How To Write an Application for Sick Leave (With Example)

By Indeed Editorial Team

Updated 28 July 2022 | Published 12 June 2021

Updated 28 July 2022

Published 12 June 2021

Companies have determined protocols that an employee is required to follow when they take sick leave. Regardless of the procedures, it is always good to send a formal application for sick leave to update your manager and co-workers about your absence. Understanding what information you are required to include in the sick leave application makes it easier to write one for yourself. In this article, we discuss why a sick leave n application is important, what to include in your application, how to write one, a template and an example of the sick leave application.

Related: How To Write a Sick Leave Email: A Step-By-Step Guide

Why Application For Sick Leave Is Important?

It is important to write an application for sick leave as it allows you to inform your manager why you are required to take a day or extended days off from your work. It formally documents the days and details of your absence from your office. If needed, the details can be forwarded to your HR as well.

It is also essential as it informs your co-workers that you would be off from work. It would also provide an update on who takes care of your work in your absence. Hence, it helps to run the business smoothly.

Related: Valid Reasons for Requesting Half Day Leave

What To Include In An Application For Sick Leave?

Below is the information that needs to be part of your application for sick leave:

  • The number of days you take leave: it is important to update your manager and co-workers for how long you might be away from work. It helps them plan to manage your tasks to continue the business smoothly.

  • Reason for your absence: clearly state why you are taking the sick leave. You may need an off because of common flu or maybe because of some serious illness. It gives an estimate to your employer for how long you might be off from your work. There may be a different procedure to follow in your company if you need a long leave. Informing your manager or HR about your exact situation helps you get guidance about the process for taking sick leave.

  • Name and email id of the person who would be your backup for work: if you are going for over one day of sick leave, it is very important to let your clients and colleagues know whom they can reach out to in your absence.

  • Medical documentation, if necessary: your employer may need your medical documentation or a letter from your physician if you need a long sick leave. It would be helpful for HR or your manager to approve your leaves easily.

  • Your availability over the phone for urgent emails or issues: it is important to mention in your application if you might extend your support in case of any urgent issues. If you think your health does not permit you to check on your emails or take work calls, call out that in your leave application.

Related: Guide: Out of Office Email Messages (With Examples)

How To Write A Sick Leave Application?

Here are the basic steps you can take to write a sick leave application:

1. Subject line

The subject line of your leave application is required to clearly indicate to the recipient what the email or letter is about. It has to give them an idea of what to expect in the email's body.

Example: "Application for sick leave because of migraine"

Related: 7 Basic Tips for Calling in Sick (And What To Avoid)

2. A greeting

There are two ways in which you can apply for sick leave, a hard copy or a soft copy. The difference between both the letters is how you address them in the beginning. If you are writing a letter on paper, use a standard business letter format with the date and your contact information at the top of the page. If you are emailing your letter, this information is not necessary. Start your letter with a formal salutation, address the recipient by name and, if you prefer, use a standard greeting such as “Dear [First name]” or “Hello [First name]”.

Example:

"[Date]
[Name]
[Title]
[Company name]
[Address]

[Subject]

Dear [name],"

3. A body

This is the section of the application where you mention the purpose of sending this letter. Be clear and mention the reason in the first two sentences of the application. If you know for how many days you might require to take leave, mention the dates. It is important you include your specific and high-priority tasks and the status of those. Also, mention the person who would handle your work in your absence. If possible, talk about your availability to attend urgent work calls or escalations. If required, attach the doctor's note detailing the dates you are required to be away from work in the letter's body.

Example: "This is to inform you I am down with fever and I would not be able to come to the office for the next two days.

I have updated Mr. Pradeep about my top priority tasks for the next two days. I might try to check on my emails and revert if my health permits.

Kindly grant me leave for the mentioned period. Please let me know if anything else is required from my side."

Related: What Is PTO? Definition and Types of PTO To Know More About

4. An expression of gratitude

Express your gratitude towards your employer or manager for understanding your situation. If you are taking leave at short notice, extend your apologies for the inconvenience they might face because of your absence.

Example: "Thank you for all your support."

5. Complimentary close

In this section of the application, you may end the letter formally or sign it off. Some common complimentary closes are:

  • Yours truly

  • With regards

  • Sincerely

  • Best wishes

6. A signature

If you are sending your leave application via email, just write your name. If you are printing, hand-writing the letter, add a hand-written signature under complimentary close and add your name, typed, underneath.

Example:

"Yours truly,

Rachit Garg"

7. Any supporting documentation

Every organisation has its own procedure of giving sick leave. Some may require documentation from your doctor stating your medical condition and duration of rest needed. The requirement may vary according to the duration of your sick leave. Attach the supporting document as per your organisation's policy in your leave application.

Related: How to Write an Office Leave Application

Template For Sick Leave Application

Below is the template of a sick leave application which can be customised depending upon your circumstances:

Dear [Supervisor's First Name],

I am writing this email to inform you I would be on sick leave from [mention dates] due to [mention reason of your sickness]. I have attached my medical documents and the letter from my doctor stating the number of days off I require to take from work to recover completely.

I would contact [name of the person] and update him about the high-priority task that needs to be taken care of in my absence. I might periodically try to look at my emails and respond to urgent calls while I am away from work. I apologise for the inconvenience that my absence from work may cause.

Kindly let me know if any additional documents required to approve my leave. In case I need an extension of my leaves, I would let you know as quickly as possible. Please let me know if you have questions related to my ongoing projects or my leave request.

Thank you for understanding my situation and for all the support.

Regards,

[Your Name]

Sample Of A Sick Leave Application

Here is an example of a sick leave application:

Hello Mr. Narendra,

I am writing this email to inform you I have fallen ill due to jaundice and require to take sick leave because of the same. As per my doctor, it would take at least 10 days for me to recover. Hence I would be on leave till 18th May 2021.

I am attaching my medical reports and doctor's letter advising me to take a rest for 10 days to recover my health completely. I apologise for the inconvenience my absence may cause.

I have got in touch with Mr. Sharma and updated him on my top priority projects that require being submitted to the client by next week. I would take control of my rest of the projects when I rejoin work. If my health permits, I would try to be available for calls for urgent work and check my emails periodically.

Kindly let me know if there are any additional documents needed for my sick leave approval. If I anticipate I might need more days off from work, I would update you as soon as possible. Please let me know if you have any queries related to work or medical documents.

Thank You for understanding and for all your support.

Regards,

Payal Kapoor

Related:
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