Communicating your need for a sick day is a standard professional interaction. How you handle this communication can influence your manager’s perception of your reliability. A clear, concise message maintains trust and demonstrates a responsible approach to your work, reinforcing your reputation as a dependable employee.
Key Information to Include
When notifying your employer, your message should be direct and contain only necessary information. Begin with a clear statement that you will be out of the office due to illness.
State the expected duration of your absence. Phrases like “I will be out for the day” provide your manager with a clear timeline for planning. If you are unsure how long you will be unwell, state that you will provide an update later.
Conclude your message by addressing your availability and the status of any urgent work. Mention whether you will be completely offline or checking messages periodically. It is also helpful to note who can be contacted for immediate issues or to provide a brief update on time-sensitive tasks.
What to Avoid Saying
Avoid sharing specific or graphic details about your illness. Your manager does not need to know the nature of your symptoms. A simple statement that you are unwell is sufficient and maintains a professional boundary.
Refrain from using an apologetic tone or language that frames your absence as a request. Taking time off for illness is a standard workplace provision, not a favor. Avoid phrasing your notification as a question like, “Is it okay if I take today off?”
Be realistic about your capacity to work. Promising to complete tasks from home can set an unhealthy precedent and may not be feasible if you are genuinely ill. It is better to be clear that you need time to recover than to make commitments you cannot keep.
Choosing the Right Communication Method
Email is a preferred method for reporting an absence as it is formal and creates a documented record. It allows your manager to receive the information without being interrupted and provides a reference for payroll and HR purposes.
A phone call is necessary if your role requires immediate coverage, such as in retail or healthcare, or if it is the established company policy. For workplaces that use instant messaging platforms like Slack or Teams, a quick message may be acceptable, but this can be perceived as informal depending on your company’s culture.
Always check your employee handbook or ask your manager about the preferred protocol for reporting an absence. Send your notification as early as possible, ideally before your start time, to give your manager time to adjust plans. Your message should go directly to your immediate supervisor.
Professional Sick Day Message Templates
Having a clear, concise template ready can remove stress when you are feeling unwell. The goal is to provide all necessary information in a professional format that can be quickly sent. These templates can be adapted to fit your specific situation and workplace culture.
For a standard one-day illness where email is the preferred communication method, a simple and direct message is most effective. This template is straightforward and covers all the essential points without unnecessary detail.
> Subject: Sick Day – [Your Name]
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> Hi [Manager’s Name],
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> I am writing to inform you that I will be unable to come to work today, [Date], because I am feeling unwell.
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> I will be checking my email periodically for anything urgent. For immediate assistance with [Project X], please contact [Colleague’s Name]. I anticipate being back in the office tomorrow.
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> Best,
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> [Your Name]
If you are facing an illness that may last for more than one day or if the recovery time is uncertain, your message should reflect this. This template includes a commitment to provide updates, which helps your manager plan for a potentially longer absence.
> Subject: Absence Due to Illness – [Your Name]
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> Hi [Manager’s Name],
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> I will be out of the office starting today, [Date], due to illness. I am not sure when I will be able to return, but I will keep you updated on my status as I know more.
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> I will be offline and focusing on recovery. All of my urgent tasks are up to date. If you need anything specific, [Colleague’s Name] has been briefed and can assist.
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> Thank you,
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> [Your Name]
In workplaces where instant messaging is the norm for quick updates, a more concise version is appropriate. This template is suitable for platforms like Slack or Teams and gets straight to the point.
> Slack/Teams Message:
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> Good morning. I woke up feeling unwell and will be taking a sick day today. I will be offline but will let you know if anything changes.
Preparing for Your Absence
After notifying your manager, take a few additional steps to ensure a smooth workflow for your team.
- Set up an out-of-office auto-reply for your email. This informs anyone who contacts you that you are away and manages their expectations for a response time.
- Update your status on internal communication platforms like Slack or Teams to “out sick.” This serves as a visible reminder to your colleagues that you are not available.
- If you are working on a highly time-sensitive project, consider sending a brief message to a key colleague who might be impacted by your absence.
- Block off your work calendar for the day to prevent new meetings from being scheduled.