No matter how much you may love your job, there will be days when you wake up feeling under the weather and simply can‘t make it into the office. Whether you‘re running a fever, nursing an injury, or just need a mental health day to recharge, it‘s important to communicate with your boss about your absence in a clear, professional manner. That‘s where a well-crafted sick day email comes in.
In this article, we‘ll cover everything you need to know about writing an effective out-of-office message for when you‘re feeling unwell. We‘ll provide a template along with several examples of sick day emails for different scenarios. We‘ll also discuss best practices around providing the right level of detail, setting expectations regarding your availability, and more.
Why a Good Sick Day Email Matters
You may be tempted to just quickly fire off a message saying "I‘m sick, not coming in today" and leave it at that. However, a little more effort goes a long way in terms of professionalism and consideration for your team. A polished, thoughtful sick day email accomplishes a few key things:
- It keeps your manager informed about your absence and when you expect to return
- It demonstrates respect for your colleagues by giving them a heads up
- It outlines any important information about your work responsibilities and availability
- It maintains a positive impression by showing that you‘re responsible and considerate even when you‘re out
Especially in the era of remote work, sending a prompt, professional sick day email helps combat any concerns that you may be slacking off or taking advantage of the flexibility. It assures your boss that you‘re truly ill and not just taking a day off on a whim.
Sick Day Email Template
Here‘s a basic template you can follow when crafting your own sick day email:
To: [Your Boss‘ Email] Subject: Out Sick – [Your Name] – [Date]
Hi [Boss‘ Name],
I‘m not feeling well today and will need to take a sick day to rest and recover. I‘m suffering from [brief description of illness/issue] and expect to return to work [date].
I‘ll be sure to check my email periodically throughout the day. Please let me know if you have any questions or concerns. I‘ll also notify my team and ensure my projects are covered.
Thank you for your understanding,
[Your Name]
This template hits all the key points – informing your boss that you‘re taking a sick day, explaining the reason for your absence, providing an anticipated return date, and outlining your limited availability. You can customize it as needed based on your specific situation.
Examples for Different Scenarios
Let‘s dive into some examples of how you can adapt this template for various circumstances. While certain aspects will remain the same, you‘ll want to adjust the level of detail and tone depending on your relationship with your boss and company culture.
1. Injury or Broken Bone
Subject: Injured and Out of Office – John Smith
Hi Sharon,
I had an accident over the weekend and fractured my wrist. I‘m currently getting treatment, but will need to take a few sick days this week to rest and recover. I expect to return to work next Monday.
I‘ll be checking email, but may be slower to respond. I‘ve let the team know I‘m out and provided instructions on urgent matters. Let me know if you have any other questions.
Thank you,
John
For a more serious issue like a fracture or other injury, you‘ll want to provide a bit more context while still keeping things concise. Note the expected return date and plan for handling critical work items.
2. Flu or Contagious Illness
Subject: Out Sick – Flu Symptoms – Jane Doe
Hi Mike,
I woke up with a high fever and flu-like symptoms this morning. To avoid spreading germs to the rest of the team, I‘m going to stay home and rest today. I‘ll plan to work from home tomorrow if I‘m feeling better, and hopefully be back in the office by the end of the week.
I‘ll keep an eye on emails but may be slower to respond. I‘ve informed my team I‘m out and will let you know if my condition changes.
Best,
Jane
If you have a contagious illness like the flu, it‘s important to emphasize that you‘re staying home to avoid infecting others. Provide a timeline but be clear that it may change based on your recovery. For remote workers, note your plan to ease back in with a WFH day if you‘re feeling up for it.
3. Stress & Mental Health Day
Subject: Taking a Personal Day – Jim Johnson
Hi Sarah,
I wanted to let you know I‘m not feeling 100% today and need to take a personal day to recharge. I‘ve been dealing with some intense stress and anxiety, and my mental health has taken a hit.
I‘ll be offline for most of the day to fully disconnect and practice some self-care. I‘ll be back in the office tomorrow and will get caught up on anything I missed.
Appreciate your understanding,
Jim
Mental health is just as important as physical health, but there is still some stigma attached to taking a mental health day. If your workplace is open and understanding, you can be direct about needing a day to destress and recharge. If you‘re not comfortable sharing details, it‘s perfectly acceptable to call it a "personal day" and leave it at that. Note your plan to unplug and when you‘ll be back.
4. COVID-19 Symptoms
Subject: Showing COVID Symptoms – Working From Home – Amy Chen
Hi Tom,
I‘ve come down with a cough and fever and am concerned they may be COVID-19 symptoms. Out of an abundance of caution, I‘m going to work from home for the next few days and get tested ASAP.My symptoms are mild so far, so I plan to continue working remotely as much as I‘m able. I‘ll keep you posted on my test results and will follow current CDC guidelines on isolating and returning to the office.
Let me know if you have any concerns,
Amy
During the pandemic, even mild symptoms warrant caution. Emphasize the precautions you‘re taking by isolating and getting tested. Outline your WFH plan and timeline for returning based on your company‘s current COVID policies.
Key Tips for Effective Sick Day Emails
A great out-of-office message for illness is clear, concise, and sets appropriate expectations. Here are a few DOs and DON‘Ts to keep in mind:
DO:
- Send your email first thing in the AM so your team has time to plan
- Keep it brief – just key details about your absence, availability, and plans for coverage
- Set an auto-responder if you‘ll be fully offline so people know replies may be delayed
- Show gratitude and respect for your boss and colleagues
- Proofread for typos and clarity, even though you‘re not feeling your best
DO NOT:
- Overshare the gory details of your illness – keep things on a need-to-know basis
- Commit to too much work or imply you‘ll be constantly available while out sick
- Apologize excessively or feel guilty – everyone gets sick and needs time off sometimes!
- Use an overly casual or jokey tone unless that aligns with your company culture
- CC every single person at the company – just key stakeholders who need to know
Know Your Rights & Company Policies
Keep in mind that many workers have a legal right to take time off when they‘re ill. The Family and Medical Leave Act (FMLA) provides certain employees up to 12 weeks of unpaid, job-protected leave for specified family and medical reasons.
In addition, due to COVID-19, the Families First Coronavirus Response Act (FFCRA or Act) requires certain employers to provide employees with paid sick leave or expanded family and medical leave for reasons related to the virus through the end of 2020. Some of these provisions may be extended through 2024.
Of course, every company has its own policies around sick days and paid time off. Some require a doctor‘s note for absences over a certain number of days. Especially for long-term illnesses, you may need to provide medical documentation. For short-term bugs, a detailed email is usually sufficient – but be sure to understand your specific company policies and abide by them.
The Importance of Rest
Finally, remember that sick days aren‘t just a nice employee benefit – they play a critical role in your health, wellbeing, and productivity. You‘re far better off taking a day to rest and fully recover rather than trying to push through the pain and prolonging your illness.
It‘s natural to worry about missing work or falling behind, but know that your coworkers would far prefer you take the time you need to get better rather than overextending yourself. You‘ll return refreshed, recharged, and able to perform at your best.
The next time you wake up feeling awful, resist the urge to drag yourself into work, and send a thoughtful sick day email instead. With a few key elements and a professional tone, you‘ll put your boss at ease and give yourself permission to get the rest you need. Here‘s to a speedy recovery!