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Application for Sick Leave – Office & School Formats
Sick Leave Email Templates & Applications - 25+ Ready Formats for 2025
How to Email Your Manager for Sick Leave (Step-by-Step)
Sending a sick leave email is simple when you follow these steps:
- Use clear subject line: "Sick Leave Request - [Your Name]" or "Unable to Attend Work Today"
- State illness and dates upfront: Mention your condition briefly and leave duration
- Mention work coverage: Name colleagues handling your responsibilities
- Provide emergency contact: Include phone number for urgent matters
- Thank for understanding: End professionally with appreciation
Quick tip: Send your sick leave email as early as possible, ideally before your work hours begin.
10 Most Searched Sick Leave FAQ's
1. How to write a request for sick leave?
Write a clear subject line with "Sick Leave Request." State your illness briefly and mention leave dates. Name a colleague covering your duties. Provide emergency contact information. Thank your manager for understanding.
Quick format: Subject + brief reason + dates + coverage + contact + thank you.
2. How do I say I am sick professionally?
Use professional phrases like "I'm feeling unwell," "experiencing health issues," or "under the weather." Avoid graphic details about symptoms. Keep explanations brief and focus on work impact.
Professional phrases: Feeling unwell, health issues, under the weather, medical concerns.
3. How do I ask to use sick leave?
Send an email or call your manager early. State "I need to use sick leave today" or "I'm requesting sick leave." Mention the reason briefly. Confirm work coverage arrangements.
Simple request: "I need to use sick leave today due to illness."
4. What is a believable sick leave excuse?
Common believable reasons include fever, flu, food poisoning, migraine, doctor appointments, family medical emergencies, and mental health days. Be honest about your condition.
Acceptable reasons: Fever, flu, food poisoning, migraine, medical appointments, family emergencies.
5. What to say when calling in sick?
Say "I'm calling to inform you I'm sick today." Briefly mention your symptoms. State when you expect to return. Mention work coverage. Apologize for short notice if applicable.
Phone script: "I'm sick today, won't be in, expect back tomorrow, [name] covering duties."
6. How to call in sick without feeling guilty?
Remember that sick leave is a benefit you've earned. Taking care of health prevents worse illness. You're protecting coworkers from contagious diseases. Focus on recovery, not guilt.
Mindset: Sick leave is earned, health comes first, protecting others is responsible.
7. What not to say when calling in sick?
Don't give graphic symptom details. Avoid saying "I think I'm sick" (sounds uncertain). Don't mention weekend activities. Never lie about symptoms. Avoid apologizing excessively.
Avoid: Graphic details, uncertainty, weekend mentions, lies, excessive apologies.
8. How much notice should I give for sick leave?
Give notice as early as possible, ideally before work hours begin. For sudden illness, call immediately upon waking. For planned medical procedures, provide advance notice when possible.
Best practice: Call before work hours, immediate notice for sudden illness.
9. Do I need a doctor's note for sick leave?
Requirements vary by company policy. Many employers require notes for absences over 3 days. Check your employee handbook. Some companies require notes for any medical absence.
General rule: Usually required for absences over 3 days, check company policy.
10. Can my employer deny my sick leave request?
Employers generally cannot deny legitimate sick leave if you have accrued time. However, they may require medical documentation. Some companies have specific procedures for approval.
Reality: Usually cannot deny legitimate illness, but may require documentation or follow procedures.
Related: How to Write an Office Leave Application
15 Ready-to-Use Sick Leave Email Templates
1. One-Day Sick Leave Email (Fever)
Subject: Sick Leave Request - Unable to Work Today
Dear [Manager's Name],
I'm writing to inform you that I'm feeling unwell with fever and body aches. I need to take sick leave today [Date] to rest and recover.
[Colleague's Name] will handle any urgent matters. I'm available at [Phone Number] for emergencies and expect to return tomorrow.
Thank you for your understanding.
Best regards,
[Your Name]
2. Multiple Days Sick Leave Email
Subject: Sick Leave Request - [Start Date] to [End Date]
Dear [Manager's Name],
I'm writing to request sick leave from [Start Date] to [End Date] due to [illness/medical condition]. My doctor has advised [X] days of rest for complete recovery.
I've informed [Colleague's Name] about ongoing projects and they'll cover urgent tasks. I'll check emails periodically and am reachable at [Phone Number].
I plan to return on [Return Date] and will provide medical documentation if required.
Thank you for your support.
Regards,
[Your Name]
3. Mental Health Sick Leave Email
Subject: Sick Leave Request - Personal Health Matter
Dear [Manager's Name],
I need to take sick leave today [Date] to address personal health matters. I'm experiencing stress and need time to recharge for optimal work performance.
[Colleague's Name] will monitor my responsibilities. I'll be available via email for anything urgent.
Thank you for your understanding and support.
Best,
[Your Name]
4. Family Emergency Sick Leave Email
Subject: Emergency Leave Request - Family Health Issue
Dear [Manager's Name],
I need immediate leave to attend to a family health emergency. My [family member] has been hospitalized and requires my presence.
I'll be away from [Start Date] to [End Date]. [Colleague's Name] will handle my duties and can be reached at [Email/Phone].
I'll keep you updated on my return date. Thank you for your understanding during this difficult time.
Sincerely,
[Your Name]
5. Medical Appointment Sick Leave Email
Subject: Sick Leave Request - Medical Appointment
Dear [Manager's Name],
I have a scheduled medical appointment today [Date] that requires time off work. The appointment is necessary for ongoing health monitoring.
I'll be unavailable from [Time] to [Time] and expect to return [tomorrow/later today]. [Colleague's Name] will cover any immediate needs.
Thank you for accommodating this request.
Best regards,
[Your Name]
6. Surgery/Medical Procedure Leave Email
Subject: Medical Leave Request - Scheduled Procedure
Dear [Manager's Name],
I'm requesting medical leave from [Start Date] to [End Date] for a scheduled surgical procedure. My doctor has recommended [X] days for recovery.
I've arranged for [Colleague's Name] to manage my responsibilities. All current projects are updated and documented forsmooth transition.
Medical documentation is attached. I'll provide updates on my recovery progress.
Thank you for your support.
Regards,
[Your Name]
Related: Student application for sick leave
7. Migraine/Severe Headache Leave Email
Subject: Sick Leave - Unable to Work Due to Migraine
Dear [Manager's Name],
I'm experiencing a severe migraine that prevents me from working effectively today [Date]. I need to take sick leave to rest in a quiet environment.
I'll monitor emails when possible and [Colleague's Name] can handle urgent matters. I expect to return tomorrow feeling better.
Thank you for your understanding.
Best,
[Your Name]
8. Food Poisoning Sick Leave Email
Subject: Sick Leave Request - Food Poisoning
Dear [Manager's Name],
I'm writing to inform you that I'm suffering from food poisoning and unable to work today [Date]. I'm experiencing severe nausea and need rest.
[Colleague's Name] is aware of my absence and will cover essential tasks. I'll update you tomorrow on my condition.
Thank you for your understanding.
Regards,
[Your Name]
9. COVID-19/Contagious Illness Leave Email
Subject: Sick Leave - COVID-19/Contagious Illness
Dear [Manager's Name],
I've tested positive for [illness] and need to quarantine as per health guidelines. I'll be unable to work from [Start Date] to [End Date].
I can work remotely if feeling well enough, otherwise [Colleague's Name] will handle urgent matters. I'll provide medical clearance before returning.
Thank you for prioritizing team safety.
Best regards,
[Your Name]
10. Pregnancy-Related Sick Leave Email
Subject: Sick Leave Request - Pregnancy-Related
Dear [Manager's Name],
I'm experiencing pregnancy-related complications that require rest as advised by my doctor. I need sick leave from [Start Date] to [End Date].
[Colleague's Name] will manage my duties during this period. I'm available for urgent consultations via phone.
Medical documentation is attached for your records.
Thank you for your support.
Sincerely,
[Your Name]
Casual Leave Application: The Secret to a Guilt-Free Day Off
11. Dental Procedure Sick Leave Email
Subject: Sick Leave - Dental Procedure
Dear [Manager's Name],
I have a scheduled dental procedure today [Date] that will affect my ability to work. I need the day off for the procedure and initial recovery.
[Colleague's Name] is handling my responsibilities. I plan to return tomorrow unless complications arise.
Thank you for your understanding.
Best,
[Your Name]
Also read our comprehensive blog with formats on how to apply for leave application from office
12. Accident/Injury Sick Leave Email
Subject: Sick Leave Request - Injury/Accident
Dear [Manager's Name],
I've been injured in an accident and need medical attention. My doctor has prescribed [X] days of rest from [Start Date] to [End Date].
[Colleague's Name] will cover my duties. I'm reachable at [Phone Number] for urgent matters but may have limited availability.
Medical documentation will follow. Thank you for your support.
Regards,
[Your Name]
11 Maternity Leave Application Formats to Make the Process Easier!
13. Chronic Condition Flare-Up Email
Subject: Sick Leave - Health Condition Management
Dear [Manager's Name],
I'm experiencing a flare-up of my chronic condition that requires immediate rest and medical attention. I need sick leave today [Date].
[Colleague's Name] is aware of my situation and will handle priority tasks. I'll update you on my status tomorrow.
Thank you for your understanding.
Best regards,
[Your Name]
5 Samples to help you Ace your One Day Leave Application
14. Sick Leave Extension Email
Subject: Extension of Approved Sick Leave
Dear [Manager's Name],
I'm writing to request an extension of my current sick leave, which was scheduled to end on [Date]. My doctor has advised additional rest for [X] more days.
[Colleague's Name] will continue covering my responsibilities. Updated medical documentation is attached.
I anticipate returning on [New Return Date]. Thank you for your continued support.
Regards,
[Your Name]
15. Last-Minute Sick Leave Email
Subject: Urgent - Sick Leave Today
Dear [Manager's Name],
I woke up feeling very unwell and cannot come to work today [Date]. I apologize for the short notice.
I've texted [Colleague's Name] about urgent meetings and they'll provide coverage. I'll monitor emails if possible and update you on tomorrow's status.
Thank you for your understanding.
Best,
[Your Name]
Formal Sick Leave Applications for Office
For companies requiring formal written applications, use these structured formats:
Sample 1: Formal Office Sick Leave Application
To:
[Manager's Name] [Department]
Subject: Application for Sick Leave
Dear Sir/Madam,
I am writing to formally request sick leave from [Start Date] to [End Date] due to [illness/medical condition]. I have been advised by my physician to take complete rest for proper recovery.
During my absence, [Colleague's Name] will handle my responsibilities and can be contacted at [Email/Phone] for urgent matters. I will be available for consultation if needed and will provide medical documentation upon return.
I request you to kindly approve my leave application and grant the necessary permission.
Thank you for your consideration.
Yours sincerely, [Your Name]
Sample 2: Medical Emergency Leave Application
To:
The HR Manager [Company Name]
Subject: Emergency Medical Leave Application
Dear Sir/Madam,
I am [Your Name], working as [Position] in [Department]. I am writing to request emergency medical leave due to [medical condition/family emergency].
The situation requires immediate attention and I need to be away from [Start Date] to [End Date]. I have made arrangements with [Colleague's Name] to handle urgent matters during my absence.
Medical documentation will be provided as per company policy. I apologize for any inconvenience caused and request your approval for this emergency leave.
Respectfully, [Your Name]
School Sick Leave Applications
Sample 1: Student Sick Leave Application
To:
The Principal [School Name]
Subject: Application for Sick Leave
Respected Sir/Madam,
I am [Student Name], a student of Class [X], Section [Y]. I am writing to inform you that I am suffering from [illness] and unable to attend school from [Start Date] to [End Date].
My doctor has advised complete rest for [duration]. I will ensure to catch up on missed assignments and lessons upon my return.
Kindly grant me leave for the mentioned period. Medical certificate is attached for your reference.
Thank you for your consideration.
Yours obediently,
[Student Name]
Sample 2: Parent's Application for Child's Sick Leave
To:
The Class Teacher [School Name]
Subject: Sick Leave Application for [Child's Name]
Dear [Teacher's Name],
I am writing to inform you that my child, [Child's Name], student of Class [X], Section [Y], is unwell and cannot attend school today [Date].
[He/She] is suffering from [illness] and needs rest for recovery. I will ensure [he/she] completes any missed assignments.
Please excuse [his/her] absence for today. I will send medical documentation if the illness persists.
Thank you for your understanding.
Sincerely,
[Parent's Name]
Also read how to write a resignation letter
Quick Reference: Sick Leave Email Checklist
✅ Before Sending:
- [ ] Clear, specific subject line
- [ ] Manager's correct email address
- [ ] Brief illness description (maintain privacy)
- [ ] Exact leave dates
- [ ] Work coverage arrangements
- [ ] Emergency contact information
- [ ] Professional, polite tone
- [ ] Spell-check and grammar review
✅ Follow-Up Actions:
- [ ] Inform team members directly
- [ ] Set out-of-office email reply
- [ ] Update calendar/schedule
- [ ] Delegate urgent tasks
- [ ] Prepare medical documentation if needed
Also read our blog on how to apply to principal for sick leave for your child with 8+ formats
Sick Leave Application Templates – Free Downloads
Make your leave application process simpler and quicker with these free, customizable templates. Whether you’re writing a formal sick leave application for your office or a school absence request, these ready-to-use templates can help you communicate effectively and comply with protocols.
One-Day Sick Leave Application Templates
Use these templates for short-term sick leave when you need just one day off.
- One-Day Sick Leave for Fever
- One-Day Sick Leave Email Template
- Leave Application for Minor Illness
You can download the document using the link below:
Download One-Day Sick Leave Template
Sick Leave Application for Office Templates
Professionally structured leave templates suitable for corporate or office environments.
- Formal Sick Leave Application for Work
- Sick Leave Email Template to Manager
- One-Day Sick Leave Application for Corporate Employees
- Medical Leave Application for Office Tasks
You can download the templates and document using the link below:
Download Sick leave application for office templates
Sick Leave Application for School Templates
These templates are designed to help students and parents submit formal leave requests that comply with school policies. They ensure clear communication of necessary details such as absence duration, illness type, and recovery plan. The following templates can be downloaded.
- Sick Leave Application for Students
- Application for Sick Leave from Parents to Principal
- Leave Application for Illness During Exam Period
- Medical Leave Application for Extended Absence
Download Sick Leave Application for School templates
Sick Leave Application with Medical Certificate Templates
When an extended absence is necessary due to serious illness, schools and offices often require a formal sick leave application accompanied by a medical certificate. These templates help ensure compliance with such policies while maintaining professionalism.
- Sick Leave Application for Hospitalization
- Medical Leave with Doctor's Note Submission
- Extended Sick Leave Request for Medical Recovery
- Health Certificate-Based Leave Application
Download Sick Leave Application with Medical Certificate Templates
Summing up
Crafting a well-structured application for sick leave ensures that your absence is appropriately recorded and reflects your professionalism. By following the tips outlined in this guide, you can submit a leave request that is clear, concise, and compliant with your company’s policies.
Remember to include all necessary details, avoid common mistakes, and provide supporting documentation when required. This approach will help you secure your sick leave and maintain good relations with your employer.
Read our blogs for other formats of leave applications
Links to download samples
3 comments
FAQs on Application for sick leave
You can maintain privacy by stating "due to health reasons" or "medical concerns" without specifying the exact condition. Focus on requesting the leave duration and availability for updates if required. Many organizations accept general descriptions to respect privacy.
To ensure approval, write a concise email or letter with a clear subject line like "One-Day Sick Leave Request." Mention your symptoms briefly (e.g., "mild fever and body aches"), specify the date, and provide a contact for urgent tasks if necessary.
Even when working remotely, you should inform your manager and request a formal sick leave if you're unwell. Include your inability to perform tasks effectively due to illness, and suggest rescheduling meetings or deadlines if needed.
In this case, you can request an extension by stating that your condition worsened or that you fell ill during the initial leave period. Mention new recovery timelines and attach a medical certificate, if necessary.
Yes, many companies now recognize mental health leave. You can write your application by mentioning "personal health reasons" or "mental well-being." Some organizations may require you to provide additional documentation from a healthcare provider.
Parents should:
- Notify the school on the first day of absence via email, call, or a school-provided portal.
- Mention the illness, expected duration of absence, and any medical advice.
- Request homework or class materials to ensure the child can catch up later.
- Submit a formal leave letter with a doctor’s note for absences exceeding three days.
Yes, interns are entitled to sick leave, but the process may differ. Notify your supervisor immediately and submit a formal application. If you’re on a tight deadline or rotational program, discuss rescheduling tasks or extending your internship period to make up for lost time.
Teachers should inform the school administration and their department head immediately. Submit a formal application detailing:
- The illness and estimated recovery time
- Plans to cover pending classes or reschedule assessments
- Availability to assist remotely, if possible
For extended leave, attach a medical certificate and request support for substitute arrangements.
Part-Time Employees: Submit a leave request according to company policy. Confirm how sick leave impacts hourly wages or project timelines.
Freelancers: Communicate directly with clients about delays. Provide a revised timeline and updates on progress post-recovery.
Inform the lab supervisor or instructor immediately. Request to:
- Reschedule practical sessions or join a different batch.
- Submit alternate assignments to compensate for missed sessions.
- Provide medical proof to ensure fair consideration.
- For Offices: Inform your manager and HR about your situation. Provide proof, such as a doctor’s note, and clarify if you need to extend your travel or return home.
- For Schools: Notify your school via email or call. Request leniency on attendance rules and seek support for managing missed coursework.
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