A sick leave email does not need to be long. Most managers want three things: that you are unwell, when you expect to return, and that your work is covered. The examples below cover every scenario — from a last-minute morning text to a formal multi-day absence request.

Key Takeaways

  • A good sick leave email states that you are sick, your expected return date, and any urgent work handover — nothing more.
  • For a same-day absence, keep it to 2–3 sentences. Do not over-explain your symptoms.
  • For multi-day or extended leave, mention who is covering your work and when you will check in.
  • UK employees have a statutory sick pay entitlement after three qualifying days — your employer cannot require a GP fit note until you have been off for seven calendar days.
  • US employees have no federal sick leave guarantee, but many states mandate paid sick leave — check your state’s rules before assuming you have no entitlement.
  • Sending the email before your start time (or as early as possible) is more important than the wording.

Template 1: The Quick One-Liner (Same-Day)

Use this when your team knows the routine and you just need to flag your absence.

Subject: Sick today — [Your Name]

Hi [Manager],

Woke up with a fever and won't be able to come in today. I'll keep you updated on tomorrow.

Thanks,
[Your Name]

Short, direct, no unnecessary detail. Most managers prefer this for a single-day absence.

Template 2: The Standard Sick Leave Email

This is the most common format — suitable for most workplaces.

Subject: Sick Leave — [Your Name], [Date]

Hi [Manager],

I'm unwell today and need to take a sick day. I've checked my calendar and [Colleague] can cover the [Meeting Name] at [time]. I'll be reachable by email if anything urgent comes up.

I expect to be back tomorrow, but I'll update you by end of day.

Thanks,
[Your Name]

It covers the essentials — absence, coverage, and a return timeline — in three short paragraphs.

Template 3: Calling in Sick by Text

Some workplaces accept text messages for same-day absence. Keep it professional even though the format is casual.

Hi [Manager], it's [Your Name]. I'm not feeling well this morning and won't be able to come in. I'll let you know later today about tomorrow. Thanks.

Tips for texting: Still use your manager’s name — do not just send “sick today” with no context. Follow up with an email if your workplace requires a written record. Do not text colleagues instead of your direct manager.

Template 4: Sick Leave with Work Handover

Use this when you have deliverables due and need to show you have a plan.

Subject: Sick Leave Today — Handover Notes

Hi [Manager],

I'm feeling unwell and need to take the day off. Before I go, I wanted to flag a few things:

- The [Project] report is due at [time]. [Colleague] has the latest draft and can submit it.
- I've left notes in [shared drive/tool] for the [Client] call at [time].
- I'll check in tomorrow morning to see how things are.

Apologies for the short notice. I'll be online briefly this afternoon to handle anything urgent.

Thanks,
[Your Name]

It shows responsibility and reduces your manager’s stress about coverage.

Template 5: Multi-Day Sick Leave Email

When you know you will be off for more than one day, say so — managers plan better when they have a timeline.

Subject: Sick Leave — [Your Name] ([Date] onwards)

Hi [Manager],

I've been unwell since yesterday and my doctor has advised I take a few days to recover. I expect to be off until [Day, Date] at the earliest.

Here is the handover:
- [Task 1] is with [Colleague]
- [Task 2] has been pushed to [New Date]
- I will not be checking email regularly, but I can be reached on my phone for anything urgent

I'll update you on [Day] about my return.

Thanks,
[Your Name]

Template 6: Sick Leave Following a Hospital Visit

If you have been to hospital, you do not need to disclose your diagnosis — but you should mention the situation briefly so your manager understands the severity.

Subject: Sick Leave — [Your Name]

Hi [Manager],

I had to go to hospital this morning and have been advised to rest for the next [X] days. I'll follow up with a GP fit note if required.

[Colleague] is aware of the [Project] deliverables and can cover while I'm off. I'll be in touch about my return date.

Thanks,
[Your Name]

Template 7: Sick Leave Due to Mental Health

You are not obligated to disclose a mental health diagnosis. “Feeling unwell” is sufficient. But if you are comfortable sharing, many managers will respond with more flexibility.

Subject: Sick Leave — [Your Name]

Hi [Manager],

I need to take a sick day today. I've been dealing with some health issues and need the day to rest and reset. I expect to be back tomorrow.

Thanks for understanding,
[Your Name]

Template 8: First Day or New Job Sick Leave

Starting a new job while sick is stressful. Be upfront, brief, and apologetic — but do not grovel.

Subject: Sick on Start Date — [Your Name]

Hi [Manager],

Unfortunately I've woken up unwell this morning and won't be able to come in for my first day. I'm sorry for the late notice — I was hoping it would pass overnight.

I'm happy to come in tomorrow, or I can start remotely today if that works better. Let me know what suits the team.

Thanks,
[Your Name]

Template 9: Calling in Sick When You Are a Manager

Managers setting the tone on sick leave matters. Being honest about your own absences normalises taking time off.

Subject: Out Sick Today — [Your Name]

Team,

I'm not feeling well today and will be offline. [Colleague] is the point of contact for anything urgent.

I'll be back tomorrow. In the meantime, please check [tool/document] for updates on [project].

Thanks,
[Your Name]

Template 10: Extended Sick Leave Request (Medical Leave)

For long-term absence, you may need a more formal process. This email is a starting point — your employer may have a specific medical leave form.

Subject: Medical Leave Request — [Your Name]

Hi [Manager / HR],

I'm writing to formally request medical leave from [Start Date] to [End Date]. I have a medical condition that requires treatment and recovery time, and my doctor has recommended I take this period off work.

I've attached the medical documentation. Please let me know if there are any forms I need to complete for the leave to be processed.

During my absence, [Colleague] will be covering [responsibilities]. I will not be available for work tasks but can be contacted in an emergency.

I expect to return on [Date] and will check in before then to discuss any adjustments.

Thanks,
[Your Name]

What to Include (and What to Skip)

Include Skip
That you are unwell Your specific diagnosis
Your expected return date Play-by-play of your symptoms
Who is covering your work Apologies that go beyond one sentence
Offer to help with urgent items Medical history or recurring conditions
Mention of fit note if required (UK) Justification for why you deserve time off

Sick Leave Rules by Country

Country Federal/National Paid Sick Leave? Key Rule
UK Statutory Sick Pay (SSP) £116.75/week from day 4 (2026 rate)
US No federal mandate 14 states + DC require paid sick leave; check state law
AU 10 days personal/carer’s leave Fair Work Act s.96 — accumulates yearly
NZ 5 days sick leave Holidays Act 2003 s.65 — after 6 months employment

Frequently Asked Questions

Do I need to tell my boss what is wrong?

No. In most jurisdictions, you are not required to disclose your specific illness. You can say “I am unwell” or “I need to take a sick day” without providing a diagnosis. The UK and US both protect employee medical privacy.

Should I email or call my boss?

Follow your workplace convention. If your team typically texts or uses a messaging platform (Slack, Teams), use that for same-day absence. For multi-day leave or formal absence tracking, follow up with an email. When in doubt, email — it creates a written record for both of you.

What if my boss asks for a doctor’s note?

In the UK, employers cannot require a fit note until you have been off for seven calendar days. In the US, employers can request documentation for absences covered by FMLA, but not for a single sick day unless the company’s policy says otherwise.

Can I be fired for calling in sick?

It depends on your jurisdiction and employment contract. In the UK, employees with more than two years’ service have unfair dismissal protection, and sickness absence must be managed through a fair process. In the US, most states are at-will — but using protected leave (FMLA, state sick leave laws) is legally protected regardless.

How many sick days can I take?

It depends on your employer’s policy and local law. UK employees accrue Statutory Sick Pay for up to 28 weeks. Australian employees get 10 days of paid personal/carer’s leave per year. US employees have no federal entitlement, but many employers offer 5–10 days.

Never Lose Track of Who Is Out

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