Sick Leave Letter Samples for Any Situation
Life happens and you might find yourself needing to submit a sick leave request to your employer. Here are some sick leave letter samples and tips to write yours.
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Sick leave letter sample
Free sick leave letter template
Copy and paste this free sick leave letter template into Microsoft Word or one of our letter templates and make it your own.
What is a sick leave letter and when to write one
A sick leave letter is a formal document written to notify employers or supervisors that due to an illness or a medical condition, you need extended time off. This letter is usually accompanied by a medical certification or doctor’s notice. Writing a sick leave letter is a professional way to communicate your health issues, provide notice and seek approval for that time off.
You should submit a sick leave letter as soon as your primary care physician informs you that you can’t work due to illness, a medical condition or because you will be getting surgery and need time to recover. The goal of a sick leave letter is to give your employer enough time so they can make the necessary arrangements to manage the workload during your absence.
How to write a sick leave letter: 5 tips
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1
Give a prompt notification.
Ideally, you should notify your supervisor that you will submit a sick leave request as soon as you know you won’t be able to work. Schedule a meeting to talk privately, answer any questions and establish a plan of action. You can follow this meeting with your sick leave letter for HR to file.
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2
Be professional and sincere.
No one plans to go on sick leave, so while the employer should understand your situation, you should still acknowledge in your letter that you know your sudden absence will be an inconvenience. A simple sentence or two expressing an apologetic sentiment for the setback will go a long way in establishing who you are as a professional. For example:
“I understand the impact of my absence on the team and the projects we are currently working on. I assure you that I will do my best to ensure a smooth handover of my responsibilities and provide any necessary information to colleagues who may need to cover for me during my absence.”
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3
Clearly state when you’ll be returning to work.
Specify in your sick leave letter the time you’ll be absent from work and if possible, provide an expected return date. If your health care provider isn’t sure when you can return to work, mention that you will keep your employer informed.
Pro tip:Maintain a professional and respectful tone throughout your sick leave letter. Avoid sounding overly emotional or informal. -
4
Follow company policy.
Company sick leave policies can vary widely, so make sure to familiarize yourself with your employer’s specific guidelines. Some companies may define who is eligible for sick leave benefits from who isn’t, others may require a doctor’s note after a certain number of dates are requested and some companies even request periodic updates on your health and expected return date.
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5
Format your sick leave letter similar to a business letter.
The text in your letter should be aligned to the left, similar to our sick leave sample letter. Include your contact information, the recipient’s address and the date you’re submitting the letter. The document should have one-inch margins on all sides and use a professional font like Times New Roman or Arial for readability.
Pro tip:If you print your sick leave letter and hand in a hard copy, add a handwritten signature under the closing.
Sick leave request: email
There are moments when handing in a hard copy of your sick leave letter isn’t possible — this is where an email comes in handy. Similar to the printed version, your email should provide the dates you’ll be absent, have a professional tone, offer to make the transition seamless and include your willingness to keep your employer updated with your recovery.
The only difference between a printed sick leave letter and an email one is where you place the contact information. As you can see from the sick leave letter sample below, in an email, your information goes under your signature.
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FAQ: Sick leave request
How do you politely ask for sick leave?
Maintaining a professional and polite tone when asking for sick leave is important. Before you submit your sick leave letter to HR, we recommend talking to your supervisor or manager to let them know what’s happening — they’ll appreciate being in the loop. Once you informed them and had that conversation, follow your company’s sick leave policy and hand in your letter.
How do I request a sick day off?
Everyone gets sick occasionally, so requesting a sick day is normal. Whether your employer has a specific platform they use to put in your sick day or a form you must fill out, we always suggest informing your supervisor first. Tell them you won’t be able to make it to work that day because you don’t feel well. You don’t have to provide any details about your symptoms.
Typically, a doctor’s notice isn’t needed if you’re requesting a single day off but look at your company’s sick day policy to make sure you’re following their rules.
How do you write a sick leave message?
Whether through email, a letter or a messaging platform, it’s important to be concise and professional. Let your supervisor know you won’t make it to work because you’re under the weather or not feeling well — you don’t need to go into details about your symptoms.
If your illness requires you to be absent for more than a day or two, you might need to write a formal sick leave letter accompanied by a doctor’s notice. It’s best to see what your employer’s sick leave policy is and follow it. Generally speaking, however, most sick leave letters will include the dates you’ll be absent, a quick explanation of what’s going on and a promise to keep your supervisor updated on your condition.
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