Many people often feel guilty about writing a sick leave application. They may feel bad for adding any extra load on their colleagues, or how it makes them look if the manager thinks they are making an excuse. Often, it is also just about worrying too much about delaying a task due to falling ill. However, health comes first and hence, every company offers sick leaves to their employees. Having said that, every company has a different protocol in place when it comes to asking for a day off due to health issues.
Writing a sick leave application is considered to be a norm by many companies so both the HR and your manager are in the loop. A sick leave application is supposed to be polite, addressed to the right people and concise. It should state the reason for absence and the expected date of returning to work.
Why you should write a sick leave application?
It is crucial you write a sick leave application when taking a leave due to health reasons. Here’s why:
• You must follow the protocols of the company you work for.
• It helps the HR department to keep a track of the leaves you’ve taken and the leaves you have left.
• The right means of official communication is often considered to be an email.
• Both the HR team and your reporting manager will be aware of your absence from work and the reason for the same.
• In case of dispute, you can always have written approval via email.
What to include in your sick leave application?
When writing a sick leave application, it is important to ensure that it fulfils its purpose. You must include all details in it that are required to be communicated to the HR department and to your manager. Here are things that people include in their sick-leave applications:
• Name, designation, department
• The reason for applying for a sick leave
• Your expected date of returning to work
• Whether you will be available over calls/messages
• The contact details of your colleague who can be connected in your absence
• Medical documents if required
Tips for writing a good sick leave application
If you are writing a sick leave application, here are things you should keep in mind to make sure it is a good one.
• Make sure you mark every person in the email who should be receiving your sick leave application. This could be your direct reporting manager, the head of your department and the HR. If you are not aware, you can ask your manager about it.
• Include all the details and medical documents, test reports and prescriptions, if available.
• Be polite and explain the reason for your absence.
Template for a sick leave application
One can use this template with minimum alterations for writing a sick leave application.
Dear *Insert Name*,
Hope you are doing well.
I am writing to inform you that I will be on sick leave today/from *insert date* to *insert date* due to *insert reason*.
In my absence, *insert colleague’s name* should be contacted for the tasks that are to be taken care of on priority. While I am not available on emails, if anything urgent, I am a call/text away.
Kindly let me know if any medical documents are required.
Thank you for your support and understanding.
Best regards,
*Insert your name*
Sample sick leave applications for reference
Sample 1:
Dear Shikha,
Hope you are doing well.
This is to inform you that I won’t be able to make it to work today due to menstrual cramps.
However, I am available on call and texts if anything urgent comes up. Meanwhile, if you need any tasks to be handled on priority, please connect with Apeksha in our team.
Thank you!
Best regards,
Anwesha Choudhary
Sample 2:
Dear Manish,
Greetings of the day. I am writing to inform you that I am unwell, and on sick leave from 6th May to 9th May due to a viral infection.
In my absence, Preeti should be contacted for the tasks that are to be taken care of on priority. While I am not available on emails, if anything urgent, I am a call/text away.
Kindly let me know if any medical documents are required.
Thank you for your support and understanding.
Best regards,
Kirti Nimkar
What to do if your sick leave application is not approved?
If your sick leave application is not immediately approved, you can connect with your manager to explain the circumstances. Let them know that you can submit proof of your health condition if required. Request them and let them know that you will be able to complete your tasks once you return.
Having said that, a company that denies you a sick leave is toxic and you will have to consider if you are willing to stay in it for long.
Conclusion
Write a short, concise sick leave application, which is unapologetic but polite.
FAQs
1) Do we need to mention the reason of leave?
Although you don’t have to specify a day’s sick leave, it is required you do so for two days or more. However, it is recommended to check your company’s leave policy before writing the application.
2) Who should we mark in the email?
Mark your reporting manager, HOD and HR—and anyone else your company requires to be informed.