how to write a letter of sick leave

• Career Advice
• How To Write a Sick Leave...

How To Write a Sick Leave Letter (with Template and Example)

11 min read · Updated on October 17, 2023

The next time you're sick, don't just call in - send an excuse letter for your absence too

In a perfect world, no one would ever need to take time off from work due to illness or injury. Unfortunately, however, there are a whole host of ailments that can force employees to call in sick with little warning. Most employers understand this simple fact, and few expect or want you to show up with an illness that could get others sick. But how should you handle those absences? Is it enough to simply call your employer or should you also provide an excuse letter when you're absent?

In this post, we'll explain why you should always try to provide an excuse letter for your absence. We'll also provide some helpful tips to guide you as you create your own formal excuse letter for being absent and provide an example of an absence excuse letter. Finally, we'll include a template that can be customized for your own absence letter needs.

Do you need an excuse letter when you're absent?

Before we begin, it might be helpful to address the question of whether you even need to send a formal excuse letter when you're absent from work. The simplest answer is a resounding yes . While many employers will allow you to simply call in or notify them via an app on your phone, you should always try to send a separate and more formal excuse letter too.

It's common courtesy to provide at least some details about your need for an absence, and a letter - even if it's sent by email - is the most professional way to achieve that goal. There are several benefits to sending such a letter, some of which include:

Your formal sick leave letter can provide some explanation for your absence, which employers will always appreciate .

A thoughtful letter that includes some measure of regret for the absence can make a positive impression on employers and help to maintain good relations with the company.

Many employers will want some form of documentation, which you will need to submit to them anyway. You should accompany that documentation with a professional sick leave request.

Tips for writing a formal excuse letter for being absent

It's always helpful to follow some simple guidelines when you're interacting with your employer and that's true in this instance as well. When you find yourself in a position where you need to send an excuse letter when you're absent, following these tips can help you ensure that you make the right impression.

Act promptly

As soon as you know you're not going to be able to make it to work, notify your employer. The last thing any employer wants to experience is receiving a notification after you've been missing for several days. As a rule, make sure that you or someone else contacts them by phone or email as soon as you know you're going to be absent. You can follow up with your sick leave letter later, if you plan to be gone for several days. That immediate notification is critical, though, so make sure that it occurs as promptly as possible.

Be sincere and apologetic

One of the most important things that you can do in any excuse letter for an absence is acknowledge how it inconveniences your employer. Yes, you have a human right to take a sick day when you're ill, but that doesn't mean that the company isn't negatively impacted by your absence. A sincere acknowledgment of that fact can help to maintain good will . For example, you might say:

“I know that my illness couldn't have come at a worse time for the team, and sincerely hope that it doesn't cause too much disruption for our current project. I hope to be up and around and back at work by [date], so please let me know if anyone has any questions that I need to answer in the meantime.”

Give a reason for the absence

Obviously, you have a right to some level of basic medical privacy, so we're not suggesting that you go into concise detail about your sickness, injury, or other reason for being absent. However, it's customary to provide some minimal level of explanation for an absence. If there are tests that need to be performed or sensitive treatments that you need to undergo, you do not need to disclose that information. However, if you're sick or have been diagnosed with a disease or other malady, there is little harm in telling your employer.

Set clear expectations for your return

Your letter should also try to provide some type of timeline for your anticipated return. Obviously, that's something that may be difficult to estimate, especially if you're suffering from any serious illness. However, it's polite to at least let your employer know what the current expectations might be. If your Doctor has said that you require physical rehabilitation, a period of bed rest, or some other lengthy recovery process, notify your employer.

Of course, there will be times when even your Doctor cannot forecast a reasonable timeline for recovery. If that's the case, you should provide your employer with some advance warning that your leave of absence may require more time away from work than anyone expects. Obviously, the most important thing is that you have time to recover from your condition, but it's still important to communicate as honestly as possible with your employer.

Follow up as necessary

You may need to send more than one excuse letter when you're absent for an extended period. Your employer will need to be kept informed about your recovery progress, so check in periodically with new communications to provide those updates. Unless you know for certain that you'll be able to return to work on a certain date, always provide anticipated return dates - while noting that everything is contingent on your Doctor's assessment of your recovery.

How to write the excuse letter for absence

With those basic tips in mind, let's examine a step-by-step process for writing your own sick leave letter. By following these simple steps and referring to the examples and template below, you should have no problem creating your own professional excuse letter when you're absent.

Use a professional format

Do not send your employer a letter with fancy fonts or colorful graphics. Keep it simple, professional, and easy to read. Use a normal font like Arial, Calibri, or Times New Roman, set to 11- or 12-point size. That will ensure that the letter is clear and pleasing to the eye.

Date each letter that you send

Don't forget to date the letter so that everything is well documented when your employer files the document in your employee records.

Use the recipient's contact information

To properly address your letter, you should use the recipient's full contact information - including their full name and title, company address, department, city, state, and zip.

Use formal greetings

Always greet the recipient with a standard “Dear [Mr. / Ms.] [Contact name] format. Even if you're on a first name basis with the contact, you should still stick to a more formal approach with this type of notification, to ensure that you appear as professional and respectful as possible.

Compose the body

The body of the letter may be as simple as a single paragraph - for example, if you plan to miss only one day - or it may require several paragraphs. Begin by diving right into the most important detail: your absence. This should be a direct statement that notifies your employer that you will be out of the office due to an illness or injury. It should also include some estimate of how long you expect to be gone, while noting that your return is dependent on your recovery progress.

For any absence that lasts longer than a day or two, it can be helpful to provide any pertinent information about your current workload, particularly if anything needs to be completed before your return. Depending on how sick you are, you may also want to let your employer know that you will be available to provide information to assist your colleagues and team.

Thank them for their consideration

Once those primary concerns are addressed, you should include some acknowledgment of the impact your absence may have on the company. Apologize for the inconvenience and express gratitude for the company's consideration of the matter. This is also a good place to note the inclusion of any documentation that your Doctor may have provided.

Simply close with the customary “Sincerely” or “Best regards” and sign the letter. This can be done by simply typing your name if you plan to send the message via email. If you're mailing it, though, you'll need to type your name below your handwritten signature. Given how slow postal mail can be, however, it's usually recommended that you just email your employer.

Examples of excuse absence letters

To give you an idea of what this type of excuse letter for an absence might look like, we've included an example that you can review at your leisure. Either use it as inspiration or customize parts of it to help you create your own message.

October 12, 2023

Mr. Sam Smith, Marketing Head

5555 Any Street Drive

Anytown, Anystate, 00000

Dear Mr. Smith,

I hope this letter finds you well. I am writing to inform you that I have contracted bronchitis and will need to be away from work for the next five days while I complete recover. I know that it is short notice and apologize for the disruption that it may cause to the team and our company.

If my Doctor's treatment plan works as he expects, I should return to work with plenty of time to complete the ABC project that we've been working on. However, if anyone there needs my input before my anticipated return, please have them contact me at 555-555-5555. While I will be resting to recover as quickly as possible, I don't want my illness to present an obstacle to our success.

Though I will be in bed throughout much of this recovery process, I will forward my work email to my phone so that I can be reached in emergency situations. If nothing changes, I expect to be back at work on the 17 th .

I appreciate your concern and understanding and look forward to returning to my duties as quickly as I can. I have attached documentation from my Physician, including office notes from my visit with him today.

Tom Thompson

Excuse letter for absence template

[Mr. / Ms.] [Contact last name], [Contact title]

[Company address]

[Company city], [Company state] [Company zip]

Dear [Mr. / Ms.] [Contact last name],

I hope this letter finds you well. I am writing to inform you that [briefly describe your illness or injury, and your need for an absence]. I apologize for any inconvenience my absence may cause for the team.

According to my doctor, I should be able to return to work by [estimated date of return]. If that expectation changes for any reason, I will notify you as quickly as I can.

[If you may be able to help your team from home, say so. Alternatively, provide any necessary details the company may need to know about your current workload - especially any projects that may have looming deadlines.]

I appreciate your understanding and look forward to recovering quickly and returning to my job. I am including documentation from my Doctor with this letter.

[Your name]

Sometimes, common courtesy makes all the difference

Everyone gets sick from time to time and sometimes that means missing work. As a professional, however, you should never miss work without notifying your employer. When you send an excuse letter when you're absent for illness, you're also sending your employer a message about the type of employee you are. You're telling them that you're a professional who takes their job and career seriously.

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• HR Templates
• Sick Leave Email/Letter

How to Write a Sick Leave Email/Letter for Office (With Template)

For severe medical conditions, employees benefit from sick leave approved and recommended by a doctor. Furthermore, many companies allow employees to take sick days. Based on the company's policy, employees can miss work for a couple of days per year for health reasons without the need for a medical certificate. However, in both situations, employees must notify their superiors or the HR Department and inform them of their absence.

Each company has its own policy and communication tools. Some prefer an official email addressed to everyone involved, from managers to the HR Department. Others accept a less formal notice made by phone or chat. In some companies, you must inform only the direct manager, while others have a strict protocol and a long list of people who must be noticed. Also, the company's policy and culture aren't the only ones that matter. You must consider the way your company registers these sick days and keeps track of time-off and leave. For example, if your company uses dedicated HR software, you probably must warn your superiors about your absence and update the leave records.

Download the sick leave request template

What is a sick leave notice letter?

A sick leave letter is an official letter you send to your manager or HR Department to announce a sudden sickness. It's usually sent via email either by you or automatically by the HR software your company uses.

A sick leave letter should include all the information your superiors need to know personal and contact data of the employee, date of request, the number of necessary sick days, contact data of the doctor who recommended the leave or a medical certificate, and other useful information. You don't have to include personal details about the sickness. However, it's probably a good idea to warn your superiors if your illness is contagious and affects your team.

Although you have the right to medical privacy, a sick leave letter should include the reason for your request. You can use a general category such as personal sick day, medical investigations, child or family care, pregnancy, or extended illness leave. Keep in mind that extended illness leave usually requires a medical certificate and is the subject of labor policy in your country.

How to write a sick leave letter?

The first thing you need to do is find out what format your company requires. They may already have a template or give you helpful directions on what information to put in the letter. If you don't have a specific format to follow, write the letter/email using a neutral tone, and make sure you include the following data:

• The recipient name or function
• Your name and function
• The number of sick days you request and their dates
• The reason for your request
• A medical recommendation or certificate if your company requires one
• The acknowledge of the fact that you didn't use all the sick days you were entitled at
• Your signature

Because sick letters can be sent using a personal email address, don't forget to write your email subject and make it straightforward and concise. For example, you can write a "sick days request" in the Subject field. Also, write your complete name and function to avoid mistakes. Include greetings and a professional email closing but keep the text short and concise. People don't want to know the complete drama of your situation, thus maintain a professional tone and keep personal and medical details at a minimum.

General tips to consider before sending the sick leave request

We have prepared a list of best practices you should consider when writing your email or letter to your manager:

• Inform your superiors and the HR Department as soon as possible. It's usually a good idea to write and send the sick leave letter on the first day of absence or earlier if this is known.
• Follow the company's policies. If you aren't familiar with it, call the HR Department and ask what you should do. Alternatively, you might review the company's handbook.
• Inform your colleagues as well. If your absence affects other people, they should be aware of it. Your colleagues can take care of your clients or urgent tasks, change task planning, and keep you updated.
• If you can't send the sick leave letter yourself, ask a colleague or a family member. Don't delay it until you feel better.
• Within your communication tool - Slack or Microsoft Teams setup your status to "out sick".
• If your company has a time-off calendar, then add your sick leave absence to it, to ensure transparency.
• If you'll be out of the office for more than one day or have a busy schedule, set up an out-of-office automatic message to inform those who send you an email of your absence.

Use templates for requesting sick leave

If your company doesn't provide you with a sick leave letter template, you can make your own or download one here. Nobody wants to write sick letters/emails often, but it's better to use the same format if you must write more than one. You save time and energy, and it looks more professional than putting together a new letter each time. Check out the following examples:

1. Sick leave letter - doctor recommendation

Dear Mr./Mrs. RECIPIENT,

My name is YOUR_NAME, and I work as JOB_DESCRIPTION in the DEPARTMENT. Due to health reasons, I won't be able to come to work starting with DATE. I have a fever, and it might be something contagious. My doctor advises X days of rest and home treatment.

I mention that I have X sick days left for this year.

OPTIONAL: I attached the medical certificate that attests to my condition and my doctor's recommendation.

Please grant me these sick days and let me know if you need additional information.

SIGNATURE (you may include a telephone number and an email address where you are reachable)

2. Sick leave letter for one-day

My name is YOUR_NAME, and I work as JOB_DESCRIPTION in the DEPARTMENT. I'm not feeling well/ I have to do some medical investigations/ My child is sick, and I won't be able to come to work today, DATE. I mention that I have X sick days left for this year.

Please grant me this sick day and let me know if you need additional information.

Thank you for understanding,

SIGNATURE (you may include a telephone number and an email address where you can be reached)

Download the sick leave request template for one day

3. Sick Leave Email

Subject: Sick leave request

CC: To all who are interested (manager, HR Department, team leader, and colleagues)

My name is YOUR_NAME and I work as JOB_DESCRIPTION in the DEPARTMENT. Due to health reasons, I won't be able to come to work starting with DATE. My doctor advises X days of rest and home treatment. I mention that I have X sick days left for this year.

Best regards,

4. Sick leave email for fever

I'm writing this email to inform you that today I will not be able to attend the office due to sickness. I am suffering from a high temperature, cough, flu since last evening. I plan to the doctor for medicine later today. If I got recovered by tomorrow then I will come to the office. In any other case, I will inform you through email.

We hope that the sick leave request samples will boost your confidence when crafting your application for sick leave. After you have drafted your best version, covering the elements mentioned above, don't forget to send it to your boss or manager to apply for sick leave.

With LeaveBoard, you can track employee vacation and sickness like a pro. Moreover, you streamline each request dynamically so that the managers automatically receive email notifications to approve the absences. Sickness monitoring will be effortless. Offer to your employees tools to track sickness absences to make better decisions and plan work more efficiently.

Automate your sick leave requests with the easy to use online HR software.

Easy set-up ● No contracts required ● No credit cards

Application For Sick Leave (For Office)

An employee can call in sick if he/she is unwell and not in a state to go to the office for work.

Usually, it is recommended to write a leave application letter in order to request for a leave.

A medical certificate from a registered doctor or medical practitioner may also be required in case of a long period of absence due to sickness.

Generally, an employee is entitled to sick leave only after a stipulated period of employment in an organization. However, the case may vary for different organisations and industries.

Also, contrary to general belief a sick leave and medical leave application are different leave application letters altogether. So, talk to your HR to get clarity on the matter.

The leave application samples given below will help you craft an application for sick leave that you can send to your boss or manager to apply for sick leave.

Tips to write an application for sick leave

When writing an application for sick leave, it's essential to be clear, concise, and provide the necessary details.

Here are 10 tips to help you create a well-structured and effective application:

Use a professional format

Start with a formal header containing your name, address, contact information, date, and the recipient's details (e.g., supervisor, HR manager).

Clearly state the purpose

Begin your letter by explicitly stating that you are requesting sick leave. Mention the specific dates you need to be absent from work.

Provide a valid reason

Briefly explain the reason for your sick leave. You don't need to go into great detail but mention the illness or health condition that necessitates your absence.

Be honest and transparent

Honesty is crucial. If you're unwell, clearly state the symptoms you're experiencing and how they affect your ability to work.

Mention relevant medical information

If applicable, include relevant medical details, such as the doctor's diagnosis, prescribed treatment, or the need for bed rest.

State the duration

Specify the dates for which you are requesting sick leave. Include both the start and end date of your absence.

Inform about work responsibilities

Offer to delegate your pending tasks or responsibilities to a colleague during your absence. Assure them that you will complete pending tasks before your leave or promptly upon your return.

Follow company policy

Mention that you are following the company's sick leave policy and will provide any required documentation, such as a medical certificate, if necessary.

Express gratitude and understanding

Show appreciation for the understanding and support of your employer or supervisor. Acknowledge any inconvenience your leave might cause and assure them of your commitment to making up for lost time.

End with a professional closing

Conclude your application with a formal closing, such as "Sincerely," and sign your name below it.

Remember, every company may have slightly different policies and procedures for requesting sick leave, so it's a good idea to check your company's HR guidelines to ensure you include all the necessary information.

Additionally, submit your application as soon as possible to allow your employer time to plan for your absence.

Application for sick leave: Sample 1

Subject: Sick Leave Required

Dear Mr./Mrs. {Recipient’s Name},

I am down with fever and flu because of which I will not be able to come to the office for at least {X days}. As per my family doctor, it is best that I take rest and recover properly before resuming work.

I have asked {colleague’s name} to check on my clients and will try to periodically check my email if you need anything urgent.

Please grant me leave for the aforementioned period. If you need additional information, please let me know.

Yours Sincerely, {Your Name}

Application for sick leave: Sample 2

Subject: Application for Sick Leave

I am writing to let you know that I developed an acute case of food poisoning last night. I hoped it would go away by this morning, but it looks like I am still unwell.

Please grant me leave for {X days} days so that I can take proper rest. I will join the office after {X days}, once my health comes back to normal.

I have no immediate responsibility regarding the tasks and do not expect any urgencies. Awaiting your approval.

Sick Leave Application Sample 3

Subject: Leave Required

I am emailing to inform you that I cannot make it to the office today{date} as I have come down with a case of flu. I am assuming the flu will take at least {X days} to go away. Thus, I will be back to the office on {date}.

I will be available to answer emails and phone calls if you need urgent help, however, {Colleague's name} will handle my workload today to ensure all deadlines are met.

Thank you for understanding.

Sick Leave Email Sample 4

I would not be able to join the office today because I am under the weather and have symptoms of viral infection. I went to the doctor yesterday and he prescribed {X days} of rest.

I asked {collegue name} to handle my pending tasks, while I am away. I will be available via email for any urgent needs.

I have also attached the doctor’s note to this email.

Sample for Sick Leave Application for Office for One Day

Subject: Sick Leave Request for One Day

Dear [Supervisor/Manager's Name],

I hope this email finds you well. I am writing to inform you that I am feeling unwell and will not be able to come into the office tomorrow, [date]. I have seen a doctor who has advised me to take a day off to rest and recover. Therefore, I would like to request a sick leave for one day.

I apologize for the inconvenience this may cause and assure you that I will make every effort to minimize the impact on my colleagues and ensure a smooth workflow during my absence. I will be available via email if there are any urgent matters that require my attention.

Please let me know if there is any specific documentation or formalities required for this sick leave request, and I will provide it promptly. I will also inform my team members about my absence and delegate any pending tasks or projects to ensure that there is no disruption to the work progress.

I understand the importance of maintaining regular attendance at work, and I will make sure to complete any pending work or make up for any lost time upon my return.

Thank you for your understanding and support. I appreciate your attention to this matter and your consideration of my request. If there are any further instructions or information you require, please do not hesitate to let me know.

Wishing you and the team a productive day in my absence.

Kind regards,

[Your Name] [Your Position/Department] [Contact Information]

Check out some more leave application letters for office .

FAQ 1. What to include in a sick leave format?

A well-structured sick leave format should consist of the following elements:

a. Header: Your name, address, contact information, and the date of writing the application.

b. Recipient Information: The name, designation, and address of the person you are addressing the application to (e.g., supervisor, HR manager).

c. Subject: Clearly state the purpose of the letter, for example, "Sick Leave Application" or "Request for Medical Leave."

d. Reason for Leave: Briefly explain the reason for your sick leave. Mention the illness or health condition that requires your absence.

e. Duration: Specify the dates you need to be on leave, including both the start and end dates.

f. Medical Information (if applicable): Include relevant medical details, such as the doctor's diagnosis, prescribed treatment, or the need for bed rest.

g. Responsibilities during Absence: Offer to delegate your pending tasks or responsibilities to a colleague during your absence. Assure your employer that you will complete pending tasks before your leave or promptly upon your return.

h. Compliance with Company Policy: Mention that you are following the company's sick leave policy and will provide any required documentation, such as a medical certificate, if necessary.

i. Closing: End with a professional closing, such as "Sincerely," and sign your name below it.

2. What is the importance of Sick Leave application?

Writing a sick leave application holds significant importance for both employees and employers:

a. Formal Request: A sick leave application is a formal way of informing your employer about your inability to attend work due to illness or health reasons.

b. Compliance with Policies: Many companies have specific policies and procedures for taking sick leave. Submitting a sick leave application shows that you are adhering to these policies.

c. Work Planning: Your employer needs to know about your absence in advance to plan and redistribute workload among other employees. This helps maintain productivity and ensures that work is not hampered.

d. Documentation: Having a sick leave application on record can serve as documentation of your absence, which can be essential for payroll and HR purposes.

e. Professionalism: Submitting a well-written sick leave application demonstrates professionalism, responsibility, and consideration for your team and workplace.

3. How do I write sick leave for two days?

When writing a sick leave application for a short period like two days, consider the following tips:

a. Be Clear and Specific: Clearly state the dates for which you need leave, starting from the first day of absence to the last.

b. Mention Reason Concisely: Briefly explain the reason for your sick leave. You don't need to go into great detail but mention the illness or health condition that requires your absence.

c. Assure Pending Task Completion: Offer to delegate your pending tasks to a colleague during your absence and assure your employer that you will complete pending work before your leave or promptly upon your return.

d. Express Gratitude: Show appreciation for the understanding and support of your employer or supervisor and express regret for any inconvenience caused.

e. Follow the Standard Format: Use the sick leave format mentioned above to maintain professionalism and provide all necessary information.

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How to Write a Sick Leave Application For Office? (With Samples)

There will be days when you would get up feeling giddy and unwell; you would want to take a break from the office. If you are planning to take time off to recover from your illness, you should write a sick leave application to your manager. Before we move any further, you need to understand what a sick leave application is. It is an official letter you send to your manager or HR Department to announce a sudden sickness so that you apply for a leave. It's usually sent via email either by you or automatically by the HR software your company uses. 

Every company has its policies for procuring leaves and one must adhere to those guidelines. A few managers are probably okay if you send in a text message for a sick leave application but we suggest you go the professional route by sending an email to apply for sick leave. A sick leave application should include the reason as to why you are taking the time off. If you attach the relevant medical documents along with your sick leave application, it will work in your favour. 

In this article, we will share what you should include in the sick leave application, how you should write, and a few samples of the leave application.

Why you should consider writing sick day email to your manager?

Writing an instructive sick day email should consists of a few things.

• It should notify your co-workers that you will be taking the day off, whether or not you will be active throughout your sick day.
• Proactively communicating this in order to help the business to run smoothly while you’re on sick leave, show your teammates and managers that you’re accountable, and help you recover without extra pressure.

What to include in your Sick day email?

When writing a sick day email, make sure you keep it short and up to a point. Some of the points that needs to be incorporated in the sick day email are:

• No. of days that you will be absent in the office
• Reason for your absence
• Name of the contact person who will look over to your workload
• Doctor’s note if applicable
• If you will be able to answer urgent emails and calls

Some Easy Steps to Follow To Write Sick Leave Email

Send the email as early as possible:.

It is the first and the foremost thing that an employee has to follow to inform the manager and their co-workers before the official timings. The sooner the email reaches your manager the earlier they’ll have to contact to it, and that’s enormous if they need to postpone some meeting or arrange its substitutes.

Write a clear email “Subject Line”:

When writing a mail, it should specify why you’re writing this and what it indicates? Fill up the subject line with your name and the motive for writing. For example, “First Name Last Name – Absence.”

Inform them about your Next Availability:

When you’re sick, it might not be possible for you to keep a check on your official mail. So, update them about your presence how will you able to cope up with urgent email or calls. If yes, then inform them you’re capable of working from home and not taking a sick day at all. It will be a good way to let them know before about how well you can manage to work remotely or not at all.

Mention it about Paid or Unpaid Leave:

Revise your boss about the paid or unpaid leave, whether this is approaching out of your sick leave or not. If you turn out to be at a company that distinguishes among personal days and sick days, you’ll want to affirm which of those you’re using as well.

Update about the next steps on whatever you’re working on:

If you have a meeting plan, let your employer know that you’re planning to postpone it further or you’ll contact someone to run the meeting. If you’ve got someone on the team, who can cover up your assignments or clients for you, inform your manager about it.

Samples of Sick Leave Application

Sick leave application sample 1 (one-day absence leave in the office):.

Subject: Sick Leave Required Hi, (Manager’s Name) I’m emailing this to tell you that I can’t make it to work today, (Date), as I’ve come up with a stomach illness. I’ll be present to answer emails if you need any urgent help, but (team-mate name) will grip my workload for today to make sure all deadlines are met. Thank you for Understanding, (Your Name)

Sick Leave Application Sample 2 (Unclear Leave):

Subject: Sick Leave Application Hi, (Name of your boss) This is to bring to your kind notice that I won’t be able to join the office today. I’ve been feeling under the conditions since last night. I visited the hospital, and the doctor said I’ve got a severe illness. The prescribed medication will last for 4 days. The doctor asked me to take bed rest so I can completely recover. Please feel free to contact (co-worker name)  who will be taking care of my workload till the time I am not in office to make sure that all the deadlines are met. Thank you for understanding, (Your Name)

Conclusion 

We hope this comprehensive guide would help you professionally draft sick leave applications. Don’t forget to personalize these samples according to your requirements.

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Q1. How many sick leaves are given in a company?

It completely depends on your company’s leave structure. If your sick leave application exceeds two to three days, employers do seek a medical certificate. 

Q2. How do I apply for sick leave? 

If your company has software wherein you can apply for leave, you can apply via that. If not, we would suggest sending a professional sick leave application to your manager or HR department through email. 

Q3. Should I send a formal email or an informal message to my manager for applying for sick leave? 

We would suggest you send an email citing your reasons for sickness and use a professional tone while writing the sick leave application. 

Related Article(s):

• How to Write Leave Application For Office (With Samples)

How to Write Maternity Leave Application (2 Samples Included)

• Everything You Need To Know About Compensatory Leaves (With Samples)
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• How to Write a Sick Leave Letter for Your Employer

15 min read 955 Views 5 Likes 16 Oct 2023

How to Write a Sick Leave Letter for Your Employer (With Gulf Tips and Examples)

Table of contents, introduction, when should you write a sick leave letter, sick leave letter format, sick leave letter templates, writing an effective sick leave letter.

Additional Considerations

Returning to Work After Sick Leave

Next steps if leave is denied, sick leave laws in the gulf.

Falling ill is an inevitable part of life, even if you maintain a generally healthy lifestyle. When sickness affects your ability to work, it's important to communicate properly with your employer to take the necessary time off to recover.

This is where a sick leave letter comes in - to formally request some time away from your job responsibilities due to illness or medical reasons. Drafting a professional sick leave letter is vital for maintaining positive relationships and clearly setting expectations while you are away.

This comprehensive guide will provide context on when you need to write a leave letter, offer template examples for different situations, and share tips to craft an effective, courteous sick leave request. We'll also cover what to do after submitting your letter, relevant Gulf employment laws, and frequently asked questions.

With these best practices, you can communicate your needs properly, prevent negative impacts to your job, and return smoothly once your health permits.

Here are some common situations that warrant submitting a formal sick leave letter to your employer:

• You require 2 or more consecutive days off due to illness, injury, or medical procedure.
• You need intermittent paid sick leave for ongoing health appointments over a period of time.
• You need to work from home temporarily as accommodation while recovering.
• You have been diagnosed with an infectious illness like COVID-19 that requires you to quarantine.
• You need to care for an immediate family member who is ill or injured.
• You need extended leave for a major health situation like surgery, hospitalization, or serious chronic illness.
• Your medical situation impacts your work performance and you wish to provide context on your condition.
• Local employment laws mandate submitting leave letters for certain situations.

In minor one-off cases like a 24-hour flu, you can just call in sick. But for multi-day or ongoing illnesses, a formal written letter is customary and often required.

Next, let's overview the format.

Your sick leave letter can follow this general professional format:

Let's look at template examples tailored for different health situations.

General Illness Sick Leave Letter

Use this sample template if you are requesting multi-day leave for a minor sickness without going into medical details:

ABC Company

Subject: Sick Leave Request from March 4-6

Dear Mr. Smith,

I'm writing to formally request sick leave from work from March 4 to March 6 due to illness. I'm currently experiencing severe flu symptoms that require me to be out of the office for recovery.

During this time, I will be unable to attend critical meetings and complete urgent deliverables. Please let me know if there is any alternative arrangement like working from home on low-priority tasks that you would prefer.

I appreciate your understanding during this time and wish to return to full duty as early as my health permits. Please let me know if I can provide any additional information. I plan to return to work on March 7 assuming I've fully recuperated.

Thank you for your support, and I look forward to discussing my return.

Marketing Manager

EMAIL_ADDRESS

PHONE_NUMBER

COVID Sick Leave Letter

Use this template if you test positive for COVID and need to quarantine:

John Smith CEO

Subject: Sick Leave Request - COVID Quarantine

I'm writing to inform you that I have unfortunately tested positive for COVID-19 today and require sick leave from March 7 to March 14 as advised by my doctor.

As per isolation protocols, I will be quarantining at home during this period and avoiding physical contact with colleagues. I currently have mild symptoms - fever and fatigue.

I should still be able to handle some work priorities via email and remote computer access if possible. Please advise if there are any critical tasks you need support with.

I appreciate your patience and understanding during my recovery. Please let me know if any additional information on my situation is needed. I look forward to returning to the office on March 15, once my quarantine period has ended.

Surgery Sick Leave Letter

Use this template if you require extended absence for a medical procedure:

John Smith CEO ABC Company

Subject: Sick Leave Request - Knee Surgery

I am writing to formally request sick leave from March 10 to April 7 to undergo and recover from a planned knee surgery.

As we have discussed, this surgery is medically necessary to alleviate long-term pain and improve mobility. The procedure is scheduled for March 11. My doctor has recommended taking 4 weeks off work post-surgery to fully recuperate before returning to normal activity levels.

Given the nature of my role, I anticipate being able to handle some work through email and telephone during my initial recovery period, apart from meetings. Please advise if you need me to make alternative arrangements for any critical projects during my absence.

I appreciate your support through this medical situation. Please let me know if you require any additional information. I look forward to returning to full duty on April 8.

Mental Health Sick Leave Letter

Use this template if you need leave for mental health reasons like stress, anxiety, or depression:

John Smith CEO ABC Company Dubai, UAE

Subject: Sick Leave Request

I'm writing to formally request sick leave from March 20 to April 6 due to mental health reasons.

Recently, work stress and anxiety have significantly impacted my sleep, health and wellbeing. My doctor has advised taking 2-3 weeks off to help recover from burnout before returning to full duty.

During this time, I plan to rest, recuperate and undergo counselling sessions. Please let me know if there are any critical tasks you need me to handle or if you would prefer I work from home on light duties where possible.

I sincerely appreciate your support and sensitivity regarding my situation. Please don't hesitate to reach out if any further documentation is required for the leave approval. I expect to make a full recovery and return to work on April 7.

I look forward to discussing my return soon. Thank you for understanding.

Family Member Illness Leave Letter

Use this template if you need leave to care for a sick family member:

Subject: Sick Leave Request - Family Member Illness

I'm writing to formally request sick leave from March 25 to April 1 to care for my spouse who is recovering from a medical procedure.

As discussed, my spouse will be undergoing major knee surgery on March 26. I will need to be available that week for transporting them to medical appointments and assisting at home as they recuperate.

I anticipate being able to work remotely on some days where possible. Please advise if any critical deadlines or meetings are scheduled that week which I should make alternative arrangements for.

I appreciate your understanding during this time. Please let me know if any other information is needed. I look forward to returning to regular work schedules after my spouse has fully recovered.

Jane Doe Marketing Manager

Beyond the format, here are some tips for crafting a professional, compelling sick leave letter to your employer:

• State the Dates Clearly
• Specify the exact start and anticipated end date of leave needed. This sets clear expectations.
• If exact return date is uncertain due to medical reasons, provide a tentative timeline and commit to providing updates.
• Provide Some Context
• Give a brief explanation of the general medical reason necessitating leave e.g. flu, surgery, injury. But avoid sharing in-depth private health details.
• For contagious diseases, specify steps you are taking to prevent spread upon return e.g. negative COVID test.
• Offer Alternative Work Arrangements
• Mention if you can handle some work priorities like emails while recovering or prefer to fully disconnect.
• If applicable, suggest colleagues who can cover specific tasks in your absence.
• Express Appreciation
• Thank your employer sincerely for their flexibility and understanding.
• Appreciate if they require further documentation and reaffirm your commitment once back.

Beyond the letter content itself, keep these additional pointers in mind:

• Subject Line
• Include your name and reason for leave e.g. Sick Leave Request - Flu
• Mode of Delivery
• Email is usually appropriate for sick leave unless the printed letter is mandated.
• For contagious illnesses, email prevents the spreading of germs.
• Attach Supporting Documentation
• You may need to provide a doctor's note, positive COVID test result, or other paperwork, especially for extended absences.
• Follow Company Policy
• Some companies have specific sick leave policies like required notice periods or documentation. Follow procedural requirements.

Once your health has recovered and your leave concludes, follow these best practices for resuming work smoothly:

• Provide sufficient notice to your employer before returning to work.
• Request a return to work meeting to discuss handover status, priorities and any accommodations needed.
• Be proactive in catching up on emails, meetings, projects missed rather than waiting to be updated.
• Thank coworkers who covered for you and colleagues who expressed care while you were away.
• Be transparent about any accommodations that could help ease the transition like reduced hours temporarily.
• Take things slowly and don't overexert, even if you feel pressured to catch up quickly. Your health remains the priority.

If your initial sick leave request is unexpectedly rejected, take these follow-up steps:

• Clarify the reason for the denial and determine if you can provide any additional documentation required.
• Review your company policy on sick leave eligibility and processes. Are alternatives like unpaid leave an option?
• Discuss accommodations like temporarily working from home or part-time on light duties to ease back to full duty.
• Determine if you qualify for short-term disability benefits through insurance and apply if so.
• Evaluate if you may need extended FMLA leave and take legal counsel.
• As a last resort, consider resigning from the role if your health needs are incompatible with company policy.

It's important to be aware of sick leave regulations in your country while drafting leave requests. Here's a quick overview for major Gulf nations:

Frequently Asked Questions

Q: How much detail should I include on my medical condition?

Only include high-level information like "flu symptoms", and "knee surgery". Avoid in-depth private health details.

Q: Can my employer deny sick leave?

Per Gulf employment laws, valid sick leave generally must be allowed especially with doctor notes. However unpaid leave policies can vary.

Q: When should I submit my sick leave letter?

Provide it as early as possible, ideally more than a week in advance for planned procedures. For sudden illness, inform your employer ASAP.

Q: What if I need extended time off beyond what I initially requested?

Keep your employer updated on your recovery status and timelines. Provide new leave extension requests and medical documentation if required.

Q: Can my company fire me for taking too much sick leave?

Most Gulf nations protect employees from wrongful termination if medical documentation is provided for valid sick leave.

Writing a professional sick leave letter is crucial for formally communicating your needs while away from work for health reasons. This guide provided format examples, templates for different situations, tips for effective writing, legal considerations in the Gulf, next steps, and FAQs.

With this knowledge, you can craft courteous leave requests that maintain positive employer relationships while taking necessary recovery time. Focus on clearly setting expectations, expressing appreciation, and being proactive both when requesting and returning from sick leave.

Here's wishing you good health! But if the need arises, you now have the resources to successfully navigate the sick leave process.

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