Your head is pounding, your voice sounds raspy, and even sitting up straight exhausts you. Yes, you're ill. That means you'll need to gather sufficient energy to inform your supervisor and colleagues that you won't make it to the office today. This can be delicate since you aim to communicate without revealing too much. sick-day email To express sufficient distress to seem credible without going overboard, causing your boss to think you might need an ambulance—always remembering the appropriate level of professionalism. email etiquette That's quite a bit to manage when you're already feeling fuzzy and sick. But you've got this!
Before you dive into that email, here’s something crucial to remember: There’s no shame in taking a sick day. "It's perfectly normal and expected for humans to fall ill occasionally; after all, being unwell is part of being human," explains Alison Green, who runs the workplace guidance website Ask a Manager and has authored several works on the subject. Ask a Manager: Dealing with Oblivious Co-workers, Snatching Supervisors, and the Rest of Your Professional Life at Work You don't have to say sorry about that. Nonetheless, what you should do is inform your supervisor that you'll be away.
The earlier you tackle this, the better. business etiquette requests that you promptly deliver a clear and concise communication when you realize you will not be coming into the office. So, how do you achieve that ideal mix of remorse and duty while quietly celebrating with a joyful jig in your sleepwear? Here’s How to properly call in sick as per etiquette and career specialists.
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At what point do you choose to send an email versus make a call when informing someone about your sickness-related absence?
Various organizations have distinct procedures when it comes to informing about sick days. The method of notification—whether through calling or emailing—depends on your workplace, employer, and if they've established specific policies regarding sickness absences.
For example, certain individuals might be fine with receiving a text or Slack notification, whereas others would rather get a phone call—especially when they have to arrange immediate backup due to your unavailability. "However, the most preferred method remains sending a sick-day email," explains Jan Goss, a specialist in business manners and owner of Show Up Well, an etiquette advisory firm. "An email is documented, enables you to utilize spell check and grammar tools, can be readily shared among those who require this data, and appears more professional and official."
Although you might quickly fire off a text message or leave a voicemail, it could be wise to also send an email as a follow-up. This ensures you have documentation handy should any queries arise down the line, she notes.
According to Goss, it's advisable to send a sick-day email as soon as you become aware that you're falling ill and won’t be able to make it to work. While many such emails tend to be sent at short notice since illnesses aren't usually planned, providing your supervisor with even just 12 hours' warning is preferable to waiting until only two hours before. Therefore, sending this message should occur promptly after deciding not to come into work due to illness.
How to compose an illness-related absence email
The first rule for composing a sick-day email is simply to write it. The most challenging aspect often involves mustering up the motivation. "Avoid delaying!" emphasizes Goss. "This is the primary error I observe individuals committing when they call in ill."
Composing the message itself – be it an email, text, or Slack notification – is straightforward. The reason being: "Keep it brief and simple," according to Green. Below are nine recommendations provided by our specialists to assist you with this process. what to say .
1. Craft a concise and educational headline
Goss advises that your subject line should incorporate the phrase "sick day" along with the specific date. An example would be: “Sick Day Today — December 2nd”. The main point is clear: “Provide essential details in the subject line so they grasp the content without needing to read further,” she explains.
2. Inform others who should be aware of your absence.
Goss advises against sending separate emails or depending only on your manager to communicate that you're unwell. In the email, under the subject line, include either a carbon copy (cc) or blind carbon copy (bcc) for everyone whose work might be impacted by your leave, as well as anyone else your organization’s policies require you to inform (such as Human Resources).
3. Make it brief and concise.
In this scenario, simplicity is key. "A single line works perfectly!" states Green. (To see some examples, refer to the templates provided below.)
4. Add all pertinent employment information.
Brevity is key for sick-day emails, yet providing extra information can significantly help your colleagues at times. Green mentions that based on your role and the specific day, you may need to include an extra line or two about logistics. For example, you could specify who will take over your responsibilities or request moving a meeting to another time.
5. Avoid going into specifics regarding your illness or symptoms.
Sending an "I'm out due to the flu" email to your supervisor isn't wrong But consider this carefully before sharing even that detail, Green advises. "It's wiser not to establish a pattern of disclosing the exact nature of your illness since there might come a moment when you'd rather keep it confidential," she states. "Developing the practice of safeguarding your personal health information is prudent."
And certainly keep your symptoms private. No one wants to hear about your explosive diarrhea or just how high your temperature is, yet some people feel compelled to include these details, as they think it lends legitimacy to their sick day, Goss says. You don’t need to do that. Most people will understand what “I’m ill” means—not to mention, it can be gross and, as a result, unprofessional.
6. Avoid asking people to contact you unless it's crucial.
Fight the temptation to conclude your sick-day email with phrases such as: "Should you need to contact me, feel free to call" or "You can still get in touch via email if you have any queries."
"If you're calling in sick, I hope you're not still working from home. That wouldn't count as a sick day; it'd just be another work-from-home day!" Green remarks. "It's best if individuals completely unplug when they're ill. This benefits both their personal health and the overall office atmosphere." However, she notes, if you find yourself checking emails occasionally, you could mention that too.
7. Avoid the apologies and excuses
Becoming ill is a normal part of being human, so there’s no need to apologize for it, and you shouldn’t feel obligated to justify yourself. reason to call in sick today It's okay to offer an apology once for the disruption," Goss states, "however, don't feel bad about utilizing your sick days—as that's precisely their purpose.
8. Provide a timeframe if possible.
If you know the duration of your illness, mention this in your email, according to Goss. For example, you might add a sentence indicating that you anticipate recovering by the end of the weekend and returning to work on Monday.
9. Send it!
A thoughtfully composed email for reporting a sick day can serve as an efficient means of communication at work, and you don’t need award-winning literary abilities to write one. In essence, keep it brief and dispatch it promptly. Also, avoid including details about anything occurring in your restroom!
Sick-day email templates
Feeling a bit groggy due to insufficient sleep and a couple doses of cough medication? We've got you sorted with these easy-to-copy-and-paste sick-day emails that can handle any scenario.
If your plans are to be away for just a day or two,
I'll be absent today, [insert date], due to illness, however, I expect to come back tomorrow.
If you're unwell yet intend to work remotely,
"Hey everyone. I'm not feeling 100% today, so I'm taking it easy and working from home I'll continue monitoring Slack and my email periodically throughout the day should you need to contact me, and I will distribute the project updates later today, as previously mentioned."
If you're dealing with an extended sickness, such as influenza orCOVID-19,
I'll be absent due to illness today and probably for the remainder of this week. I aim to come back next week, however, I will keep you informed should anything change.
If you wish to maintain privacy regarding your situation
I'm going to take a personal day today. I'll catch up with everyone on Monday!
If your aim is to make others feel at ease
Hello everyone! As you probably know, I'm dealing with a significant health issue and have been hospitalized. Thank you for your support. well wishes And await my return once my doctors confirm I'm fit enough to do so. Until then, reach out to [insert person] for any inquiries."
When you are on medical leave
I will be away from the office for [insert timeframe] due to medical leave. Should you require assistance in my absence, kindly get in touch with [insert contact name and details].
When you are going on indefinite leave
I wanted to inform everybody that I'll be taking an indefinite personal leave. I will check my inbox weekly, however, if you require quicker assistance, kindly get in touch with [insert contact name and information].
Away message for when you're taking a sick day
If you're going to be absent due to illness even for a single day, it's worthwhile to spend an additional minute setting up an automated out-of-office response. This way, others won't be left questioning why they haven't received an immediate reply from you. Funny out-of-office messages They have their role, but there’s no necessity to complicate things or claim illness over them, according to Green. Below is a simple template you can use for this objective:
I won’t be available today, [insert date or date range]. For immediate help, reach out to [insert name] at [insert email or phone number].
Indeed, it's as straightforward as that. Don't complicate matters—just type your message, hit send, and return to bed!
FAQs
At what point does an illness justify taking a day off?
A serious disease or harm that leaves you incapable of carrying out the physical requirements of your job is considered as automatic sick day Whether you're working in an office or remotely from home, deciding when to take a sick day can be tricky. However, according to Goss, trust your instincts if you're unsure about the severity of your condition. Specifically, she advises leaning towards caution if you suspect you might have a highly infectious ailment, such as gastroenteritis or COVID-19, particularly if you share a workspace with others.
Can you take a sick day for your mental health?
According to Green, this varies based on your definition of "mental health day." She clarifies that typically, a mental health day refers to needing time away from work because one feels unable to cope with going into the office, emphasizing an urgent requirement for rest and recovery.
She points out that it's okay to occasionally take a mental health break, but don't say You're taking a mental health day. "Treat it like any other sick day and simply mention that you're feeling unwell," she advises, emphasizing that timing is crucial. "Ensure you're not scheduling this at a time when it could cause problems." picking a sick day When your absence will weigh heavily on others.
Nevertheless, if you're facing a genuine mental health concern, you should use a regular sick day, and there's no need to specify that it involves mental rather than physical illness, according to Green.
About the experts
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Why trust us
Reader’s Digest Has produced numerous etiquette articles aimed at guiding readers through evolving modes of communication. Our coverage frequently includes optimal messaging strategies for various occasions, scrutinizing manners that may not be as courteous as intended, along with guidelines for email and text interactions, workplace decorum, tips on gratuities, travel norms, and additional subjects. Our dedication lies in delivering superior material crafted by professionals skilled and knowledgeable within their domain, often collaborating with pertinent specialists. To ensure accuracy and reliability, we reference credible primary sources like governmental bodies, industry associations, educational establishments, and integrate our contributors' firsthand insights when suitable. In crafting an article about composing a sick leave notification via email, Charlotte Hilton Andersen utilized her background as an experienced journalist focusing specifically on issues related to courtesy and exchange protocols. Reader’s Digest . Subsequently, Jacqueline Whitmore, an esteemed professional in business etiquette and hospitality consulting with over three decades of expertise, who runs the Protocol School of Palm Beach, conducted a thorough evaluation to confirm the accuracy of the information and provide the most valuable guidance for her audience. Read more about our team , our contributors and ourselves editorial policies .
Sources:
- Alison Green , founder of Ask a Manager and writer of Ask a Manager ; Email Interview, November 7, 2023
- Jan Goss , who serves as both CEO and founder of Show Up Well Consulting and is also an author Protocol Power ; telephone interview, November 7, 2023
Each business adheres to distinct criteria. How to request time off for illness? In many workplaces, people often rely on emails or platforms like Slack; however, others might insist on receiving calls instead. There are even places where they want you to keep calling until someone answers directly because if, say, your supervisor happens to be absent due to illness and isn’t monitoring their messages, then nobody would know about your absence either," explains Green. "Ultimately though, these practices depend largely on what’s considered standard at your workplace. When unsure, always check with your manager regarding their preferred method of notification.
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