When you’re feeling unwell, the last thing you want to stress over is crafting a perfect sick leave application. But knowing how to write one effectively can make a world of difference, ensuring your message is clear, professional, and considerate of your employer’s needs. A well-written sick leave letter not only formally informs your employer about your absence but also helps set expectations around your return and any immediate work arrangements.
In this guide, we’ll walk you through everything you need to know about writing a sick leave application, covering essential elements to include, tips on tone and wording, and a practical template to get you started.
Whether you’re sending an email or a written letter, you’ll find an example to make the process easy, so you can focus on what matters most—your health.
What Is A Sick Leave Notice Letter?
A sick leave letter is an official letter you send to your manager or HR Department to announce a sudden sickness. It’s usually sent via email either by you or automatically by the HR software your company uses.
A sick leave letter should include all the information your superiors need to know personal and contact data of the employee, date of request, the number of necessary sick days, contact data of the doctor who recommended the leave or a medical certificate, and other useful information. You don’t have to include personal details about the sickness. However, it’s probably a good idea to warn your superiors if your illness is contagious and affects your team.
Why Should I Send a Sick Leave Letter?
A sick leave letter properly documents your request for an extended leave of absence from work due to illness.
It allows you to record the dates and specifics of your absence in writing so that everyone knows why and for how long you’ll be gone. It will also act as evidence in your HR file in the future. In certain situations, a formal, written letter is required. It’s a good idea to check with your HR department to see if they prefer a specific format.
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How To Write A Sick Leave Letter
Here are the basic steps you can take to write a sick leave letter. Include:
1. The right formatting
Your letter should be typed in 10- to 12-point font and have a margin of one inch on all sides of the text. Use an easy-to-read font as well, such as Times New Roman, Arial, or Helvetica.
2. The date
Put the date you intend to send the letter to your supervisor, HR manager or another party at the top left-hand corner of the page.
3. The recipient’s address
Skip a line and then write the recipient’s full name and title. Then write their office address, including the specific department they are in.
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4. A greeting
The greeting in your sick letter should be professional and follow formal greeting conventions. Regardless of your relationship with the letter’s recipient, avoid being overly informal in your greeting. Begin your letter simply with, “Dear Mr./Ms. [name].”
5. The body
This is where you’ll explain why you’re sending the letter. Use direct language and convey your aim in the first or second sentence. If you know them or have a general notion, add the dates you plan to be away from work.
Include specifics such as where you were with specific, high-priority projects and whether you will be available to contact your team while on leave.
Let them know how to contact you if an emergency develops. If you intend to add a note from your doctor describing the dates they recommend you be away from work, you should include that information in the body of your letter.
6. Express gratitude
Express your appreciation for your employer’s understanding. You may also want to add an apology if you’re giving short notice.
7. Complimentary close
This is the part of the letter where you formally say goodbye. Some ideal complimentary closes are:
- Yours truly
- Best wishes
- Regards
- Sincerely
8. A signature
If you are sending an email, simply type your name. If you’re printing, mailing, or hand-delivering the letter, include a handwritten signature beneath the complementing close and write your name below.
You may want to see How to Write Initials Correctly: Cool Ways to Write Your Initials
9. Provide any supporting documentation
If you have a note from your physician expressing that you need to stay home from work and the length of time, include that along with your letter.
Tips On How To Write An Application For Sick Leave
When writing a sick leave letter, it’s essential to be clear, concise, and provide the necessary details.
Here are 10 tips to help you create a well-structured and effective application:
1. Use a professional format
Start with a formal header containing your name, address, contact information, date, and the recipient’s details (e.g., supervisor, HR manager).
2. Clearly state the purpose
Begin your letter by explicitly stating that you are requesting sick leave. Mention the specific dates you need to be absent from work.
3. Provide a valid reason
Briefly explain the reason for your sick leave. You don’t need to go into great detail but mention the illness or health condition that necessitates your absence.
4. Be honest and transparent
Honesty is crucial. If you’re unwell, clearly state the symptoms you’re experiencing and how they affect your ability to work.
5. Mention relevant medical information
If applicable, include relevant medical details, such as the doctor’s diagnosis, prescribed treatment, or the need for bed rest.
6. State the duration
Specify the dates for which you are requesting sick leave. Include both the start and end date of your absence.
SEE ALSO: How To Write A Casual Leave Application Letter For Office
7. Inform about work responsibilities
Offer to delegate your pending tasks or responsibilities to a colleague during your absence. Assure them that you will complete pending tasks before your leave or promptly upon your return.
8. Follow company policy
Mention that you are adhering to the company’s sick leave policy and will supply any appropriate documentation, such as a medical certificate if needed.
9. Express gratitude and understanding
Thank your employer or supervisor for their understanding and support. Recognize any inconvenience your absence may create and reassure them of your resolve to make up for missed time.
10. End with a professional closing
Finish your application with a professional closure, like “Sincerely,” and sign your name underneath it.
Remember that each employer may have slightly different policies and procedures for seeking sick leave, so double-check your firm’s HR standards to ensure you include all of the required information.
Additionally, submit your application as soon as possible so that your company can plan for your absence.
READ ALSO: How to Write a Medical Leave Application Letter | With Template and Example
Example of an Application Letter for sick leave: Sample 1
Subject: Sick Leave Required
Dear Mr./Mrs. {Recipient’s Name},
I am down with a fever and flu because of this I will not be able to come to the office for at least {X days}. As per my family doctor, it is best that I take rest and recover properly before resuming work.
I have asked {colleague’s name} to check on my clients and will try to periodically check my email if you need anything urgent.
Please grant me leave for the aforementioned period. If you need additional information, please let me know.
Yours Sincerely,
{Your Name}
Example 2
Subject: Application for Sick Leave
Dear Mr./Mrs. {Recipient’s Name},
I am writing to let you know that I developed an acute case of food poisoning last night. I hoped it would go away by this morning, but it looks like I am still unwell.
Please grant me leave for {X days} days so that I can take proper rest. I will join the office after {X days}, once my health comes back to normal.
I have no immediate responsibility regarding the tasks and do not expect any urgencies. Awaiting your approval.
Yours Sincerely,
{Your Name}
Example 3
Subject: Leave Required
Dear Mr./Mrs. {Recipient’s Name},
I am emailing to inform you that I cannot make it to the office today{date} as I have come down with a case of flu. I am assuming the flu will take at least {X days} to go away. Thus, I will be back in the office on {date}.
I will be available to answer emails and phone calls if you need urgent help, however, {Colleague’s name} will handle my workload today to ensure all deadlines are met.
Thank you for understanding.
Yours Sincerely,
{Your Name}
FAQs On Sick Leave Application Letter
When requesting sick vacation, it is critical to maintain a professional and pleasant tone. Before submitting your sick leave letter to HR, we recommend speaking with your supervisor or manager to let them know what’s going on; they’ll appreciate being kept informed. Once you’ve notified them and had the chat, follow your company’s sick leave procedure and submit your letter.
Address your supervisor formally, using a polite salutation like “Dear [Supervisor’s Name]” or “Respected [Position Title].” If the workplace is less formal, you may choose to simply start with “Hi [Supervisor’s Name]” in emails, but clarity and respect are key.
Yes, sending a sick leave application via email is commonly accepted, especially in workplaces that prioritize quick communication. Ensure your subject line is clear (e.g., “Sick Leave Request”) and that the body of your email follows a formal tone.
Conclusion
When sending an email or a written letter applying for sick leave, find an example to make the process easy. This way, you only need to edit and fill in the personalized information.
References
- indeed.com – How To Write a Sick Leave Letter (With Template and Example)
- naukri.com – Application For Sick Leave (For Office)
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