Why use a sick day email template?

As an employer, you may feel stressed finding a sick day email in your inbox. In most cases, it means you’ll need someone to cover the employee’s responsibilities, often on short notice. Despite that, it’s important to respond with empathy and support. Using a template can help you craft a quick response and get back to business.

Employees may also feel nervous about taking sick leave. Receiving a supportive response can ease their fears and help them focus on healing. Using a sick day template to write your response can help you consistently strike a caring, empathetic and professional tone.

“To help ensure nothing is missed while they are out, you could offer to be their backup. Ask the employee to include your contact information in their out-of-office email.”

—Kathy Gusich, executive recruiter

How to write a sick day email response

The way you respond to a sick day email can have a lasting effect on your employer-employee relationship.

An effective sick day email template can include the following:

• Genuine concern: Let your employee know you care about them by expressing concern for their health and wellbeing. Doing so may let the worker know you understand the severity of their symptoms and validate their decision to take the day off.
• Critical work information: If they’re able, ask the employee to let you know if they have any upcoming deadlines or outstanding tasks that require coverage. That way, you’re prepared to delegate as needed.
• Updates: Gently ask the employee to keep you updated on their health so you can plan accordingly.
• 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.
• 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.
• Reassurance: You can reassure them that you have everything covered and not to worry about work. Be as specific as possible, particularly for important meetings or projects. A simple statement, such as “Your colleague will handle your meeting this afternoon,” can provide peace of mind.

Sick leave email template examples

Depending on the specific circumstances, consider using one of the following sick day email templates to guide your writing process when responding to an employee:

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 sorry to hear 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 that 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 in 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 and I’ll check in tomorrow.

Best,

[Manager name]

Casual sick day update email template

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 wellbeing. 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]

Formal sick day update email template

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 comes 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 like this. Our dedicated HR department is here to assist you throughout this process. They will reach 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]

The models shown are for illustration purposes only and may require additional formatting to meet accepted standards.

A thoughtful, empathetic response to a sick-day email can help build trust and loyalty. By showing genuine care, reassuring the employee that work is handled and keeping communication open, you’re reinforcing a culture where people feel truly valued.