Application for sick leave (2025 Guide & 12 Examples)
Application for Sick Leave: A Complete Guide with Samples
An application for sick leave formally informs your employer of your absence due to health issues. Knowing how to draft a precise and professional sick leave application can help ensure a smooth approval process and keep your work responsibilities on track.
In this guide, we’ll explain how to write a sick leave application, providing templates and examples for different situations.
What Is a Sick Leave Application?
A sick leave application is a formal document sent to an employer or manager requesting time off due to illness. This application helps the company prepare for your absence and arrange temporary work coverage. Commonly, sick leave applications include:
- The reason for leave (illness)
- Specific dates for the leave period
- Arrangements for work handover, if necessary
Related: How to Write an Office Leave Application
How to Write an Application for Sick Leave
Writing a sick leave application is straightforward if you follow these steps:
Step 1: Add a Subject Line
In the subject line or opening statement, mention the purpose of your application:
Examples of Subject Lines:
- "Sick Leave Application – February 5, 2025, to February 10, 2025"
- "Leave Request Due to Illness – March 12, 2025"
Related: Leave letter for fever
Step 2: Use a Formal Salutation
Address your application to the relevant authority, usually your immediate supervisor or HR manager. Use a respectful salutation, such as "Dear [Manager’s Name]" or "Respected [Designation]."
Example Salutations:
- "Dear Mr. Singh,"
- "Respected Manager,"
Related: Student application for sick leave
Step 3: State the Reason for Leave
Briefly explain why you are requesting leave. This can be as simple as stating that you are unwell or providing a general reason like "due to health reasons." Be concise but precise, and include the type of illness if you feel comfortable sharing.
Example Reasons:
- "I am writing to request leave due to a sudden illness."
- "I have been experiencing health issues and require a few days of rest."
Related: How To Write a Leave letter after taking leave
Step 4: Specify the Duration of Leave
Mention the start and end dates of your leave. Specify the exact number of days so your manager understands the period of absence and can plan for temporary work coverage.
Example Duration Statements:
- "I request leave from February 5, 2025, to February 10, 2025, for five working days."
- "I anticipate returning to work on March 13, 2025."
Related: How to Write a Casual Leave Application
Step 5: Offer Work Handover Details
If applicable, mention your arrangements for someone to cover your responsibilities. Let your manager know the colleague's name who will handle any urgent tasks or if you’ve briefed them on ongoing projects.
Example Handover Details:
- "I have briefed Mr. Raj on my current projects, and he will manage any urgent tasks in my absence."
- "I have updated my team on all pending work and assigned Ms. Sharma to handle any immediate issues."
Related: How to Ensure Smooth Handover of Work Responsibilities
Step 6: Request Approval and Close Formally
End the application on a positive note:
Examples:
- "I kindly request your approval for my sick leave from February 5, 2024, to February 10, 2024."
- "Thank you for considering my application for sick leave. I look forward to your approval."
Related: What are the Supporting documents required for a sick leave
Step 7: Add Your Signature
Sign off with a formal closing, such as:
Example Signature:
- "Regards,
- Anita Desai
- Senior Marketing Executive"
Related: Best Practices for what to include in your sick leave letter
Formats for sick leave application
1. Sick leave application for office
Subject: Sick Leave Application – January 15, 2025, to January 18, 2025
Hi [Manager’s Name],
I hope you’re doing well. I wanted to let you know that I’ve been feeling unwell over the past few days. After consulting with my doctor, I’ve been advised to take a few days off to recover fully. With this in mind, I’d like to request sick leave from [start date] to [end date].
I’ll ensure that everything is in order before I step away. [Colleague’s Name] has kindly agreed to help with any urgent tasks during my absence. While I plan to entirely focus on my health recovery, I’ll stay reachable via email or phone for anything pressing.
I’ve attached my medical certificate confirming my condition to make things easier. If you need any additional information to process this request, please let me know—I’ll be happy to provide it.
I’m planning to return on [return date], assuming all goes well with my recovery. If, my condition r,equires me to extend the leave, I’ll be sure to update you as soon as possible.
Thanks for your understanding and support. Let me know if there’s anything else I should do to make this transition smooth for the team.
Best regards,
Casual Leave Application: The Secret to a Guilt-Free Day Off
2: Sick Leave application for cough and cold
Subject: Request for Sick Leave Due to Cough and Cold
Dear [Recipient's Name],
I am writing to inform you that I am experiencing a severe cough and cold and am unable to attend [work/school] as I need time to rest and recover. I am therefore requesting leave from [Start Date] to [End Date] and expect to return on [Return Date], provided I am feeling better.
To support my request, I have attached a doctor’s note that provides the necessary medical documentation regarding my health condition. I kindly request a leave of absence from [start date] to [end date] to allow for a full recovery and prevent the potential spread of this illness.
I have arranged for my responsibilities to be managed in my absence to minimize any disruption. Please let me know if any further information is required.
I would greatly appreciate your understanding and support during this period.
Regards
Also read our comprehensive blog with formats on how to apply for leave application from office
3. Sick Leave Application to Care for a Family Member
Subject: Sick Leave Application to Care for Family Member – [Start Date] to [End Date]
Dear [Mr./Ms. Last Name / Manager’s Name],
I am writing to request a leave of absence from [Start Date] to [End Date] to care for my [relation, e.g., parent/spouse/child], who is currently unwell and requires immediate medical attention. Given the circumstances, I will be assisting them with their care and ensuring they receive necessary support.
To ensure a smooth workflow in my absence, I have briefed [Colleague's Name] on my current responsibilities, and they have agreed to manage any urgent matters. I will also make sure all pending tasks are up-to-date before my leave begins.
Thank you for your understanding and support during this time. I look forward to your approval of my leave request.
Warm regards,
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4. Extended Sick Leave Application
Subject: Extended Sick Leave Application – [Start Date] to [Tentative Return Date]
Dear [Mr./Ms. Last Name / Manager’s Name],
I hope this message finds you well. I am reaching out regarding a health matter that requires me to take an extended leave of absence. My doctor has advised me to focus on a comprehensive treatment and recovery plan, which means I’ll need time away from work. I anticipate needing leave starting from [Start Date] and hope to return by [Tentative Return Date], depending on how my recovery progresses.
To ensure a smooth transition during my temporary absence, I’ve already coordinated with [Colleague’s Name], who has kindly agreed to oversee my responsibilities and handle any pressing tasks. I’ll also ensure all my current projects and assignments are up-to-date before stepping away. This way, I hope to minimize disruptions to the team’s workflow.
If required, I will provide medical documentation to confirm my condition or share updates regarding my expected recovery timeline. Although I plan to focus entirely on my health recovery, I’ll remain accessible via email for any critical matters.
Thank you so much for understanding and supporting me during this time. I truly appreciate your consideration and look forward to rejoining the team as soon as my health allows.
Best regards,
Sincerely,
5 Samples to help you Ace your One Day Leave Application
5. Medical Leave Application for Office
Subject: Medical Leave Application for Office
Dear [Manager's Name],
I hope you are doing well. I am writing to request a medical leave from work due to a health issue that requires immediate attention. After consulting with my doctor, it has been recommended that I take time off to undergo treatment and fully recover. Consequently, I must take leave starting from [start date] and expect to return on [return date].
To support my request, I will provide a medical certificate from my doctor, which details my condition and the necessity of this leave. I understand the importance of my responsibilities, so I have coordinated with [colleague’s name] to ensure a smooth transition of my duties. They are well-briefed on my ongoing projects and will manage them during my absence.
During this period, I may be limited in my ability to respond, but I will try to remain accessible via email for any urgent matters. Please let me know if there is anything specific you would like me to address before my leave begins.
Thank you for your understanding and consideration. I appreciate your support and look forward to your approval of my medical leave application for office.
Sincerely
6. Medical Leave Application for School
Subject: Medical Leave Application for School
Dear [Principal's Name]/[Teacher's Name],
I am writing to inform you that I must take medical leave from school due to a health condition requiring treatment and rest. After consulting with my doctor, I have been advised to take time off to recover. Therefore, I kindly request leave from [start date] to [end date].
To support my medical leave application for school, I will submit a medical certificate from my doctor detailing my condition and the recommended duration of leave. I understand the importance of keeping up with my studies, so I will try to catch up on any missed work when I return to school.
During my leave, I would appreciate it if you could inform me of any crucial assignments or exams I should be aware of. I will do my best to stay on track academically, even while away.
Thank you for your understanding and support during this time. I look forward to your approval and hope to return to school as soon as I am well enough.
Sincerely,
[Your Class/Grade]
[Your Roll Number]
7. Leave Application for Medical Emergency
Subject: Application for Sick Leave Due to Severe Back Pain
Subject: Leave Application for Medical Emergency
Dear [Manager's Name],
I am writing to inform you that my [family member's relationship] is currently facing a medical emergency and I urgently need to take leave from work. Due to the unexpected nature of this situation, I request immediate leave starting from [start date]. I am uncertain about the exact duration, but I will keep you updated and provide a return date as soon as possible.
Given the circumstances, I may be unable to fulfill my duties during this time. However, I have already spoken to [colleague’s name], and they have kindly agreed to handle my responsibilities in my absence. They are well-informed about my current projects and will ensure everything runs smoothly.
Once the situation stabilizes, I will provide any necessary documentation to support my leave application for a medical emergency. I deeply appreciate your understanding and prompt attention to this request. Your support during this difficult time means a lot to me, and I am grateful for it.
Please contact me via phone or email if you have any urgent matters that require my attention. I will assist remotely whenever possible.
Thank you for your consideration. I hope to return to work soon and will update you once I have more information.
Sincerely
8. Sick leave application for school (application to the principal)
To the Principal
Subject: Leave application for school
I hope this letter finds you well. My child, [Child's Name], who is a student in [Grade and Class] at your school, will be unable to attend school for two days due to [illness].
The doctor has recommended that [they] take time off to recover, and we will be following [his/her] advice. I have attached a copy of the doctor's note for your reference.
Please let me know if there is any work or assignments that [Child's Name] can complete at home during [his/her] absence. Additionally, If your school offers online class during sick leave, please let me know the process to follow.
Please do not hesitate to contact me if you have any questions or concerns.
Thank you for your understanding.
Sincerely,
Also read our blog on how to apply to principal for sick leave for your child with 8+ formats
Also read how to write a resignation letter
10. Sick leave Out of office message
Subject: Out of Office: Sick Leave
Hello,
Thank you for reaching out. I am currently out of the office due to illness and will be on sick leave until [return date]. During this time, I will have limited access to my email and may not be able to respond immediately.
For urgent matters, please contact [colleague's name] at [colleague's email address] or [colleague's phone number]. They will be able to assist you in my absence.
I appreciate your understanding and will get back to you as soon as possible upon my return.
Best regards,
11 : Leave application for sick child
Subject: Request for Sick Leave to Care for My Child
Dear [Manager's Name],
I hope this message finds you well. I’m writing to inform you that my child has fallen ill, and I need to take some time off to care for them. Given the circumstances, I would like to request [number of days] of sick leave, starting from [start date] to [end date].
Understanding the importance of my responsibilities, I will ensure that any urgent tasks are completed before my leave begins. I’ll be available via email or phone if any critical issues arise during my absence. Additionally, I will coordinate with [colleague's name] to cover essential duties, ensuring a smooth transition.
I appreciate your understanding and support during this time. Please let me know if there are any further steps I need to take to formalize this request or if additional information is needed.
Best regards,
12. leave extension request letter due to medical treatment
Subject: Request for Extension of Medical Leave
Dear [Manager's Name],
I hope this message finds you well. I am writing to request an extension of my current medical leave, as my treatment requires additional time for recovery. Initially, I had planned to return to work on [original return date], but my doctor has advised that I need more time to fully recuperate.
My medical condition, which initially led to my leave, still necessitates ongoing treatment and rest. The extension is crucial for ensuring I recover completely before resuming my duties. I am attaching my doctor's updated medical certificate outlining the recommended extension period.
During this extended leave, I will remain in contact and can provide any necessary updates. I have coordinated with [colleague's name] to ensure that my responsibilities remain managed efficiently. Thank you for your understanding and support during this time.
Regards
The Importance of Sick Leave for a Healthy Workplace
Sick leave is crucial for maintaining a healthy and productive workplace. Effective sick leave policies benefit both employees and employers, highlighting the importance of prompt action and teamwork, especially in handling medical emergencies.
Quick Action Helps
Responding quickly to sick leave requests, especially within the first two weeks, helps employees recover and return to work faster. (Vargas-Prada et al., 2016).
Teamwork Works Best
Collaboration between managers, health professionals, and coworkers during sick leave improves outcomes and reduces long-term absences. (Carroll et al., 2010).
Stick to the Sick Leave Rules
Sticking to sick leave policies, especially during flu season, is crucial for preventing illness spread and ensuring smooth operations (Edwards et al., 2016).
Wellness Programs: More Than Just Health
While wellness programs enhance well-being, they should be part of a broader health strategy as they don’t always reduce sick leave (Proper et al., 2004).
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
For office settings, notify your manager or HR promptly via email, call, or the official leave management system. Include:
- Duration of absence
- Reason (illness or medical advice)
- Steps for managing urgent tasks during your leave
Always follow up with written documentation if the initial notice was verbal.
Students should notify their class teacher or academic advisor with a concise application. Include:
- Specific dates of absence
- Reason for leave (illness, doctor’s appointment, etc.)
- Assurance to cover missed lessons or submit assignments upon return
For prolonged absences, submit medical documentation to avoid academic penalties.
When working remotely, include:
- A clear statement of your inability to work due to illness
- Dates of leave and recovery expectations
- Accessibility status during leave (e.g., "I won’t be checking emails during recovery.")
- Assurance about delegating tasks to colleagues
For students or professionals with looming deadlines:
- Inform the relevant authority immediately (teachers, supervisors, or managers).
- Request deadline extensions or reschedule dates in writing.
- Suggest alternatives, such as delegating tasks or completing them upon recovery.
- Attach supporting documents, such as a doctor’s note, to validate the request.
For extended leave (more than a week):
- Submit a formal application with a detailed explanation and medical certification.
- Propose plans for task continuity (delegation or remote support).
- Maintain periodic communication with relevant authorities to update them on your health status.
- Discuss possible accommodations for reintegration after recovery.
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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