How to Write an Email Calling in Sick
When you’re feeling under the weather and need to take a sick day, it’s important to inform your employer or supervisor. Writing an email is an appropriate and professional way to do so. Here’s a step-by-step guide on how to write an email calling in sick:
-
Subject Line: Clearly state the purpose of your email with a concise subject line. For example, “Calling in Sick – [Your Name].”
-
Greeting: Begin your email with a polite greeting, such as “Dear [Supervisor’s Name],” or “Hello [Team’s Name],” if the email is directed to a group.
-
State your absence: In the first paragraph, mention that you won’t be able to attend work due to illness. Keep it simple and straightforward. For instance, “I’m writing to let you know that I will not be able to come into work tomorrow, [date], as I am feeling unwell and need to take a sick day.”
-
Mention the illness: Briefly, mention the reason for your absence. You don’t need to provide excessive details or specifics about your illness. A simple sentence like “I have caught a severe cold and feel too weak to carry out my duties” should suffice.
-
Expected duration: If you already know the duration of your sick leave, mention it in your email. This will help your employer to plan accordingly. For example, “I anticipate needing one day off to rest and recover, but I will keep you updated if any changes arise.”
-
Work arrangements: Offer to assist with any important work matters during your absence. You can mention that you’re available via email or phone if any urgent issues arise or if your assistance is required. For instance, “If there are any urgent tasks that need attention, please don’t hesitate to reach out to me via email or call, and I’ll do my best to assist remotely.”
-
Apologize for the inconvenience: Express your regret for any inconvenience caused by your absence. This demonstrates professionalism and shows consideration for your colleagues. For example, “I apologize for any inconvenience this may cause the team, and I’ll ensure to catch up on any missed work once I’m back.”
-
Closing: End your email with a polite closing, such as “Thank you for your understanding,” or “Best regards.” Sign off with your name.
-
Subject Line (optional): If you had forgotten to do so in step 1, you can repeat the subject line in the end as a friendly reminder. For example, “Calling in Sick – [Your Name].”
-
Attachments (if necessary): If you have a doctor’s note or any other required documents for sick leave, you can mention that they are attached to the email.
Remember that timely communication is essential when calling in sick. If there are specific protocols or preferred methods of communication in your workplace, be sure to follow them. Sending your email in a professional, concise, and courteous manner will be greatly appreciated by your employer or supervisor.