Sick Day Email Templates for Every Scenario

You're sick, so copy and paste these sick day email templates and get back to bed.

By Career Contessa Team
December 11, 2023

Writing an email to your boss to take 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 what details 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.

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's Protocol Around Sick Leave 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 you just 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 home and 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 of hourly 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 have meetings 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 Sick Leave Email Templates to Use

Below is a standard email 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 a high fever and will be taking a paid sick day to rest and protect my fellow employees.

I've created an out-of-message so any urgent emails will get filtered to the correct coworkers, and I've cc'd human resources on this email per the instructions in our employee handbook.

I appreciate your understanding, 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 the point person for today's department meeting since she's updated on our current projects.

Please let me know if you have any questions, and I hope to be back in the office 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 an out-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 the flu. 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/or phone calls upon 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 a Mental 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 or Indefinite Leave

If you need to take more than one or two sick days, there are likely going to be additional steps to take. Refer to your company handbook, your HR department, and any state/federal laws that can protect your sick leave and your job.

Greetings [Your Boss’ Name],

Unfortunately, I need to take my sick leave starting on [Date] for [Number of days].

[Insert formal summary of the sick leave, whether you'll be eligible for FMLA or Paid Sick Leave.]

I have been in touch with the HR department to determine the next steps I'd need to take as well as what's available in regards to my PTO, sick leave, and any FMLA benefits. They have the requisite medical certificate and sick leave letter as mentioned in the employee handbook.

I’m available to discuss my medical leave and 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 unique etiquette 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.

Tags:

Career Contessa Team

Career Contessa is an online job search and career advice resource. Since 2013, Career Contessa staff have been writing career advice articles on a variety of topics from job search to advancing at work with insight from experts, research-backed tips, and personal stories to help you become more fulfilled, healthy, and successful at work. When tackling big pain points like job search, interviewing, and career transitions, we need all hands on deck. The articles attributed to the team feature hard work, research, and real experience.