How to Write a Sick Day Email

Calling in sick is an essential part of having a full time job. Sick days get factored into your salary, so you better use them! Sometimes, the hardest part can be figuring out what to say in your sick day email. This guide covers everything you need to know about how to write a sick day email- with examples!

Fun fact about me: both of my parents are nurses, so I very rarely stayed home from school sick. But, when I ran late and missed the bus, my mom would write an excuse saying I was sick that morning.

Actually, she wrote “Olivia had moderate lower gastrointestinal issues this morning and has since recovered.” And I’d have to pass it over to the front desk worker and watch her face as she read it.

Yes, that is how nurse parents embarrass their children for running late.

Luckily, you don’t need to be that specific in your sick day email. Please don’t be, actually.

So, if you can’t be too specific, how do you write a sick day email? And what if you’re writing it for a mental health issue? Or because of your period? (I’ve done both!)

This guide covers those questions and more, so you know exactly what to say when you’re emailing in sick! 

First: get clarity

If you’re confused about what your employer expects when you’re taking a sick day, ask them clarifying questions about how you should inform them, because everyone is different!

Like I said, this is a crucial part of your position. You are a human who will need to take sick days, so your employer should be transparent about the process.

Before you even need to write a sick day email, clarify with your supervisor how they want you to let them know.

If you don’t have clarity now or you need more tips, then keep reading for everything you need to know about how to write a sick day email!

Determine your boundaries

Boundaries are an important part of balancing your professional and your personal life. You do not need to disclose private medical information to your employer if you’re not comfortable with that.

If they require a doctor’s note, ask your provider to only give them essential information. For more details about how your medical information is protected from your employer, check out this explainer from the US Department of Health & Human Services.

Whether you’re dealing with a physical illness, mental health issue, or menstrual complications, you have a right to privacy and to set your own boundaries. 

How to write a sick day email

There are a few guidelines to follow when you’re calling in sick by email, no matter what issue you’re having:

• Keep it short
• Don’t give more information than they need to know (no over explaining necessary!)
• Give clarity about when you’ll be back (or if you’re not sure, let them know that too)
• Say thank you, but don’t be overly gracious (sick days are part of your contract, remember?)

Now, let’s get into subject lines for a sick day email, exactly what to say when emailing in sick, and sick day email examples!

Are professional emails not your thing? I’ve totally got you! Check out this guide on how to write an networking email for more templates!

Sick day email subject lines

There’s no reason to over think your sick day email’s subject line: short and simple is best here.

A few solid options are:

• [NAME]- Sick Day
• Sick Today
• Sick Day Request – [NAME]
• PERSONAL: Sick Day Notice
• CONFIDENTIAL: Sick Leave Request
• Time Sensitive: Sick Day Request

See? Just a quick and easy heads up, so they know what to expect and to open it asap. Alright, time to get into writing your “calling” in sick email and sample sick day emails!

What to say when emailing in sick

This is where your boundaries come in: before you start writing your sick day email, make sure you know how much you’re comfortable revealing and which details you’d rather keep private.

If you’re comfortable telling your employer anything, then take a minute to consider how much they want to know. Because even if you don’t mind talking about… icky symptoms, it doesn’t mean your supervisor wants to.

So, before you start writing, figure out your boundaries and how much is actually necessary (probably less than you think). Once you’re ready to write, you should:

1. Start your sick day email with a typical greeting (aka use whatever is the norm for your workplace, whether it’s a formal “Dear Ms. Smith” or a “Hey Sally!”). 
2. Throw in something friendly, like “I hope you’re having a great start to your week!”
3. Get to the point! Say something like, “Unfortunately, I woke up feeling ill and am unable to work today. I should be able to come into work tomorrow, but will keep you posted if anything changes.”
4. End your email and gtfo!! Seriously- your sick day email should not be super long. Say a quick “thank you for understanding!” and sign your email!

Let’s get into a few sick day email examples, including for physical sickness, mental health issues, and period leave.

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Sick day email examples

Feel free to use these sample sick day emails as a starting point, but make sure you adapt them to fit the culture of your workplace and the details of your position. It’ll definitely be obvious to your employer if you just copy and paste one of these!

Physical sickness

Hi [SUPERVISOR’S NAME],

I hope you’re having a great start to your week!

Unfortunately, I woke up with symptoms making me unable to work today, including a high fever and intense cough. I do not think my symptoms will clear up by tomorrow, so I would like to request the rest of this week off to rest and recover. I will let you know if my fever lowers before that, otherwise I will be back next Monday. I will delegate my time sensitive tasks by this afternoon and complete my other work when I return.

Thank you for your understanding. I hope you and the team enjoy the rest of this week!

Best,

[YOUR NAME]

Mental health sick day email

Quick note: I never recommend lying, but I also understand not wanting your employer to know about a panic attack. Unfortunately, stigma still exists around mental illness, so you can be selective about what you include in your email. Personally, I find “nausea” a good replacement for panic attacks, because they both can last just a day and nausea is a side effect of panic attacks. 

Hi [SUPERVISOR’S NAME],

I hope you’re having a good day so far!

I, unfortunately, woke up feeling incredibly nauseous and unable to work today (I can barely get out of bed!) I believe it’s just a 24 hour bug, so I should be able to return tomorrow. However, I’ll keep you posted if anything changes.

Thank you for your understanding. I hope you enjoy the rest of your day!

Best,

[YOUR NAME]

Period sick day email

One more note: you don’t need to let your employer know it’s your period, especially if you don’t feel comfortable or don’t regularly need time off for your period. There’s also nothing wrong with letting them know if you’re comfortable with it- it’s a natural process! Otherwise, focus on general symptoms, instead of the cause of them!

Dear [SUPERVISOR’S NAME],

I hope you’re having a good morning!

Unfortunately, I woke up with flu-like symptoms and an intense headache, so I am unable to work today. In the past, it’s taken a couple days for these headaches to fade enough for me to use my computer again. However, I’ll keep you posted if anything changes. Otherwise, I’ll return to work on Thursday.

Thank you for your understanding. I hope you enjoy the rest of your day!

Best,

[YOUR NAME]

When you’re writing a sick day email, it’s important to know your boundaries, get to the point, and keep your email short. You still have a right to privacy, so don’t feel pressured to reveal more info than you’re comfortable with! And, if you’re not sure how to ask for a sick day, make sure you get clarity with your employer before you need to use another!

Asking for sick days is easier when you have a great relationship with your coworkers! Learn how to network at work like a pro with my FREE guide below!