How to Write a Sick Day Email + Template

The process of writing and sending a sick day email is often an intimidating one, especially if you have never been in a situation that required you to write such an email before. If that’s how you feel, then this article should come in handy, with ideas about what you should include in your email and samples to give you an idea. Let’s get started!

Write your sick day email in 5 simple steps

When writing your sick day email, follow the following five steps and you will have communicated everything that you need to without much effort or unnecessary information.

1. Send the email early enough

One of the main questions that the majority of employees ask when writing a sick day email for the first time is, “Wen should I send my sick day email?” If you’re asking yourself the same question, the answer to your question is: as soon as you know.

Even if it’s in the middle of the night, as long as you know that you will not make it to work the following day, be sure to send the email early enough. That way, the information will reach your boss and colleagues early enough, allowing them to make any necessary changes if they need to.

2. Keep your subject line straightforward

Your subject line should be brief and straightforward, allowing the recipient to know what the email is about even without opening it. A subject line like “Sick Day” should work for the smaller companies, while “Your Name – Sick Day” should work for larger companies.

3. Let them know about your availability

Technology has given additional options as far as working from home is concerned. You can still check your emails or complete some tasks from home even while on a sick day. As such, you can assess your situation and give your availability status depending on how serious your illness is.

If you are available to check and reply to emails periodically during the day, let your boss and colleagues know. You may also be in a position to work from home and not take a sick day at all. There are other situations that render you incapable of even checking your emails. Whatever the situation, communicate more about your availability so that the affected persons can adjust their plans for the day as required.

4. Confirm whether it’s paid or not

If you work for a large company or have an hourly-based job, you will want to state clearly whether your sick day will come out of your sick leave balance or not. If your company puts a difference between sick days and personal days, let them know which one you will be using among the two.

5. Communicate clearly on the “next steps”

How do you wish to proceed with what you were working on? Will there be someone to carry on or do you prefer to resume once you’re back in office? If you had scheduled a meeting, you can either get someone to run it for you or maybe even reschedule it.

Whatever the case, be sure to let your boss know how you plan to proceed. If you would like someone to cover for you, be sure to ask them and ensure that they are comfortable before passing the related information to your boss.

Quick sick day email example

The following is a sick day email example that you can use for almost any sick day:

Hi (Your Boss’ Name),

I will be taking a paid sick day today due to an unexpected personal illness. I am, however, available to periodically check and reply to emails during the day, but will communicate in case of any changes that may require me to go fully offline.

I will email [Name of your colleague] to ask her to [complete a certain task or whatever else she can help to cover for you].

I’d be glad to answer any questions that you may have. If all goes well, I hope to be back in the office tomorrow!

Best,
(Your name)

Alternative sick day email templates

Here’s a sick day email template to use if you don’t have any sick days:

Dear (Your Boss’ Name),

I woke up feeling very much unwell, and will unfortunately not be able to report to work today. I would like to take an unpaid off so that I can recuperate. I plan on checking my email from time to time, to respond to any questions that may come up from you or from the team. If my condition deteriorates and I’m unable to check my emails, I will let you know.

I’m hopeful that I will be back in the office tomorrow.

Thanks,
(Your Name)

You can also use the following sick day email example if you feel sick but can manage to work from home:

Hi (Your Boss’ Name),

I woke up feeling quite sick and I’m afraid that I might get someone sick if I come into the office. That said, I think it’s preferable that I stay away from the office today. Nonetheless, I can still work from home while checking and responding to any emails from you or the team.

I hope to recuperate and be back in the office tomorrow.

Best,
(Your Name)

Don’t shy from using your sick days

Your employer provides sick days for a reason, so don’t be afraid to use them. Even if you don’t have sick days at your company, it’s important that you take an off day when sick. That way, you can recuperate so that you can be more productive when you return to the office.

Besides, staying at home especially when suffering from a contagious ailment is the right thing to do since you are protecting your colleagues. As such, don’t be upset about missing work as a result of an illness – it’s natural and normal and can happen to anyone.

Just be sure to follow any set policies of the organization to avoid doing the wrong thing.