Woke Up with a Migraine? Send out a Sick Leave Email ASAP

Feeling sick is one thing, but sending out a sick leave email to get a day off from work when you’re already groggy and tired is a much harder task. A simple sick leave email is often enough to get the job done, but the anxiety of wording it perfectly turns it into a time-consuming task. Many organizations have their own system and format for informing relevant team members when you need to take a day off, however, without an automated system to get the job done, an email is always the most formal strategy.

Whether you need to send a sick leave message when you have a migraine or you just need the day off because you’re feeling under the weather, here are simple pointers for crafting the letter quickly.

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Two-Minute Tasks—Sick Leave Emails Do Not Have to Be Complicated

A simple and straightforward sick leave email is almost always enough to get the day off but the email also needs to have all the relevant information in one place without overstepping any boundaries or being unprofessional. If you’re required to send a separate email to your manager and HR, one to describe your pending duties and another to record the leave, then you don’t have the option of skipping the steps. 

While brief emails are better, a sick leave email because of the flu cannot be as brief as “Not coming in today, sorry.” More specific information has to be provided, especially if you don’t want to be perceived as being callous. 

When Should You Send a Sick Leave Email?

Whenever you require time off from work immediately due to poor health, a sick leave email comes into play. Unlike asking for vacation days or time off to attend an important event, it is harder to inform an employer about using your sick leave allowance weeks in advance. If you have a planned surgery or a root canal, you can ask for time off a few days earlier so everything is arranged for your absence, but a migraine or the flu catches everyone unexpectedly. 

Due to the immediate nature of taking sick leave when you’re feeling under the weather, it’s best you inform the organization as soon as you realize that you will be unable to go to work. If you are already sure the night before a workday, send the email across immediately so there are no surprises lying in wait for your manager. If you realize that you need the day off in the morning, send the email before the work day begins, not after you are already expected at work. 

If your organization gives you the option to work from home instead of taking the day off, consider if that’s a better solution for you. You shouldn’t force yourself to work if you’re feeling under the weather, but if you’re still up to working as long as it doesn’t include the commute to work, then consider applying to work from home instead.

What Does a Simple Sick Leave Email Include?

The first aspect you need to consider with regard to your sick leave email is consulting with your company and manager about the process at your workplace. If your organization has a form you need to fill in with all the required details in order to apply for leave, it’s in your best interest to start there so you don’t overlook any steps or instructions. 

If you have to call or text your manager and consult with them about taking the day off first, then ensure you do that quickly without reaching out to them at odd hours. Be respectful of their time as well. 

Even if you aren’t required to send in an email once the relevant form-filling is complete, it’s a good habit to just summarize the relevant details and send it to the concerned individuals anyway, just so you have a record of the whole process. There are some primary considerations and components while writing any simple sick leave email.

• Create a clear subject line about the request for leave so there is no way to confuse the purpose of the mail
• Address the email to the right individual such as your manager or the HR member
• Start by mentioning the desire to take leave and why—you don’t have to go into the specifics of your illness but providing a genuine reason is a good idea
• Mention the period for which you will be away from work. A simple sick leave email usually covers a day or two of leave so if you need even more time off, you’ll likely have to discuss it with your employer first
• If there are tasks that require urgent attention, mention those in the email so that they are not overlooked just because you are unavailable
• If another colleague can take on your tasks, confirm with them first and then mention that they will cover your responsibilities for the day in the email
• Mention if you will be available to take calls on urgent matters
• If your organization requires a doctor’s note, attach that to the email as well
• Close your emails with the same format you would use for any another formal email

Sample Sick Leave Emails To Help Structure Your Communications

Incorporating the simple components in your sick leave emails as we mentioned should be acceptable at any organization unless the employer has a more detailed format available for you to use. With this format, you can cover all the essential information without going into extensive detail or confusing the reader about your intention behind sending the email. If you need some sample leave of absence letters to get you started, give these templates a glance.

 Sick Leave Message Regarding a Migraine

Good morning,

I am writing to inform you that I will be taking the day off due to a migraine that does not appear to be subsiding. I don’t feel entirely up to using my devices due to the headache and the resulting sickness, but I will still be able to take any calls in case of an emergency. 

My teammate [Name] has agreed to handle my responsibilities for the day and should be able to help resolve my pending tasks until I can return to work. I will be back in the office on Friday, and I’ll ensure I resolve all of the tasks and provide an update on how our project is progressing.

Thank you for your time and patience.

Regards,

[Your Name]

Sick Leave Email For When You Catch the Flu 

Hello Mr. [Name of Receiver],

I have come down with a really bad case of the flu and have been recommended to rest for 2 days to fully recover. As a result, I will be taking the next two days off from work, on [dates], to avoid getting the rest of the team sick. I will also use the time to ensure I can return to my tasks with a clear head. I have asked [Name of colleague] to handle any queries regarding our projects and I’m sure he will be able to provide any support necessary in my absence. I will be back at work on [Date] without a delay.

Thank you for understanding.

Regards,

[Name]

Simple Sick Leave Email with a Doctor’s Note

Good evening [Name],

Quite unfortunately, I’ve fallen ill due to a stomach bug and while I had hoped it would be resolved quickly, it isn’t the case. I have gone to the doctor and have my necessary medication but I will be unable to come to work on [dates]. I’ve attached the doctor’s note to the email as instructed.

I don’t have any open tasks that require urgent attention but if something does come up, please feel free to email me or call me on my personal number so I can help in any way necessary. 

Thank you for accommodating the leave.

Regards,

[Name]

Simple Sick Leave Email

Hey [Name],

I’ve taken ill and will not be able to come into work today. Please accept my leave of absence for [date]. I will be back in the office tomorrow and will resume all of my responsibilities without fail. If I need to be contacted for any reason for the rest of the day, please give me a call. 

Thank you for understanding and I apologize for any inconvenience this might cause.

Best,

[Name]

Detailed Sick Leave Email

Hi [Name],

I am writing to inform you that I’m feeling under the weather and will be using my sick leave days for today and tomorrow [dates] in order to recover. I have a doctor’s note attached as per policy and can provide any additional details necessary. 

My current workload includes the revisions on the [name] project and [name]. I am on schedule to have the assignments completed by the end of the week as per our timeline. I will return to work on [date] and ensure I continue to stay on schedule.

My teammate [Name] has been fully briefed on the projects and their progress and will be able to handle any communications from the client or the other teams. I have asked her to reach out to me in case she requires any assistance. I have also asked [Name] to lead the project meetings until I return and he will email a summary report to you by the end of the day.

I will ensure there are no gaps in the project and go over all the tasks completed by the team over the next two days in my absence to confirm that nothing was missed.

Thank you for your patience.

Best wishes,

[Name] 

Once you send your sick leave email and ensure it is received by the relevant members of management, let your team members know you will be away for the day. This will help them move forward with their own tasks without waiting around to hear from you. 

Setting up an out-of-office email alert can also reassure those who reach out to you are aware that you aren’t intentionally ignoring their emails. If they have any pressing concerns, it will allow them to redirect them to other team members. With all of these elements set in place, its time for you to go get some much-needed rest. 

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