A sick leave OOO message should be simple, professional, and medically private. You do not need to share your diagnosis, symptoms, or treatment plan. The message just needs to tell contacts you are away, when you expect to return, and who to contact for urgent matters. Below are templates for short-term sick leave, extended medical leave, and everything in between.

Key Takeaways

  • A sick leave OOO needs three things: you are away due to illness, your expected return date (or that you will update when known), and a contact for urgent matters.
  • You never need to disclose your diagnosis or symptoms — “on sick leave” or “on medical leave” is sufficient.
  • UK employees — employers cannot require a fit note until day 8 of absence. Your OOO should not include medical details.
  • US employees on FMLA leave should keep the OOO vague to protect their legal right to medical privacy.
  • Australian employees — personal/carer’s leave covers both your own illness and caring for a family member. Your OOO can simply say “on personal leave.”
  • Set your OOO on day one of your absence — do not wait until someone emails you and gets no response.

Template 1: Short-Term Sick Leave (1–3 Days)

Use this when you expect to be back within a few days.

Thank you for your email. I'm currently on sick leave and will respond to your message when I return. I expect to be back on [Date or "shortly"].

For urgent matters, please contact [Name] at [email].

Template 2: Extended Sick Leave (No Known Return Date)

When you cannot predict your return. Update the OOO as your situation becomes clearer.

Thank you for your email. I'm currently on medical leave and will not have regular email access. I'll respond to your message when I return.

For urgent matters, please contact [Name] at [email].

Best regards,
[Your Name]

Template 3: Extended Sick Leave (With Return Date)

When you know your expected return date but do not want to share details.

Thank you for your email. I'm on medical leave until [Return Date] and will not have email access during this time.

For urgent matters, please contact [Name] at [email]. I'll respond to your message when I return.

Best regards,
[Your Name]

Template 4: Sick Leave Following Surgery

Surgery recovery can be longer than standard sick leave. Keep the OOO vague.

Thank you for your email. I'm recovering from a medical procedure and will be out of the office until [Return Date]. I will not have regular email access.

For urgent enquiries, please contact [Name] at [email].

Best regards,
[Your Name]

Template 5: Mental Health Sick Leave

You are not required to specify that your leave is for mental health — “sick leave” or “medical leave” covers all reasons. However, if you choose to be more transparent, keep it brief.

Thank you for your email. I'm on sick leave and will return on [Date]. I'll respond to your message when I'm back.

For urgent matters, please contact [Name] at [email].

Template 6: Caring for a Family Member (AU)

Australian employees can use personal/carer’s leave to care for an ill family member. “Personal leave” covers this appropriately.

Thank you for your email. I'm currently on personal leave and will respond when I return on [Date]. For urgent matters, please contact [Name] at [email].

Template 7: Returning from Sick Leave (Catch-Up OOO)

When you return to a backlog of emails, set a temporary catch-up OOO.

I'm back from sick leave and working through my messages. I'll respond to your email as soon as possible. If your matter is urgent and I haven't responded within 48 hours, please contact [Name] at [email].

Thank you for your patience.

What to Include (and What Not to Include)

Include Do Not Include
That you are on sick/medical leave Your specific diagnosis or symptoms
Your expected return date (if known) Details about treatment or hospital visits
A contact for urgent matters Your personal phone number
Your signature line Details about your medication or recovery
A professional closing Any information that could be used to question whether you are genuinely ill

Sick Leave Laws and Privacy

Country Sick Leave Right
UK Statutory Sick Pay from day 4. No fit note required until day 8. Employee medical privacy is protected by the Data Protection Act 2018.
US No federal sick leave. FMLA (if eligible) provides job protection. State sick leave laws vary. Medical privacy is protected by HIPAA.
AU 10 days personal/carer’s leave per year under the Fair Work Act. Privacy protected by the Privacy Act 1988.
NZ 5 days sick leave after 6 months employment. Privacy protected by the Privacy Act 2020.

In all four countries, your employer is not entitled to know your diagnosis unless the absence is long-term and reasonable adjustments are required. Your OOO should reflect this — vague is correct.

When to Update Your Sick Leave OOO

Situation Action
Day 1 of short-term illness Set OOO: “On sick leave, back shortly”
Illness extends beyond expected return Update OOO with new expected return date
Absence reaches 7+ days (UK) Update OOO once fit note is submitted
Condition changes significantly Update OOO or ask manager to send team update
Return to work (catching up) Switch to catch-up OOO for 2–5 days
Fully caught up Remove OOO entirely

Frequently Asked Questions

Do I need to state I am sick in my OOO?

Yes — “sick leave” or “medical leave” is standard. It tells the sender not to expect a quick reply and prevents confusion about why you are not responding. You do not need to elaborate beyond this.

Should I set a different OOO for my manager and colleagues?

Most email systems only allow one OOO at a time. If you want to communicate more detail to your team, send a separate internal email before your leave starts and then set a standard OOO for all external senders.

What if I don’t know when I will be back?

Say “I will respond when I return” or “I am on medical leave and will update my OOO when my return date is confirmed.” This sets an honest expectation without committing to a date you cannot predict.

Can my employer see my OOO settings?

In most email systems (Outlook, Gmail), OOO settings are per-account and visible to the IT department. If you set a detailed OOO sharing personal health information, IT — and anyone who forwards the OOO — could see it. Keep it vague.

Should I set an OOO for a single sick day?

No. A single-day absence does not warrant an OOO message. Send a brief email or text to your manager instead. If you are out for two or more days, set an OOO.

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