Ora

How do I ask for a day off sick?

Published in Sick Leave Communication 4 mins read

The most common and professional way to ask for a day off sick is to send an email to your manager and relevant team members as early as possible on the day of your absence.

Crafting Your Sick Day Email

Your email should be concise, professional, and include all necessary information for a smooth handover and clear communication.

  • Subject Line: Make it clear and to the point so the recipient can immediately understand the nature of your email.
    • Examples: "Sick Leave - [Your Name]", "Absence Notification - [Your Name]", "Out of Office - [Your Name]"
  • Greeting: Address your manager or the appropriate person according to your company's policy.
  • Body Content: This is where you include the essential details:
    1. Reason for Your Absence: Briefly state that you are unwell and unable to work. You don't need to go into excessive detail about your symptoms.
    2. Duration of Absence: Clearly state the specific day(s) you will be out of the office. If you're unsure about your return date, you can mention you will keep them updated.
    3. Availability for Urgent Matters: Indicate whether you will be able to answer urgent emails or calls. If you will be completely offline, state who can be contacted for immediate issues.
    4. Doctor's Note (If Applicable): Mention if you will be providing a doctor's note, especially if your company policy requires it for absences over a certain period.
    5. Workload Coverage: Name the contact person who will handle your urgent workload or provide instructions on how colleagues can access necessary information for critical tasks.

Key Information to Include in Your Sick Day Email

To ensure clarity and minimize disruption, your sick day email should contain the following details:

Information Point Description Example Phrase
Reason for Absence Briefly state you are unwell and cannot work. "I am writing to inform you that I will be unable to come to work today due to illness."
Number of Days Out Specify the exact date(s) you will be absent. "I will be out of the office today, [Date]." or "I expect to be out on [Start Date] and [End Date]."
Urgent Contact Availability Clarify your ability to respond to urgent communications. "I will be checking urgent emails periodically," or "I will be completely offline today."
Doctor's Note (if needed) Inform if a doctor's note will be provided upon your return. "I will provide a doctor's note upon my return if required by company policy."
Workload Contact Designate a colleague to handle urgent tasks or provide access to resources. "[Colleague's Name] will be handling my urgent tasks today. They have access to [relevant files/information]."

For more details on crafting effective sick day emails, you can refer to resources on professional communication like this guide from the Corporate Finance Institute.

General Tips for Requesting a Sick Day

  • Notify Early: Send your notification as soon as possible, ideally before the start of your workday, to allow your team time to adjust.
  • Check Company Policy: Familiarize yourself with your company's specific sick leave policy. This will dictate who to notify, when, and whether a doctor's note is required for certain durations of absence.
  • Keep it Professional: Even if you're feeling unwell, maintain a polite and professional tone in your communication.
  • Be Prepared: If possible, ensure that urgent tasks or projects are organized in a way that a colleague can easily step in, or that necessary files are accessible.

When to Call Instead of Email

While email is often preferred for documentation, a phone call might be more appropriate for very urgent situations, or if your company policy explicitly requires it, especially for last-minute notifications. Always follow up with an email for record-keeping if you make a call.