Why use a sick leave email template?

As an employer, it can be stressful to find a call out sick email in your inbox. It usually means you’ll need to find someone to cover the employee’s responsibilities, often on short notice. But it’s important to respond with empathy and support. A template makes it easy to craft a quick response and get back to business.

Because some employees may feel nervous about calling out sick, a supportive response can ease their fears and allow them to focus on healing. Email templates can help you consistently strike a caring, empathetic and professional tone.

How to write a sick day email response

The way you respond to an out-sick email can have a lasting effect on your employer-employee relationship. It’s important to assume the best intentions, especially post-pandemic. After all, your team may be extra conscientious about spreading germs to their coworkers. To maintain trust and positivity, lead with empathy.

Your sick day email template should:

• Show genuine concern. Let your employee know you care about them by expressing concern for their health and well-being. Don’t be afraid to commiserate with them—especially if you’ve experienced the same illness. Doing so lets the worker know you understand the severity of their symptoms and validates their decision to take the day off.
• Request critical work information. If they’re able, ask the employee to let you know if they have any looming deadlines or outstanding tasks that require coverage. That way, you’re prepared to delegate as needed.
• Provide reassurance. Tell the employee not to worry about work, and reassure them that you have everything covered. Be as specific as possible, particularly for important meetings or projects. A simple statement, such as, “Ahmed will handle your meeting this afternoon,” can provide peace of mind.
• Ask for updates. Gently ask the employee to keep you updated on their health so you can plan accordingly.
• Mention company policies. If your business has policies governing paid sick leave, you might mention them when they become pertinent. This might happen if you require a doctor’s note after an extended illness.
• Offer work-from-home options. When an employee is contagious but not out of commission, you can offer the option for remote work. The team can stay productive, and the worker can conserve PTO. However, keep in mind that working from home while sick can lead to burnout so encourage your employee to rest if possible.

Sick leave email template examples

Need help drafting an email response to an employee who’s under the weather? Use these sick leave email templates to guide your writing process.

Casual sick day email template

If you have a relaxed, friendly relationship with the employee who’s out sick, you can keep your sick-day response casual. Use a warm, engaging tone to put them at ease and encourage them to rest.

Hi [employee name],

I’m so sorry you’re not feeling well!

Don’t worry about missing work today—we have you covered. I checked your calendar, and it doesn’t look like you have any deadlines coming up this week. Looking forward, I see you’re scheduled for a [job task] on [date]. If you’re not feeling up to it at that point, I’ll ask [employee name] to fill in.

Can you think of anything else that might need my attention while you’re gone?

In the meantime, rest up! Keep me posted on how you’re feeling, and we’ll adjust as needed.

Feel better,

[Manager name]

Formal sick day email template

If you aren’t close to the employee who calls out sick, you can honor that relationship with a more formal tone. Your goal is to express concern while remaining professional.

Hi [employee name],

Thank you for letting me know—I’m sorry to hear you’re under the weather.

The [department] team is aware you’ll be out today. They’ll cover any calls that come in. [Employee name] will take over your [client] meeting this afternoon, and we’ll push the [team activity] until you return. If you think of anything else that might come up in your absence, just send me an email.

Please take care of yourself. I’ll check in tomorrow.

Best,

[Manager name]

Sick day update email template (casual)

When an employee has been out sick for a day or two, it’s a good idea to check on them. This email lets the worker know you’re concerned for their well-being. It also gives you a chance to ask about their anticipated return date.

Hi [employee name],

Just checking in to see how you’re feeling!

If you’re able, can you send me a quick update? A general timeline is fine—if you think you’ll be out of commission next week, I think we’ll pivot to [project] and push [project] until you’re back in the office.

If there’s anything we can do for you on this end, let me know. All of us in [department] are sending good thoughts your way.

Get plenty of rest,

[Manager]

Sick day update email template (formal)

When you’re checking on a sick employee using a formal tone, it’s important to strike the right balance. To get the information you need without applying pressure, aim for language that’s caring and professional.

Hi [employee name],

How are you feeling? Everyone in [department] sends their well-wishes.

Do you have a sense of when you’ll be well enough to return to work? There’s no pressure— I’m looking for a loose timeline so I can adjust the schedule accordingly.

Take good care of yourself, and please let me know if you need anything.

Best,

[Manager]

Extended sick leave email template

If an employee is out of work for an extended period of time, your company’s paid sick leave policies may have special provisions. Typically, this email should come from your HR department.

Hi [employee name],

[Manager] mentioned that you’re not feeling well—I’m so sorry you’re under the weather.

As you may already know, our company has specific provisions in place regarding paid sick leave for situations such as this. Our dedicated HR department is here to assist you throughout this process. They will be reaching out to you shortly with detailed information about our paid sick leave policies, including any necessary documentation and the steps involved in applying for extended leave.

Your health and well-being remain our top priority, and we look forward to your return when you are ready. Feel better soon, and please let me know if you have any questions.

Best,

[HR representative]

FAQs

How do you use a sick leave email template?

To use a sick leave template, replace placeholders with the appropriate names, dates and other information. You can also customize the language to suit the situation and your relationship with the employee. Any time you’re using an email template, read it carefully to verify details and check for errors.

Can an employer ask why an employee is out sick?

To determine whether you should ask why an employee is out sick, refer to state law, federal law and your company’s policies. When in doubt, reach out to an HR employee for guidance.