Work + Life Balance
You're sick, so copy and paste these sick day email templates and get back to bed.
Writing an email to your boss totake a sick day sort of puts the “ick” in “sick,” right?
Your head is pounding and you've used up every tissue in the box. It's time to call in sick to work. It can be hard to determine whatdetails to include and what to skip—plus what the proper protocol is for calling out—or emailing.
Here's the thing. You're sick and you need the day off. So, let's get that email written and sent out so that you can recharge and get better.
Table of Contents
- How to Write a Sick Day Email in 5 Steps
- 3 Short Sick Leave Email Templates to Use
- When to Call in Sick
- How to Write a Sick Day Out-Of-Office Message + Email Examples
- Additional Sick Day Email Examples
- Final Sick Day Email Tips
Before You're Sick: If you're on this page because you need the template now, get it! However, if you're worried about taking sick days or extended leave through FMLA, familiarize yourself with federal and state-level sick leave laws.
How to Write a Sick Day Email in 5 Steps
1. Check Your Company'sProtocol Around SickLeave and Time Off
Most companies provide a certain number of paid sick days each year; however, you might have to accrue the time first before you have it to use. While figuring that out, check to see if you need to follow a specific company policy or if there are any sick leave policies in place.
Do youjust need to email your boss? Do you need to email a certain email address, which goes to your whole team? Do they require a doctor's note?
Check your employee handbook, and if you don't have anything "official" you need to follow, move to the next step!
2. Write a Brief, Straightforward Email Subject Line
Think “Sick Day” at smaller companies or “Your Name — Sick Day” for larger corporations.
3. Let Them Know How Available You’ll Be
Thanks to advances in technology, it’s entirely possible you might check your email from home periodically throughout your sick day. Or maybe you’re capable of working from homeand not taking a sick day at all.
Then again, you might be in a dazed, cold medicine-induced stupor. If you’re too sick to check your email, say so. If you’re planning on checking, let them know.
You can also tell them you’ll email them later if your condition worsens and you decide to stop checking your inbox.
4. Say Whether It’s Paid or Unpaid
This is especially true ofhourly jobs or positions at large companies. Let your boss know whether this is coming out of your accrued sick leave, PTO, or if it will be considered unpaid leave.
If you happen to be at a company that distinguishes between personal days, vacation days, and sick days, you’ll want to state which of those you’re using as well.
If you're a part-time employee needing to find coverage for your shift, mention the co-worker covering for you. If you are too sick to get coverage, make sure to email your manager ASAP so that they may find someone to work.
5. Give Clear “Next Steps” on Whatever You’re Working On
If you havemeetings scheduled, let your employer know that you’re planning on rescheduling (or that you’ll contact someone to run the meeting for you).
Deadlines on projects? Let them know where those stand. If you’ve got someone on the team who can cover your clients or assignments for you, let your boss know who. If you need them to cover you while you’re out, ask.
3 Short SickLeave EmailTemplates to Use
Below isa standardemail template that you can use for almost any form of sick day. Plus, we included two other sick day email examples.
Note: This email mentions checking emails periodically throughout the day. If you know you're not well enough to do that, don't over-promise.Focus on your healing.
Another Note: Don't feel as though you need to offer a myriad of excuses or explanations. Simply state that you will not be at work today. Nobody needs to know your fever temperature or that you were up all night vomiting due to food poisoning.
Hi [Your Boss’s Name],
Due to a personal illness, I won’t be able to work tomorrow. I will be taking one of my paid sick days to rest and recover. I plan on checking my email periodically throughout the day, but will let you know if my condition worsens and I need to go fully offline. I am going to email [Name of Colleague] to ask her to run the morning check-in meeting I scheduled with the team [or whatever else she needs to help cover].
Please let me know if you have any questions. I hope to be back in the office by Thursday!
Best,
[Your Name]
Hi [Your Boss’s Name],
I woke up with ahigh feverand will be taking a paid sick day to rest and protect myfellow employees.
I've created an out-of-message so anyurgent emailswill get filtered to the correctcoworkers, and I've cc'dhuman resourceson this email per theinstructionsin ouremployee handbook.
I appreciate yourunderstanding, and I hope to feel better soon!
Best,
[Your Name]
Hi [Your Boss’s Name],
Unfortunately, I've woken up sick and will be taking the day to rest and recover. I'll work as I am able; however, I've asked [Name of Colleague] to be thepoint personfor today's department meeting since she's updated on ourcurrent projects.
Please let me know if you have any questions, and I hope to be back in theoffice tomorrow.
Best,
[Your Name]
When to Call in Sick
We often get asked, “When should I send a sick day email?”
The answer is: as soon as you know you're sick. That might mean you send it in the middle of the night or as soon as you wake up with that sore throat and fever.
The sooner that email reaches your boss's or colleagues’ inboxes, the sooner they’ll have access to it—and that’s huge if they need to reschedule some meetings or cover for you.
How to Write a Sick Day Out-Of-Office Message + Email Examples
We love anout-of-office message because they can automate your communication—and hopefully create fewer emails filling your inbox when you're not feeling great. Plus, an out-of-office message is a great backup in case anyone doesn't know you're out sick and might be pestering you for a quick reply.
Just remember that your out-of-office sick day message will go to anyone who emails you—clients, bosses, teammates, etc. Here are some examples:
Hi there,
Thanks for your message. I'm out of the office sick today and I won't be checking email while I rest and recover from theflu. I hope to return on [DATE].
In my absence, please contact [NAME + EMAIL]. If this is urgent, you can text me at [PHONE NUMBER].
Best,
[Your Name]
Hi there,
Thanks for your message. I'm out of the office sick today. I will plan to respond to your email and/orphone callsupon my return. In the meantime, you can contact [NAME + EMAIL] if this is urgent.
Best,
[Your Name]
Additional Sick Day Email Examples
If You Don’t Have Any Sick Days
Hi[Your Boss’s Name],
Unfortunately, I woke up feeling too sick to come into the office today. I plan on taking an unpaid day off to rest up and get better. I will check my email periodically in case any questions come up for you or the team.
Please let me know if you have any questions. I hope to be back in the office tomorrow!
Best,
[Your Name]
If You Feel Sick But Would Prefer to Work Remotely
Hi[Your Boss’s Name],
Unfortunately, I woke up feeling ill and am concerned that if I come into the office, I might get someone sick. I think it’s best that I not come into the office today. That said, I can work from home on the projects I have going and respond via email and Slack to any questions the team has. Does that work for you?
If all goes well, I hope to be in the office tomorrow!
Best,
[Your Name]
If You Need aMental Health Day (Which Qualifies as a Sick Day, Everyone!)
Note: If you can wait to take your mental health day on a day of the week that is less busy (like a Friday), that will not only give you three days to rest, but also the potential for less work to catch up on!
Hi[Your Boss’ Name],
Unfortunately, I need to take a sick day today. I will try to check my email this morning and again before EOD, but will probably need to spend the day resting up [if you’re taking a mental health day, you need to actually give your work mind a break!]. Would you like me to put up an out-of-office message?
I’m not working on anything that needs to be finished before tomorrow, so I’ll hopefully get back on track first thing tomorrow morning.
Best,
[Your Name]
If You Need to Take Extended orIndefinite Leave
If you need to take more than one or twosickdays, there are likely going to be additional steps to take. Refer to your company handbook, yourHR department, and any state/federal laws that can protect yoursickleave and your job.
Greetings[YourBoss’ Name],
Unfortunately, I need to take mysickleave starting on [Date] for [Number of days].
[Insertformalsummary of thesickleave, whether you'll be eligible forFMLAor PaidSickLeave.]
I have been in touch with theHR departmentto determine the next steps I'd need to take as well as what's available inregardsto my PTO,sickleave, and anyFMLAbenefits. They have the requisitemedical certificateandsickleave letter as mentioned in theemployee handbook.
I’m available to discuss mymedical leaveand what it means for my position over the next weeks if you'd like to connect.
Best,
[Your Name]
Final Sick Day Email Tips
- Don’t make it too personal. Even if your team is very open, there might come a time when you don’t want to share the nature of your illness. It’s better to keep your sick day emails detail-free from the beginning so that when that day comes, no one thinks, “That’s weird that she’s not saying what’s wrong.”
- Again, mental health days are sick days.Anxiety attacks or episodes of depression. Emotional burnout. Unexplained headaches. It’s your paid sick leave, and you can use those days anytime your health is suffering.
- If you’re not sure what the uniqueetiquette at your office is, take a look at how colleagues handle sick days.
- If you’re sick, you’re sick. 50 percent of Americans work while sick, including a whopping 60 percent of millennials age 18-29. It’s a bad move, and yes, it often prolongs your illness. Write that email and go back to bed.
