Sick Leave Email to Manager: 7 Examples + How to Write One
Being sick is stressful enough without having to spend time figuring out what to write to your manager.
A professional sick leave email doesn't need to be long. Your manager usually needs to know that you're unable to work, how long you expect to be away, and whether anything important needs attention.
I've had this problem myself. I sometimes found it difficult to write professional emails in English, so I used ChatGPT when I needed help with the wording. It was useful, but I still had to figure out what to ask and explain my situation clearly.
Templates had a similar problem. I'd find one that was close to what I needed, but my actual situation was often slightly different. I would still have to edit the template before sending it.
That made me think: what if I could simply choose a few options and get an email without having to figure out what prompt to write?
That's one of the reasons I built InstantMail.
In this guide, you'll find seven practical sick leave email examples for different situations, plus simple advice to help you write your own message.
Need a sick leave email right now?
If one of the examples below fits your situation, you can use it as a starting point. If your situation is a little different, InstantMail can generate a starting email based on your recipient, reason, tone, and preferred length.
What to Include in a Sick Leave Email
A good sick leave email should give your manager the information they actually need.
Usually, include:
- When you will be absent
- A brief explanation
- How long you expect to be away
- Any important work that needs attention
- A polite closing
For example:
I'm feeling unwell and won't be able to work today. I expect to return tomorrow, but I'll keep you updated if that changes.
You don't need to write a long explanation about your illness.
Also, check your company's absence policy. Some workplaces require employees to call their manager, notify HR, or use an internal leave system in addition to sending an email.
What Your Manager Usually Needs to Know
When you're unwell, it can be tempting to explain everything so your manager understands why you're absent.
Usually, the important questions are much simpler:
Will you be working today?
How long do you expect to be away?
Does anything urgent need to be handled?
For example, if you have an important meeting, you can mention it briefly:
I have a client meeting scheduled this afternoon. I've shared the latest project notes with [Colleague's Name] so they can handle anything urgent.
You don't need to turn your sick leave email into a complete handover report.
How to Write a Sick Leave Email Professionally
1. Use a Clear Subject Line
Your manager should be able to understand the purpose of the email immediately.
Good examples include:
- Sick Leave Request
- Sick Leave for Today
- Sick Leave — [Date]
- Unable to Attend Work Due to Illness
- Request for Sick Leave
Avoid vague subject lines such as "Important" or "Urgent."
2. Clearly Say That You're Unwell
You don't need complicated wording.
For example:
I'm feeling unwell and won't be able to attend work today.
Or:
I'm currently unwell and need to take sick leave today.
Clear and simple is usually better than trying to sound overly formal.
3. Mention Your Expected Duration
If you know how long you'll be away, include the dates.
For example:
I'd like to take sick leave today and tomorrow and expect to return on Monday.
If you're unsure:
I'm currently unsure how long I'll need to recover, but I'll provide an update as soon as I know more.
Don't promise a return date you're not confident about.
4. Mention Important Work When Necessary
If you have a deadline, meeting, or urgent responsibility, briefly explain what will happen while you're away.
For example:
I've completed the urgent report and shared the remaining files with [Colleague's Name].
You don't need to explain every task you're working on.
5. Keep Medical Details Brief
You can usually keep the reason simple:
I'm feeling unwell and won't be able to work today.
Whether you need to provide a medical certificate or additional information depends on your employer's policy.
7 Professional Sick Leave Email Examples
The following examples are designed for different situations, rather than being seven slightly different versions of the same email.
1. One-Day Sick Leave Email
Subject: Sick Leave for Today
Dear [Manager's Name],
I'm feeling unwell today and won't be able to attend work. I'd like to take sick leave for today.
I expect to return tomorrow if I'm feeling better. I'll let you know if my condition changes and I need additional time off.
Thank you for understanding.
Kind regards,
[Your Name]
Best for: A straightforward one-day absence.
2. Sudden Sick Leave — Same-Day Notice
Subject: Unable to Attend Work Today
Hi [Manager's Name],
I woke up feeling unwell this morning and unfortunately won't be able to come to work today.
I apologize for the short notice. I'll keep you updated regarding my expected return and let you know if I need additional time off.
Thank you for understanding.
Best regards,
[Your Name]
Best for: When you realize shortly before work that you cannot attend.
3. Sick Leave for Multiple Days
Subject: Sick Leave Request — [Dates]
Dear [Manager's Name],
I'm currently unwell and need to take sick leave from [start date] to [end date].
Based on my current condition, I expect to return on [return date]. I'll keep you informed if I recover sooner or need additional time.
Thank you for your understanding.
Kind regards,
[Your Name]
Best for: When you already know you'll need several days away.
4. Sick Leave for a Medical Appointment
Subject: Sick Leave for Medical Appointment
Dear [Manager's Name],
I'm feeling unwell and have a medical appointment scheduled for [date/time]. I need to take sick leave today so I can attend the appointment and recover.
I'll provide an update after the appointment if I need additional time away from work.
Thank you for your understanding.
Sincerely,
[Your Name]
Best for: When a medical appointment is part of the reason you need time away.
5. Sick Leave Extension Request
Subject: Sick Leave Extension Request
Hi [Manager's Name],
I'm still recovering and unfortunately won't be able to return to work as originally expected.
I'd like to request an extension of my sick leave through [date]. I'll keep you updated regarding my recovery and expected return.
Please let me know if any additional information or documentation is required.
Thank you for your understanding.
Best regards,
[Your Name]
Best for: When your original leave period is no longer enough.
6. Sick Leave When You Have an Important Deadline
Subject: Sick Leave Request
Dear [Manager's Name],
I'm feeling unwell and won't be able to work today, so I'd like to take sick leave.
I know the [project/report/task] is due today. I've completed [completed work] and shared the relevant files with [Colleague's Name] so the remaining urgent work can be handled.
I'll keep you updated about my expected return.
Thank you for understanding.
Kind regards,
[Your Name]
Best for: When you have an important task, meeting, or deadline that needs attention while you're away.
7. Sick Leave When You Don't Know Your Return Date
Subject: Sick Leave Request
Dear [Manager's Name],
I'm currently unwell and won't be able to attend work today.
At this stage, I'm not sure how long I'll need to recover. I'll provide an update as soon as I have a better idea of when I can return.
Thank you for your understanding.
Kind regards,
[Your Name]
Best for: When you don't want to promise a return date that you cannot confirm.
Common Mistakes to Avoid
1. Sending the Email Too Late
If you know you can't work, inform your manager as soon as reasonably possible.
Early communication gives your manager more time to adjust schedules and handle urgent work.
If your workplace requires a phone call or another method of reporting absence, follow that procedure.
2. Giving Too Much Medical Information
You don't need to describe every symptom.
A simple statement such as:
I'm feeling unwell and need to take sick leave today.
is often enough.
However, your employer may have specific requirements for documentation or medical information, so check your workplace policy.
3. Forgetting to Mention the Expected Duration
If you know when you'll return, include it.
If you don't know, say that you'll provide an update.
It's better to be honest than to promise a return date that may change.
4. Ignoring Important Work
If you have a meeting or deadline, mention it briefly when necessary.
This helps your manager understand whether anything needs immediate attention.
5. Making the Email Too Casual
Avoid messages such as:
Not coming today. I'm sick.
Even when you have a friendly relationship with your manager, a professional message is usually better.
What If You Need to Extend Your Sick Leave?
Sometimes you expect to return on a particular date but aren't well enough to do so.
In that situation, let your manager know as soon as you realize your original leave period won't be enough.
For example:
Subject: Sick Leave Extension
Dear [Manager's Name],
I'm still recovering and won't be able to return to work as expected tomorrow.
I'd like to request an extension of my sick leave through [date]. I'll keep you updated regarding my recovery and expected return.
Thank you for your understanding.
Kind regards,
[Your Name]
If your workplace requires documentation or HR approval for extended leave, follow that process.
Should You Email or Call Your Manager?
This depends on your workplace.
Some companies accept email for sick leave. Others expect employees to call their manager, especially for unexpected absences.
Before sending your message, check:
- Your company leave policy
- Employee handbook
- HR instructions
- Your manager's preferred communication method
If your company requires a phone call, don't rely on email alone.
For some workplaces, an HR portal or workplace messaging system may also be the correct way to report an absence.
Sick Leave vs. Medical Leave
The terms sick leave and medical leave can mean different things depending on the employer and location.
Sick leave is generally used for time away from work because you're unwell.
Medical leave may be used for treatment, medical appointments, recovery, or longer health-related absences.
However, there isn't one universal definition that applies to every workplace.
If you're unsure which type of leave applies to you, check your company's policy or ask HR.
Before You Send Your Email
Before clicking send, take a quick look at these points:
- ☐ I clearly said that I'm unable to work.
- ☐ I mentioned the date or expected duration.
- ☐ I followed my company's absence-reporting procedure.
- ☐ I mentioned any urgent work that needs attention.
- ☐ I avoided unnecessary medical details.
- ☐ I checked the recipient's name and email address.
- ☐ I proofread the message.
You don't need to spend 20 minutes making a sick leave email perfect. It just needs to be clear, honest, and appropriate for your workplace.
What If None of These Templates Fit Your Situation?
These examples cover some common sick-leave situations, but real situations don't always fit neatly into a template.
You might need to take half a day, inform your manager about an unexpected illness, request additional leave, mention a particular deadline, or explain that you don't yet know when you'll return.
In situations like these, finding a template that's close to your situation can still leave you with some editing to do.
That's the problem InstantMail is designed to solve.
Instead of searching for the closest template or figuring out what prompt to write, you can choose your:
Recipient → Reason → Tone → Length
and generate a starting email based on those choices.
You can then review the email, make any changes that fit your situation, and copy it.
Need an Email That Fits Your Situation?
If none of the examples above quite fit, InstantMail lets you generate a starting email without writing a prompt.
Choose your recipient → reason → tone → length → generate → copy.
No prompt writing. No signup.
[Generate a Sick Leave Email with InstantMail →]
Frequently Asked Questions
How do I write a sick leave email to my manager?
Keep it clear and brief. Explain that you're unwell, mention how long you expect to be away, and mention any urgent work that needs attention.
What should the subject of a sick leave email be?
Simple subjects such as "Sick Leave Request," "Sick Leave for Today," or "Unable to Attend Work Due to Illness" work well.
Do I need to explain why I'm sick?
Usually, you can keep the explanation brief unless your employer has specific requirements for medical information or documentation.
Should I mention my return date?
Yes, if you know it. If you're unsure, tell your manager that you'll provide an update.
Can I request sick leave for multiple days?
Yes. If you already know the dates, include them clearly in the email.
What if I don't know when I'll recover?
Don't guess. Explain that you're currently unsure and provide an update when you have more information.
Should I attach a medical certificate?
Only when your employer or workplace policy requires it, or when the documentation has been requested.
Can I send a sick leave message through WhatsApp?
That depends on your company's communication policy. If WhatsApp is an accepted method, keep the message professional and concise.
What if my manager doesn't respond?
If your company has another approved way to report an absence, such as calling your manager or using an HR system, follow that process rather than assuming the email was received or approved.
Final Thoughts
When you're sick, writing a professional email shouldn't become another thing you have to worry about.
A good sick leave email is usually simple: explain that you're unable to work, mention the expected duration if you know it, and let your manager know about anything important that needs attention.
You don't need to copy a template word-for-word either. Your situation may be different, and it's completely fine to change the wording.
That's actually one of the reasons I built InstantMail. Templates are useful, but sometimes you need something that fits your particular situation without having to start from a blank page.
If you need a different type of workplace email, you can also explore our Work From Home Request Email guide.
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