When illness prevents you from working, an email notification is the standard, professional approach for informing your manager. This method establishes a clear record and respects workplace protocol better than a text or phone call. A concise and timely message ensures your absence is managed without unnecessary disruption to team operations. Learning how to structure this communication is the first step toward a worry-free sick day.
What to Include in Your Sick Day Email
The subject line should be immediately clear and contain specific information, such as “Absence Notification – [Your Name]” or “Sick Day – November 10.” This allows the manager to prioritize the message instantly. The body of the email must open with a direct statement that you are unwell and unable to perform your duties for the day.
A clear statement of your expected return date is the next information, or at least a commitment to provide an update by a specific time. You do not need to detail your symptoms; confirming your inability to work is sufficient. Conclude by confirming that your absence adheres to the company’s established sick leave policy.
Professional Etiquette and Timing
The professionalism of your sick day notification is determined by its timing. The email should be sent as early as possible, ideally before your official start time, to allow your manager time to adjust schedules or reassign urgent tasks. Delaying the message until mid-morning can complicate the workflow for the team.
Before drafting the email, review your employee handbook to confirm the required notification procedure. Some organizations mandate carbon copying (CC) specific individuals, such as HR or an administrative assistant, to ensure proper logging of the leave. For team-based projects, CC a designated team member or project lead who might need to cover immediate responsibilities. Maintain a professional tone, focusing only on the operational impact of your absence rather than medical specifics.
Ready-to-Use Email Templates
This template is for a single, unexpected absence with a clear return expectation.
Standard Sick Day Notification
Subject: Absence Notification – [Your Name]
Dear [Manager’s Name],
I am writing to inform you that I am unwell and will be taking a sick day today, [Date]. I have checked the team calendar and confirmed my appointments are covered.
I expect to be back in the office tomorrow, [Date]. I will check emails briefly this evening to ensure no urgent matters are missed. Thank you for your understanding.
Sincerely,
[Your Name]
When an illness is expected to last longer than one day, the focus shifts to setting expectations for updates and delegating responsibilities.
Requiring Multiple Days Off
Subject: Extended Sick Leave – [Your Name] – Update Required by [Time/Date]
Dear [Manager’s Name],
I am unable to come to work today and anticipate needing to take the rest of the week off, returning on [Date]. I have attached a document detailing my ongoing projects and their status.
For urgent matters, please contact [Colleague’s Name] at [Colleague’s Email/Extension]. I will send a definitive update on my status by the end of the day on [Date].
Sincerely,
[Your Name]
This format is used when an immediate situation prevents proper planning and requires prioritizing speed over comprehensive detail.
Short Notice or Emergency Absence
Subject: Emergency Absence – [Your Name] – Unable to Work Today
Dear [Manager’s Name],
I woke up feeling severely unwell and will be unable to come to work today. This is an unexpected absence, and I apologize for the short notice.
I will be unable to check emails or calls, but I have notified [Colleague’s Name] to cover any time-sensitive issues.
I will provide an update on my status and expected return time later this afternoon.
Sincerely,
[Your Name]
Preparing for Your Absence and Handoff
Sending the notification is only the first step; preparation for the handoff is equally important. Once the email is sent, immediately set an automatic Out-of-Office (OOO) reply. This message should state the dates of your absence and provide the name and contact information of the covering colleague for urgent inquiries.
Before fully disconnecting, delegate any urgent tasks that cannot wait for your return. Communicate this delegation directly to the covering colleague, outlining the priority and necessary context. Confirm that all necessary files, project documents, and client contact information are accessible to the covering team member.
Following Up and Returning to Work
If your illness extends beyond the initial date provided, a proactive follow-up email is necessary to keep your manager and team informed. Send this update before the expected return time to manage expectations, confirming the new anticipated date.
The return to work requires a professional closing of the loop. Send a brief email the evening before or the morning of your return, confirming your availability. Upon returning, focus your initial hours on catching up on communications. Review your email inbox for urgent items flagged by the OOO contact, rather than immediately demanding updates from colleagues. Prioritize tasks that directly impact the team’s ability to move forward.