How to Write an Email Calling in Sick

We've all been there. Waking up one morning feeling off, knowing that heading to work just isn't an option. So, how do you let your boss know you need to take a sick day without a fuss? Writing an email to call in sick might seem simple, but there's an art to getting it just right. Let's walk through how to craft a clear and professional message that covers all the necessary details without overcomplicating things.

Keep It Brief but Informative

When you're not feeling well, the last thing you want to do is write a lengthy email. The key is to be concise while still providing the essential information. Your boss needs to know you're not coming in, but they don't need an essay on your symptoms.

• Start with a direct statement: "I'm writing to inform you that I'm unwell today and unable to come to work."
• Specify the duration: If you think you'll be back the next day, mention it. If not, give an estimate.
• Offer availability: Let your boss know if you'll be reachable for urgent matters, or if you‚Äôre completely offline.

Here’s a quick example:

Subject: Sick Day Notification

Hi [Boss's Name],

I'm writing to let you know that I am not feeling well and will not be able to work today. I plan to be back by [insert date], but I will keep you updated if anything changes. I’ll be checking emails periodically if there are urgent matters.

Thank you for your understanding.

Best,
[Your Name]

Be Honest, But Not Overly Descriptive

While honesty is always the best policy, there's no need to go into graphic detail about your illness. Keep the tone professional and straightforward. Sharing too much information can make your email feel awkward and might even be unnecessary for your boss.

Instead of elaborating on your symptoms, a simple statement that you're unwell is usually sufficient. For example:

Subject: Sick Leave Today

Hello [Boss’s Name],

I wanted to inform you that I am not feeling well and will need to take a sick day today. I hope to be back by tomorrow, but I will keep you posted.

Thanks,
[Your Name]

Notify Early

Timing is everything. As soon as you know you won't make it to work, send that email. This gives your team and boss ample time to adjust and cover your responsibilities if necessary. Early notification shows consideration and responsibility, which your boss will appreciate.

Here’s how you might phrase it:

Subject: Sick Day Notification

Good morning [Boss’s Name],

I wanted to let you know as soon as possible that I'm feeling unwell and won't be able to come to work today. I'll update you on my condition by the end of the day to confirm if I can return tomorrow.

Apologies for any inconvenience.

Regards,
[Your Name]

Use a Professional Tone

Even if you have a casual workplace, maintain a professional tone in your sick day email. This sets the right tone and helps ensure your message is taken seriously. Avoid using slang or emojis, and keep the language polite and respectful.

Here's a professional yet friendly email example:

Subject: Sick Leave Notification

Dear [Boss’s Name],

I'm reaching out to inform you that I'm under the weather and will not be able to work today. I am hopeful to return by [insert date], but I'll keep you updated.

Thank you for your understanding.

Sincerely,
[Your Name]

Offer to Catch Up

Showing your willingness to catch up on missed work can demonstrate your commitment and responsibility. This is especially important if you’re in the middle of a project or have deadlines approaching.

• Express your willingness to cover any missed work: This can reassure your boss that you‚Äôre still on top of your responsibilities.
• Plan for a follow-up: Mention that you‚Äôll catch up on what you‚Äôve missed upon your return.

Consider this example:

Subject: Sick Day

Hi [Boss’s Name],

I am feeling unwell today and won’t be able to work. I expect to return by [insert date] and will make sure to catch up on any missed work. Please let me know if there’s anything urgent that needs my attention.

Thank you for your understanding.

Best,
[Your Name]

Include Your Contact Information

Even if your boss has your contact details, it’s good practice to include them in your email. This makes it easy for them to reach you if necessary. However, make it clear if you’ll be less responsive or prefer email over phone calls.

Here’s how you could phrase it:

Subject: Out Sick Today

Hello [Boss’s Name],

I am writing to inform you that I am not feeling well and need to take a sick day today. I will be back by [insert date]. I will be checking my emails periodically, but I can also be reached at [your phone number] if something urgent comes up.

Thank you for your understanding.

Regards,
[Your Name]

Consider the Timing

If possible, avoid sending your email late at night or during off-hours unless it’s unavoidable. Sending your email during regular business hours is more likely to ensure it's seen promptly. That said, if you wake up feeling unwell, don’t delay.

If you're using tools like Spell, you can draft your email swiftly, saving time and ensuring clarity even when you’re not feeling your best.

Avoid Ambiguity

Be clear about your intentions and avoid any language that could be misconstrued. You want your boss to understand your message right away without any back-and-forth clarification.

For instance, instead of saying, "I might not be in today," be firm and say, "I am taking a sick day today."

Subject: Sick Day Notice

Hello [Boss’s Name],

I wanted to let you know that I am not feeling well and will be taking a sick day today. I am aiming to return by [insert date] and will keep you updated.

Thank you.

Best,
[Your Name]

Final Thoughts

Crafting an effective sick day email doesn't have to be complicated. By keeping it clear, professional, and considerate, you ensure your message is well-received. And if you're looking for a way to streamline your writing tasks, Spell can help you draft and edit documents quickly and efficiently, even when you’re feeling under the weather.