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How Do I Say I Am Sick Professionally?

Published in Workplace Communication 4 mins read

To professionally communicate that you are sick, deliver a clear, concise, and timely message to your manager or designated contact. The goal is to inform them of your absence, provide a brief reason, and outline your plan for work coverage and estimated return.

Key Elements for a Professional Sick Day Notification

When you're not feeling well enough to come to work, especially when symptoms began to emerge the previous evening and worsened overnight, it's crucial to notify your workplace promptly and professionally. Consider these essential points:

  • Timeliness: Notify your manager and relevant team members as early as possible, ideally before your usual start time. This allows them to adjust plans and cover urgent tasks.
  • Method of Communication: Follow your company's policy for reporting absences. This might be a phone call, email, or a dedicated messaging system.
  • Clarity and Brevity: Be direct. State clearly that you will not be able to come to work today. Avoid unnecessary details about your symptoms.
  • Brief Reason (Optional but Recommended): You can briefly mention that you are unwell. For instance, stating that you started feeling unwell yesterday evening and feel worse this morning explains the suddenness and severity without oversharing. Emphasize that you're taking the day to recover and to avoid potentially passing on any illness to colleagues.
  • Estimated Return: Provide an honest estimate of when you expect to return. For example, stating that you hope to be back tomorrow helps with planning.
  • Work Handoff/Coverage: Indicate how urgent tasks will be handled or who colleagues can contact in your absence.

Crafting Your Sick Day Message

Your message should be structured to provide all necessary information efficiently. Here's a breakdown of elements and professional templates.

Essential Components of Your Message

  1. Direct Subject Line (for email): Make it immediately clear (e.g., "Sick Day - [Your Name]" or "Absence Notification - [Your Name]").
  2. Clear Statement of Absence: Explicitly state that you will not be coming to work today.
  3. Concise Reason: Mention you are unwell and need to rest and recover. It's professional to indicate you want to prevent spreading any potential illness.
  4. Expected Return Date: Provide an estimate. Even if it's "hope to be back tomorrow," it offers a timeline.
  5. Availability During Absence: Clarify if you will be checking emails periodically or completely offline.
  6. Work Handoff Plan: Identify who will cover your urgent responsibilities or where colleagues can find critical information.

Professional Email Template Example

This template incorporates the advice for a clear, professional, and informative sick day notification:

Subject: Sick Day - [Your Name]

Dear [Manager's Name],

Please accept this email as notification that I will be unable to come to the office today, [Date].

I started feeling unwell yesterday evening and feel even worse this morning. I'm not feeling well enough to come in and also want to avoid the risk of passing anything on to anyone else. I will be taking today to rest and recover.

Hopefully, I will be able to come back to work tomorrow, [Date]. I will monitor my health and update you if there are any changes to my expected return.

During my absence, please contact [Colleague's Name] at [Colleague's Email/Phone] for any urgent matters related to [Specific Project/Task].

Thank you for your understanding.

Best regards,

[Your Name]

Do's and Don'ts of Sick Day Communication

Do's Don'ts
Do inform your manager as early as possible. Don't over-share graphic details of your illness.
Do be clear and concise. Don't apologize excessively.
Do provide an estimated return date. Don't promise to work if you are too sick.
Do mention a plan for urgent tasks. Don't be vague or unclear about your absence.
Do follow up if your condition changes. Don't wait until after your start time to notify.

Following Up After a Sick Day

If you feel well enough to return, send a brief confirmation to your manager the evening before or the morning of your return. If you need more time off, communicate this as soon as possible, updating your estimated return.