Sick leave letter format
Sick leave letters get written badly because they get written at 7am, from bed, in a hurry. The version below is short on purpose. Fill in four things and send it.
Send this on the first morning you cannot work. Use it for a cold, a stomach bug, a migraine, anything that ends within a few days. For something longer, the extension letter further down this section is the better starting point.
Subject: Sick leave — [your name] — [date] Hello [manager's name], I am unwell today and cannot work. I am taking sick leave on [date]. [handover line] I will let you know by [check-in time] tomorrow whether I am well enough to be back. Thanks, [your name]
What to put in each blank
- [date]
- The day you are out. Add a range only if you already know it.
- [handover line]
- Name the one thing that cannot wait and who is holding it. Skip this line if nothing is urgent.
- [check-in time]
- Pick a time your manager can plan around. Morning works better than end of day.
Before you send it
- Do not explain your symptoms. Nobody needs them, and a short note reads as more credible than a long one.
- Send it to your manager and copy whoever covers your work. Two recipients, not eight.
- If your workplace wants a doctor's note, ask what it must say before you visit. A note that omits the dates usually gets sent back.
PeopleMuster records sick leave against a yearly quota per leave type
Questions people ask about this letter
How much detail should a sick leave letter give?
One line is enough: you are unwell and you cannot work today. Diagnosis and symptoms are private, and most workplaces do not ask for them.
Can I send it as a message rather than a letter?
Yes, if that is how your team already works. Keep the same four parts: the dates, the handover, when you will check in, and your name.
What if I do not know how long I will be off?
Claim the first day only and promise a check-in time. Guessing a return date you then miss causes more disruption than saying you do not know yet.