Sick Leave Application: 15+ Samples & Email Formats

How to Write a Sick Leave Application That Gets Approved

• How to structure a leave application letter for any situation
• Professional ways to communicate illness without divulging too much
• 15 ready-to-copy email formats for office and school
• Tips for returning to work smoothly after recovery

What Makes a Good Sick Leave Application?

1. A clear subject line stating your intent
2. Short mention of your health situation
3. Specific dates you’ll be absent
4. Who will handle your work?
5. How colleagues can reach you for urgent personal matters

How to Email Your Manager When You’re Unwell

• Step 1: Send early. Tell your manager as soon as you know you can’t work. Don’t delay—inform early, even before your shift starts.
• Step 2: Keep it short. A few sentences are enough: state you’re unwell, how long you’ll be out, and your work cover.
• Step 3: Offer a contact point. While resting, provide your team with a way to reach you for urgent matters. This is professional, not an expectation to work.
• Step 4: Express gratitude. A simple thank-you helps maintain a good relationship with your team.

15 professional sick leave email templates.

Template 1: One-Day Absence Due to Fever

I hope this email finds you well. I woke up this morning with a high fever and body aches, and I’m not in a condition to work effectively today.

I’ll be taking the day off to rest and recover. [Colleague’s name] has agreed to monitor any emergency requests, and I’ll be checking messages periodically if something critical comes up.

I expect to return tomorrow, but I’ll update you if my condition changes. Thank you for your aid during this time.

Template 2: Multiple Days Off for Recovery

I’m contacting to request time off from [start date] to [end date] as my doctor has advised complete rest following [short mention of condition].

Before leaving, I’ve briefed [colleague’s name] on my ongoing projects. The draft quarterly report is saved in our shared folder, and client meetings scheduled for this week have been rescheduled.

I’ll remain reachable by email for anything that truly can’t wait, though I may be slower to respond than usual. I’m planning on returning to work on [date] and will provide medical documentation if required.

Thank you for the understanding.

Template 3: Leave Letter for Fever (Formal Format)

I am writing to inform you that I have developed a high fever overnight and am unable to attend the office today, [date]. My physician has recommended rest and medication for the next [number] days.

I have coordinated with [colleague’s name] to ensure coverage of my ongoing responsibilities. All uncompleted deliverables have been communicated, and I will remain available via phone for any immediate matters.

I request that you graciously approve my leave for the mentioned period. I will submit the medical certificate upon returning to work.

Thank you for your consideration.

Template 4: Sick Leave Extension Request

I wish this message finds you well. I’m writing regarding my current leave, which was scheduled to end on [original return date].

Unfortunately, my recovery is taking longer than expected, and my doctor has advised an additional [number] days of rest before returning to work. I’m now planning to resume on [new date].

[Colleague’s name] has kindly agreed to continue handling critical matters. I’ve attached an updated medical note for your records.

I apologise for any inconvenience this may cause and appreciate your continued assistance during this time.

Template 5: Food Poisoning Sick Leave

I’m writing to let you know that I’m suffering from food poisoning and will be unable to come to work today, [date]. I’ve been experiencing severe nausea and stomach issues since last night.

My doctor has advised rest and hydration, and I expect to feel better within 24-48 hours. I’ve informed [colleague’s name] about my absence, and they’ll handle any time-sensitive requests.

I’ll keep you posted regarding my recovery and confirm my return date tomorrow morning.

Thank you for your understanding.

Template 6: Migraine/Severe Headache Leave

I woke up with a severe migraine this morning, which is making it impossible for me to work effectively. The light sensitivity and pain mean I need to rest in a dark room today.

I’m taking [date] off to recover. [Colleague’s name] is aware and will cover the team meeting at 2 PM. I’ll have my phone on silent but will check messages this evening if I’m feeling better.

I anticipate being back tomorrow. Thank you for your support.

Template 7: Mental Health Day Request

I’m writing to request a personal health day today, [date]. I’ve been dealing with stress and exhaustion, and need time to recharge so I can return to performing at my best.

I’ve reviewed my calendar and have no critical meetings today. [Colleague’s name] can address any critical matters, and I’ll respond to emails tomorrow morning.

Thank you for your aid during this time. I appreciate the understanding.

Template 8: Sick Leave for Medical Appointment

I have a medical appointment scheduled for [date] that requires me to take the day off. The appointment is for [general reason – e.g., “routine tests” or “a specialist consultation”] and couldn’t be scheduled outside work hours.

I’ve completed the Henderson report ahead of schedule, and [colleague’s name] will handle any incoming queries. I’ll be back in the office on [next working day].

Please allow me know if you need anything before I leave today.

Template 9: Sick Leave Due to Cold/Flu

I’ve come down with a bad cold and won’t be able to make it to work today, [date]. I’m experiencing congestion, a sore throat, and fatigue that would make it difficult to be productive.

I’d also prefer not to risk spreading this to the team, so I’ll be resting at home. [Colleague’s name] is copied on this message and will handle urgent items.

I’ll reassess how I’m feeling tomorrow and keep you informed about my return.

Thank you for your understanding.

Template 10: Emergency Sick Leave (Last Minute)

I apologise for the brief notice, but I’ve woken up feeling very unwell and cannot come to work today. I’m experiencing [brief symptom – e.g., “severe stomach pain”] and need immediate rest.

I’ve messaged [colleague’s name] about the 10 AM client call, and they’ll take over. I’ll monitor my email if I’m able, but please direct emergency issues to [backup contact].

I’ll update you by the close of the day on tomorrow’s status. Sorry for any inconvenience caused.

Template 11: Sick Leave with Work-From-Home Option

I’m not feeling 100% today – dealing with [mild symptoms] – but I’m well enough to work from home rather than take full leave.

I’ll be online during regular hours and reachable via Slack and email. If my condition worsens, I’ll let you know and switch to proper sick leave.

Just intended to keep you informed. Let tell me if you have any concerns about this arrangement.

Template 12: Post-Surgery Recovery Leave

Following my surgery on [date], my doctor has recommended [number] weeks of recovery time before I can return to work. I’m requesting medical leave from [start date] to [end date].

I’ve prepared detailed handover notes for my projects, which I’ve shared with [colleague’s name] and saved in our team folder. The key deadlines and client contacts are all documented.

I’ll be mostly resting but can respond to truly critical matters via email after the first week. I’ll provide a medical fitness certificate before resuming work.

Thank you for your aid during this time. I appreciate the team’s understanding.

Sincerely,
[Your Name]

Template 13: Sick Leave for Contagious Illness

I’ve been diagnosed with [illness – e.g., conjunctivitis/viral infection] and have been advised to stay home to prevent spreading it to others. I’ll need to be away from [start date] to [end date], per my doctor’s recommendation.

I can work remotely on tasks that don’t require in-person presence if that is helpful. Otherwise, [colleague’s name] will manage time-sensitive matters in my absence.

I’ll get medical clearance before returning to guarantee I’m no longer contagious. Thank you for understanding – I know this schedule isn’t ideal.

Template 14: Sick Leave Due to Family Member’s Illness

I need to request emergency leave starting today, [date], as my [family member – e.g., mother/child] has been hospitalised and requires my urgent attention.

I’m uncertain about the exact duration, but expect to need [estimated days] off. I’ll keep you updated while the situation develops. [Colleague’s name] has agreed to cover my roles, and I’ve briefed them on pending priorities.

I am reachable on my mobile for critical matters, though my response time may be delayed. Thank you for your aid during this time – I wholeheartedly appreciate it.

Template 15: Returning to Work After Extended Sick Leave

I’m pleased to confirm that I’ll be returning to work on [date] following my recovery from [illness/procedure].

My doctor has cleared me for regular duties, and I’ve attached the fitness certificate for HR records. I may need a day or two to get fully back up to speed, but I’m ready to resume my roles.

I’d appreciate a brief catch-up meeting on my first day to review any changes or priorities that emerged during my absence. Kindly let me know a time suitable for you.

Thank you for your tolerance and help during this time. I’m looking forward to returning to work and reconnecting with the team.

Formal Office Leave Applications

Formal Application for Leave of Absence (Office)

I, [Your Name], working as [Designation] in the [Department] department, wish to apply for medical leave from [start date] to [end date].

I have been diagnosed with [condition] and have been advised to rest by my physician. During my absence, [colleague’s name] will handle my primary responsibilities, and I have ensured all urgent tasks are either completed or delegated.

I request you to kindly grant me leave for the mentioned period. The medical certificate from my doctor is included for your reference. I will be available on [phone number] should any critical matter require my input.

Thank you for your understanding and cooperation.

School and College Sick Leave Formats

Parent’s Application for Child’s Absence

I am writing to inform you that my daughter/son, [Child’s Name], a student of Class [X], Section [Y], is suffering from [illness] and will be unable to attend school from [start date] to [end date].

The doctor has advised complete rest for [number] days. I shall ensure [he/she] catches up with missed lessons and assignments upon returning. Please find the medical certificate attached.

Kindly grant [him/her] leave for the mentioned period.

Thanking you.

College Student Leave Request

I am [Your Name], a student of [Course Name], Roll Number [XX]. I am writing in order to request leave from [start date] to [end date] as I am unwell and have been advised rest by my doctor.

I understand that this period includes [lab sessions/lectures/practicals], and I shall coordinate with my classmates to cover the missed tasks. I will also meet with faculty members individually to guarantee I don’t fall behind.

I kindly request leave and an excuse for my absence from classes during this period.

Yours obediently,
[Your Name]
[Roll Number][Course and Year]

Communicating Illness Without Overdisclosing

• “I’m feeling unwell”
• “I’m dealing with a health issue”
• “My doctor has advised rest”
• “I need time to recover”

• Graphic descriptions of symptoms
• Detailed medical diagnoses (unless required)
• Apologies that sound guilty
• Hesitant language like “I think I might be sick”

Your employer needs to know you’re unavailable, but they don’t need your full medical history. For private matters, saying “health reasons” or “medical appointment” is professional enough. If your manager insists on more details than you’re comfortable providing, gently state that the information shared is all that you're able to discuss at the moment. You can reassure them that your absence is truly necessary and you have ensured all necessary work coverage. This empowers you to maintain privacy while staying professional.

If you’re managing ongoing health conditions, our guide to office leave applications covers how to handle recurring absences professionally.

When and How to Provide Medical Documentation

• Absences longer than 2-3 consecutive days
• Extended medical leave (surgery, hospitalisation)
• When returning from a contagious illness
• If your company policy explicitly requires it

• Single-day absences
• Minor illnesses (cold, headache)
• Mental health days (though policies vary)

• Doctor’s name, credentials, and contact
• Date of consultation
• General nature of illness (not detailed diagnosis)
• Recommended rest period
• Fitness to return date (if applicable)

Planning Your Return to Work

• Confirm your return date with your manager.
• Review any emails or messages that came in during your absence.
• Prepare a brief update on your health (if appropriate)
• Plan a realistic workload for your first few days.

• Arrive with any needed documentation.
• Thank colleagues who covered for you
• Don’t try to get up to date on everything immediately.
• Communicate if you need a gradual return.

Common Mistakes to Avoid in Sick Leave Applications

• Being overly vague: “I won’t be in today” doesn’t give your manager enough information. Always include the reason (briefly), duration, and coverage arrangements.
• Over-explaining: On the flip side, a three-paragraph description of your symptoms is unnecessary and uncomfortable for everyone. One sentence regarding your condition is enough.
• Apologising excessively: Saying things like, “I’m so sorry for the inconvenience, I am very sorry about this, I know this is bad timing…” can make you seem less professional. One simple apology is enough.
• Forgetting about work coverage: The best sick leave emails say who will handle your work. This shows you care about the team, even when you’re sick.
• Sending too late: Telling your manager at 10 AM when your shift started at 9 AM isn’t great. Try to send your message as early as you can, even if it’s very early in the morning.
• Using relaxed language: Writing, “Hey, I’m feeling rubbish so won’t make it in lol” isn’t professional. Always keep your tone civil, even in short emails.

Sick Leave Policies: What You Should Know

• How many paid sick days do you have annually?
• What’s the notification procedure (email, phone, app)?
• When is medical documentation required?
• Can unused sick leave be carried forward?
• Is there a difference between sick leave and personal leave?

• Employee handbook
• human resources portal or intranet
• Your employment contract
• Direct conversation with HR

Frequently Asked Questions

How do I write a leave application for one day?

Do I need a doctor’s note for every absence?

Can I take leave for mental health reasons?

What if I fall sick during a work trip?

How early should I inform my employer?

Is email acceptable for sick leave requests?

What if my manager doesn’t respond to my sick leave email?

Can my employer deny my sick leave?

How do I handle sick leave during probation?

What’s the difference between sick leave and medical leave?

Quick Checklist Before Sending Your Application

Template Quick Reference Guide

Additional Resources

• Casual leave application – for non-medical time off
• Maternity leave application – comprehensive formats for expecting parents
• One-day leave application – quick templates for short absences
• Leave application for fever – fever-specific formats.

Final Thoughts