Spencer Lanoue
Calling in sick can sometimes feel like a daunting task, especially when you have to phrase it just right in an email. But don't worry. We've all been there. It's essential to communicate your situation clearly and effectively. Let’s break down how to write that email so you can focus on resting and recovering, knowing you've covered your bases professionally. From what to include to how to phrase it, we'll walk through each step to ensure your email is clear, considerate, and concise.
Start With a Clear Subject Line
Think of your email subject line as the headline of a news story. It should give a snapshot of what's inside. This is the first thing your boss or HR will see, so make it count. Avoid vague language that could leave your recipient guessing.
- "Feeling Under the Weather" might sound cute, but it's not very informative.
- "Out Sick Today" or "Sick Leave Request" are straightforward and to the point.
A good subject line ensures your message isn’t lost in the daily email clutter and sets the tone for the rest of your communication.
Get to the Point Quickly
Once you’ve got their attention with the subject line, dive right into the purpose of your email. You don’t need to write a novel here. A brief explanation of your situation will do. Here's a simple way to phrase it:
“Hi [Manager's Name],
I’m writing to let you know that I’m not feeling well and won’t be able to come to work today. I’m hoping to be back by [expected date], but I’ll keep you updated if anything changes.
Notice how this sample is straightforward? It respects your manager's time while effectively communicating your situation.
Specify the Duration of Your Absence
Your boss will likely want to know how long you’ll be out, so it's good to provide an estimate. If you’re unsure, be honest. You can say something like, “I plan to return on [date], but I’ll let you know if that changes.” This way, your manager can plan accordingly, and you’re also covered if your recovery takes longer than expected.
Offer Any Necessary Documentation
If your company requires a doctor's note or any other documentation, mention that you’ll provide it. Even if it’s not mandatory, offering to do so shows professionalism and transparency. It might look something like this:
“If needed, I can provide a doctor’s note upon my return.”
While not always necessary, it’s a nice touch that can help maintain trust and accountability.
Address Any Immediate Work Concerns
Depending on your role, your absence might impact certain projects or tasks. If possible, outline any immediate steps you've taken to cover your responsibilities. You might say:
“I’ve briefed [Colleague’s Name] on my current projects, so they’ll be able to assist in my absence. Please let me know if there’s anything else I can do remotely.”
This communicates that you care about your work and the team, even when you're not feeling your best.
End on a Positive Note
Wrap up your email with a friendly closing. Express gratitude for understanding and support, and let them know you appreciate their consideration. An example might be:
“Thank you for your understanding. I’ll keep you updated on my recovery and return date.”
A simple thank-you goes a long way in maintaining a positive and professional relationship.
Check for Errors
Before hitting send, take a moment to proofread your email. Check for any spelling or grammatical errors. A polished email not only reflects well on you but also ensures your message is clear and professional.
Consider Using Spell for a Quick Draft
If you're feeling too sick to focus on writing, consider using Spell to help draft your email. With its AI capabilities, Spell can generate a clear and concise email for you in seconds, saving you time and energy. You can then tweak the draft to fit your personal style and specific situation.
Examples of Well-Written Sick Day Emails
To wrap up, let’s look at a few more examples of how you might word your sick leave email. These are designed to give you a sense of how to handle different scenarios:
Simple Sick Day Email
Subject: Sick Leave - [Your Name]
Hi [Manager's Name],
I wanted to inform you that I'm not feeling well and need to take a sick day today. I hope to be back by tomorrow, but I'll keep you updated.
Thank you for your understanding.
Best,
[Your Name]
Sick Leave with Documentation Offer
Subject: Sick Leave Request - [Your Name]
Hi [Manager's Name],
I’m writing to let you know I’m unwell and unable to work today. I anticipate returning by [date]. If you require a doctor’s note, I’ll be happy to provide one upon my return.
I’ve arranged for [Colleague’s Name] to cover my responsibilities as needed.
Thank you for your support.
Best regards,
[Your Name]
Extended Sick Leave Email
Subject: Extended Sick Leave - [Your Name]
Hi [Manager's Name],
Unfortunately, I’m experiencing [brief explanation, e.g., severe flu symptoms] and will need to take an extended sick leave. I plan to return on [date], but I will keep you updated.
I’ve made arrangements with [Colleague’s Name] to handle my duties in my absence. Please let me know if there’s anything more I can do.
Thank you for your understanding.
Warm regards,
[Your Name]
Final Thoughts
When you're under the weather, crafting a well-thought-out email to notify your workplace doesn't have to be stressful. With these tips, you'll be able to communicate clearly and professionally, ensuring a smooth process for you and your team. And if you're looking to streamline your writing tasks, Spell can help you draft documents with ease, so you can focus on feeling better.
