be back at work, state it directly: “I plan to be back on [Date].”
If you genuinely don’t know when you’ll recover, don’t guess. Instead, commit to a specific date when you’ll provide an update. For example: “I’m not sure how long I’ll need, but I’ll send an update by [Date] to let you know where things stand.” This approach keeps communication open without locking you into a timeline you can’t predict. It also gives your manager a clear expectation for your next message.
5 Availability
Communicate if and how you plan to stay in contact while you’re out. If you’re available to handle urgent calls or emails, make sure your colleagues know. If you won’t be available, name a specific person who can handle urgent matters in your absence.
One important boundary: Don’t promise you’ll check email if you’re genuinely too unwell to do it. Over-promising and then going silent can create confusion, so it’s better to set clear expectations up front.
If your absence will span more than one day, set an out-of-office auto-reply so anyone who emails you receives an immediate response without waiting for you to reply.
6 Closing
End your email with a sincere closing. “Thank you for understanding” is warmer and more personal, while “Sincerely” or “Kind regards” is more formal and neutral. Either works, but match your closing to the tone you’ve set in the rest of the email. If you opened with “Hi [Name],” a “Thanks so much” closing fits better than a more formal option like “Best regards.”
When should you send a sick day email?
Send your sick day email as soon as you know you can’t work, ideally before the workday begins. The earlier you notify your team, the more time they have to adjust schedules, reassign tasks, and cover for you. This applies to both in-office and remote work.
If you realize the night before that you won’t be well enough to work, send the email then, rather than waiting until morning. Your manager may check messages before the day starts, and an earlier heads-up gives them more time to plan.
You’ll also want to check your employer’s sick leave policy for specific notification requirements. Some companies request doctor’s notes, have designated absence management systems, or require notice within a certain window. Following your company’s policy helps ensure a smooth process for everyone.
Who should you send a sick day email to?
Knowing who to notify is just as important as knowing what to say in your sick day email. In most cases, you should send your message directly to your manager. They’re responsible for your workload and team coordination, so they need to be the first to know. If you manage others or your absence will impact your team’s work, notify direct reports or key teammates so they can adjust accordingly.
It’s also a good idea to check your company’s handbook or internal policies. Some organizations may require you to loop in Human Resources (HR) or a specific team distribution list. When in doubt, a direct email to your manager is the right place to start.
Sick day email examples
The examples below cover some common sick day email scenarios. Choose one that fits your situation, then adapt it to reflect your specific details and voice.
Sick day email (one-day absence) example
When to use this: You’re out for a single day, know your return date, and have a relatively informal relationship with your manager.
Subject: Sick day – [Your Name] – [Date]
To: [Manager Name]
Hello [Manager Name],
Unfortunately, I am unable to come to work today because I have a fever and need to take a sick day. I will be checking my email and responding to any urgent messages. You can also reach me on my cell phone at [Phone Number].
Thank you for understanding. I aim to be back on Wednesday.
[Your Name]
Short and direct sick day email example
When to use this: You prefer not to share health details, your absence is brief, and your workplace culture supports minimal explanation. This example demonstrates the “tell, don’t ask” approach in its simplest form.
Subject: Sick day – [Your Name] – [Date]
To: [Manager Name]
Hello [Manager Name],
I will be unable to work today due to illness. I plan on being back at work tomorrow and will follow up if this changes.
Sincerely,
[Your Name]
Extended sick leave email (medical leave) example
When to use this: Your absence will last three or more days, or your manager or HR requires formal documentation of the coverage plan. This example shows how to write an email for an extended absence that includes everything a manager needs to approve it.
Subject: Medical leave request – [Your Name] – [Start Date] to [End Date]
To: [Manager Name]
Hello [Manager Name],
I am writing to formally request sick leave due to a recent medical condition. My doctor has recommended I take some extended time off to recover.
My expected absence would be from [start date] to [end date]. I have taken steps to ensure a smooth workflow in my absence:
- I have discussed my responsibilities with [Colleague’s Name], and they have agreed to cover for me during my leave of absence.
- I will be reachable by email should anything urgent arise, although I aim to keep this to a minimum.
- If needed, I can provide a note from my doctor that confirms my condition.
Your understanding during this time is greatly appreciated.
Thank you,
[Your Name]
Sick leave email example when you don’t know your return date
When to use this: Sometimes you simply don’t know how long you’ll be out, and that’s OK. In this case, communicate what you do know and commit to keeping your manager updated.
Subject: Sick leave – [Your Name] – [Date]
To: [Manager Name]
Hello [Manager Name],
I wanted to let you know that I am not feeling well and will need to take sick leave today. At this point, I’m unsure how long I will need to recover, but I will keep you updated on my status.
I’ll plan to check in with you tomorrow morning with an update. In the meantime, [Colleague’s Name] can assist with any urgent matters.
Thank you for your understanding,
[Your Name]
Sick leave extension email example
When to use this: If your illness is lasting longer than expected, send a brief follow-up to the email you originally sent. Replying to your existing thread keeps the context clear for your manager.
Subject: Sick leave update – [Your Name] – [New Date]
To: [Manager Name]
Hello [Manager Name],
I wanted to follow up on my previous message. Unfortunately, I am still not feeling well enough to return to work. I now expect to be back on [New Date], though I will let you know if that changes.
Please let me know if there is anything I should hand off or prepare before my return. I appreciate your patience.
Thank you,
[Your Name]
Sick day email example for a new employee
When to use this: If you’re new to a role, taking a sick day can feel particularly uncomfortable. Be direct, offer additional reassurance of your commitment, and mention your plan for catching up.
Subject: Sick day – [Your Name] – [Date]
To: [Manager Name]
Hello [Manager Name],
I am writing to let you know that I am unwell and need to take a sick day today. I understand that I am still new to the team, and I want to assure you that I am committed to getting up to speed as quickly as possible upon my return.
I expect to be back in the office tomorrow. Please let me know if there is anything urgent I should be aware of or if there is a colleague I should reach out to for today’s priorities.
Thank you for understanding,
[Your Name]
Common mistakes to avoid in a sick leave email
When you’re not feeling well, it’s easy to make a small misstep that affects how your sick leave message is received. Here are a few common mistakes to watch out for:
- Oversharing details: You don’t need to list your symptoms. A simple “I am unwell and unable to work” is sufficient. Keep the focus on your absence and logistics—who can cover for you, where to find key documents—not your illness.
- Being too apologetic: Taking time to recover is a normal part of work life. Overly apologetic language can undermine the clarity of your message. Be direct and matter-of-fact.
- Forgetting to set expectations: Let your team know if you’ll be completely offline or checking in periodically for urgent matters. If you’re unsure when you’ll return, say when you’ll provide an update rather than guessing. This clarity helps your team manage work in your absence.
- Waiting too long to send it: Inform your manager as soon as you know you won’t be able to work, preferably before your workday begins. A timely message shows respect for your team’s time and planning.
- Writing more than you need to: A sick day email should be a few clear sentences, not several paragraphs. Get straight to the point so you can focus on rest.
Avoiding these mistakes helps ensure your email is clear, respectful, and easy for your manager to act on.
How Grammarly can help you write better emails
A clear, professional sick day email lets your manager plan ahead so you can focus on recovering. Grammarly can help at every stage—from getting your ideas down to making sure the final message sounds polished and intentional.
- Draft faster: Use Grammarly’s AI email writer to generate a polished email or reply in seconds from a short prompt or a few bullet points.
- Organize your ideas: Grammarly’s AI writing tools help structure your message so it’s clear, focused, and easy to follow.
- Strike the right tone: Use tone suggestions and Reader Reactions to ensure your email comes across as intended.
- Proofread your writing: Grammarly’s free AI proofreader helps catch grammar, spelling, and punctuation errors in real time.
- Humanize your message: Turn AI-generated text into writing that sounds natural and engaging with Grammarly’s AI Humanizer.
Get Grammarly to write emails that are clear, professional, and effective.
Sick day email FAQs
How do you write a sick leave email?
To write a sick leave email, briefly explain that you’re unwell and unable to work, state when you expect to return or when you’ll provide an update, and share any relevant availability or coverage details. Keep the message clear, concise, and professional.
What format should a sick day email follow?
A sick day email typically follows a simple structure: a clear subject line (“Sick day – [Your Name] – [Date]”), a brief statement of absence, your expected return or update date, any availability or coverage details, and a professional closing. This structure helps your manager quickly understand and act on your message.
How long should a sick day email be?
A sick day email should be short and to the point—typically two to four sentences for a one-day absence. Include only what your manager needs to know, such as your absence, expected return date, and availability.
Can you send a sick day email the night before?
Yes. If you realize the night before that you won’t be well enough to work, send the email then rather than waiting until morning. Your manager may check messages before the day starts, and an earlier heads-up gives them more time to plan.
What should you say when calling in sick via email?
When calling in sick via email, keep it simple: State that you’re unwell, confirm you won’t be working that day, mention when you expect to return, and note whether you’ll be reachable or who can cover urgent tasks. You don’t need to describe your symptoms or provide clinical details.
Should you use an out-of-office message for sick days?
Yes, use an out-of-office message when you’ll be out for more than a day or unavailable to respond. This lets others know you’re away and who to contact for urgent matters, so they aren’t waiting on a reply.
Do you have to explain your illness in a sick day email?
No. Stating that you’re “unwell” or “not feeling well enough to work” is sufficient in most professional contexts. You get to decide how much detail to share. Some employers may request documentation for extended absences, but that’s a separate process from disclosing symptoms in the email itself.
What should you do if you need more sick days than you originally requested?
Reply directly to your original sick day email thread so your manager has the full context in one place. Update them as soon as you know you need more time, rather than waiting until the original return date has passed. If you’re still uncertain about your timeline, tell them when you’ll update them next rather than giving a definitive return date.
