Write a Sick Day Email That Is Professional and Concise
Let your manager know you are unwell without overthinking it. Pick the right tone, mention coverage, and send a notification that is brief and professional.
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When to Send a Sick Day Email
Send your sick day notification as soon as you realize you will not be able to work. For most people, this means first thing in the morning before the workday begins. If you wake up feeling unwell, do not wait to see if you improve -- notify your manager promptly so they can make arrangements.
If your illness develops during the workday, notify your manager immediately and let them know you need to leave early or step away. For planned medical procedures or appointments, give advance notice whenever possible so your absence can be built into the team's schedule.
How to Write a Sick Day Email to Your Manager
A good sick day email is brief, respectful, and solution-oriented. Open with a clear statement that you are unable to work due to illness. You do not need to name your condition or describe symptoms in detail unless your company policy requires it.
The most valuable thing you can include is a coverage plan. Review your calendar and task list, then note anything time-sensitive and who can handle it in your absence. This small effort shows professionalism and reduces the burden on your manager to figure out coverage. End with your expected return date and an offer to provide updates as needed.
- Open with a clear, direct statement about your absence
- Skip detailed medical information -- brief is better
- Include a coverage plan for urgent tasks and meetings
- Provide your expected return date
- Offer to update your manager if your timeline changes
What NOT to Include in a Sick Day Email
Avoid sharing graphic details about your symptoms or condition. Your manager does not need to know specifics beyond the fact that you are unwell. Oversharing can make the situation awkward for both parties and is not required in most workplace cultures.
Do not over-apologize or make yourself feel guilty for being sick. Everyone gets ill, and taking time to recover is both responsible and expected. Similarly, do not promise to work from home or check email constantly unless you genuinely feel up to it. Pressuring yourself to work while sick often extends your recovery time and reduces the quality of your output.
- Graphic symptom descriptions or medical diagnoses
- Excessive apologies or guilt-laden language
- Promises to work while you are supposed to be resting
- Personal medical history unrelated to the absence
- Complaints about workload or timing of the illness
Sick Day Email Etiquette
Always follow your company's specific sick leave policy, which may require notifying HR in addition to your manager. Some organizations ask for a doctor's note after a certain number of consecutive sick days, so familiarize yourself with the policy before you need it.
When you return to work, send a brief message thanking your team for covering and confirm that you are back. Check in with anyone who handled your tasks to make sure nothing fell through the cracks. If your illness extends beyond your initial estimate, send an update to your manager as soon as you know rather than waiting until the last minute.
- Follow your company's specific sick leave notification policy
- Email your manager and copy HR if required by policy
- Send an update if your absence extends beyond your estimate
- Thank colleagues who covered for you when you return
- Do not feel obligated to respond to non-urgent emails while sick
Subject Line Suggestions
- Sick Day - [Your Name], [Date]
- Unable to work today - feeling unwell
- Taking a sick day today
- Out sick today - [Date]
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Frequently Asked Questions
- Do I need to give a reason for my sick day?
- In most workplaces, a simple statement that you are feeling unwell is sufficient. You are not typically required to disclose your specific illness or symptoms. However, if you will be out for multiple days or your company has a specific policy, you may need to provide more details or a doctor's note. Check your employee handbook for guidance.
- Should I email or call my manager when I am sick?
- This depends on your workplace culture. Email is appropriate in most modern workplaces and creates a written record of your notification. However, if your manager prefers phone calls or your absence is very last-minute, a quick text or call followed by a formal email may be more appropriate. When in doubt, do both.
- Is it okay to take a mental health day and call it a sick day?
- Many companies now recognize mental health days as valid sick leave. If your workplace supports this, you can simply say you are taking a sick day without specifying the reason. If you are unsure about your company's policy, check with HR. Your health, including mental health, matters and taking time to recover is the responsible choice.
- What if I get sick during a critical project deadline?
- Notify your manager immediately and provide a detailed handoff of where things stand. Include what is done, what remains, and who can take over specific tasks. If you can contribute minimally from home for a short time to ensure continuity, offer to do so. However, do not push yourself to work through a serious illness as it can extend your recovery and impact your long-term health.
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