How to write a sick day email (templates + examples)
You woke up feeling awful. Now you have to email your manager before they wonder where you are. Here are the templates I wish I'd had — short, professional, and adapted to every kind of sick day situation.
The 3 rules of a good sick day email
Before any template: the principles. A sick day email isn't a medical report. It only needs three things.
- State that you're out. No long explanation, no detailed symptoms. "I'm sick" is enough.
- Say when you expect to be back. Even if it's "tomorrow", give a real anchor. "Not sure" leaves your manager guessing.
- Flag anything urgent. A handover line — "[Colleague] has the [project]" or "I'll be offline, can pick up email tomorrow" — turns a problem into a managed situation.
That's it. Anything beyond those three is optional and usually counterproductive.
Templates by situation
1. Last-minute (woke up sick this morning)
The most common case. Keep it short — you're not feeling well, and your manager doesn't need anything more.
2. Planned (doctor's appointment or surgery)
When you know in advance, send it days before. Mention the cover plan upfront.
3. Multiple days
If you'll be out longer than one day, give a return date you're confident in — and offer a midweek update if you're still unsure.
4. Working from home while recovering
You're not 100% but well enough to work — just need to skip the commute and non-essential meetings.
5. Apologetic — when the timing's bad
Launch day, big deadline, the worst possible day. Acknowledge it briefly, then move straight to the plan. Don't grovel.
Templates by tone
Same situation, different relationship. The same "I'm out sick today" message reads very differently to your CEO, your direct team and a new client. A few quick variants.
Formal — to a client or senior executive
Casual — to a small team you know well
Direct — to a no-nonsense manager
Common mistakes to avoid
- Over-explaining symptoms. Your manager doesn't need to know about the sore throat, the fever, the cough or the night before. "I'm unwell" is professional and complete.
- Apologizing too much. One short apology is enough. Repeated apologies put your manager in the position of having to reassure you, which is its own work.
- Vague timeframes. "Not sure when I'll be back" without any anchor leaves work in limbo. Even "back tomorrow unless I'm worse" is better.
- No handover. If you have anything time-sensitive, name the person covering it. If nothing is urgent, say that too.
- Hiding it. Vague subject lines like "Quick note" or "Update" make people open it expecting one thing and find another. Use "Out sick today" or "WFH today".
DO and DON'T at a glance
DO
- Send it before your normal start time
- Use a clear subject line ("Out sick today")
- Give a return date
- Name a cover person for urgent items
- Keep it 3–4 lines
DON'T
- Describe symptoms in detail
- Apologize more than once
- Promise to "check email" if you actually won't
- Wait until midday to send it
- Send a paragraph when one line would do
Writing this in English when it's not your first language
Non-native English speakers often over-write sick day emails — the instinct is to compensate for uncertainty by being formal and elaborate. Don't. English-language workplace norms reward short, plain emails for routine things like sick days. "I'm unwell today and will be back tomorrow" is more native-sounding than "I am writing to inform you that, due to unforeseen health circumstances…".
A few specific tips:
- "Sick" is fine. You don't need "indisposed", "unwell" or "under the weather". All are correct, but "sick" is the most natural.
- "Out today" is shorter and just as professional as "out of office today".
- "Back tomorrow" beats "I will be returning tomorrow".
- If you want a buffer, "back tomorrow unless I'm worse" is normal in English — it's not over-promising.
Frequently asked questions
Do I need to give a reason for being sick?
In most modern workplaces, no — saying you're sick is enough. You're not obliged to share medical details with your manager. If your employer requires a doctor's note for absences beyond a certain length, your HR policy will say so; check there rather than over-sharing by default.
How early should I send a sick day email?
As early as you can manage — ideally before your normal start time. A message at 7am that you'll be out is much easier on your team than a message at 11am.
Should I just text or Slack my manager instead?
Email is usually the right channel because it creates a record and goes to anyone who needs to know. If your team's culture is Slack-first, a quick Slack message to your manager plus a short team-wide note works too. If you're not sure, do both — a Slack ping to confirm they saw the email is rarely wasted.
What if I might be out for several days but I'm not sure?
Give your best guess and offer to update. Something like "back Wednesday — I'll let you know tomorrow morning if that changes." Your manager would rather have an estimate with a follow-up plan than an open-ended "I don't know".
Do I need to mention I'll check email?
Only if you actually will. Promising to "monitor email" and then not doing it is worse than saying "I'll be fully offline". Be honest about how reachable you'll be — and feel free to be fully offline. That's what sick days are for.
Can I use the same email for different situations?
The structure is the same — state you're out, give a return date, flag urgent items. The wording shifts with tone (formal for clients, casual for your team) and with situation (last-minute vs planned). The templates above cover the most common combinations; copy the closest one and edit the brackets.
Write the next one in 10 seconds.
Saymail is a Chrome extension for Gmail — describe the email out loud or in two lines, pick a tone, and the polished version drops straight into Gmail. Sick days, follow-ups, replies, anything.
Try Saymail free