Sick Leave Application For Office (with Format & Samples)

When sickness gets in the way, it is essential to take sick leave.  But to take a leave from work due to an illness, you must write an application to inform your employer about your absence. You should also be familiar with the company’s sick leave policy, such as how many days of sick leave you are entitled to, how much notice you need to give before taking sick leave, and what kind of proof of illness is required. To help ease the process of applying for sick leave, we have written this blog on the application for sick leave. We will explore sample applications for different scenarios and essential things to include in your letter for sick leave.

Key Elements to Include in a Sick Leave Application

A sick leave application is a letter written to inform your employer that you will be unable to work for a day or a certain period due to an illness or injury. It demonstrates your professionalism and allows the employer to assign your work to other employees for the smooth functioning of operations.

• Reason for Your Absence- It is important to state the reason for taking sick leave. This gives your employer an idea of how long it will take you to recover and rejoin. 
• Duration of Absence- Let your employer know how many sick days you will take to recover. This allows them to reorganize the team’s workload. Further, if you are absent from work for more than a day, let your manager know who will be acting as your backup.
• Doctor’s Prescription– The HR department might need your medical records to approve your application for sick leave in case of a long period of absence. So, it’s a good practice to include important documents   
• Provide Your Availability- Mention in your sick leave letter if you are open to responding to calls or emails occasionally or in cases of urgency at work. If your health does not permit you to do so at all, mention that as well.

Writing an application is part of professionalism and effective communication. You can improve your communication skills by taking a business communication skills course.

How to Write a Sick Leave Letter?

Here is the basic sick leave application format from beginning to end:

1. Recipient’s Address

Start the application with the address of the recipient as follows-

To, 

[Recipient’s Name]
[Company/College/University Name]
[Company/College/University Address]

[Date]

This will be followed by the subject line and then, a greeting.

2. Subject Line

The subject line of your leave application states what the letter is going to be about. If you send a sick application by email, then write the subject in the email’s subject line box. Here are two examples:

• Leave Application Because of Flu
• Sick Leave Letter For Taking 10 Days Off for Sudden Diagnosis of Illness

3. Greeting

Begin by addressing the concerned person with a greeting. The greeting format differs from a hard copy letter to a soft copy letter in an email.

If you are writing a letter on paper, use a standard letter format as follows –

Sample:

Dear [recipient’s name] or Hello [recipient’s name].

4. Body

This is the most important part of your application. The initial two sentences of the first paragraph of the body have to be clear. You should provide a specific reason for applying for sick leave and state the cause and expected days off.

Next, list the top priorities of work pending on your behalf and their current status. Also, name the person who will handle tasks when you are unavailable. If possible, mention your availability for urgent business calls. Provide a doctor’s note specifying missed work dates if necessary. Here’s how you can phrase the body of the letter:

Sample:

This is to inform you that I have a migraine and I will not be able to come to work for the next three days.

I have informed Mr.X regarding the work that has to be done on an urgent basis, and i might be able to respond to calls or emails if my health permits or if my attention is needed on an urgent basis.

I request that you kindly accept my request for sick leave for the aforesaid period.

5. Express Gratitude

If you are informing your manager on short notice, thank your employer for their understanding and offer your apologies. For instance,

• I appreciate your support
• I thank you for understanding my situation
• I apologize for the inconvenience caused on such short notice and thank you for your understanding.

6. Closing with Signature or Name

End the application formally with-

Yours sincerely,

[Your Name]
[Signature]

You can also use other complimentary notes such as “Best Wishes”, “With Regards”, or “Yours Truly.”

7. Attach a Supporting Medical Document

Whether or not a doctor’s note stating your illness’ cause is required will depend on your company’s leave policy. Include it if required.

To know how to write a general leave application, check out the leave application for office format and samples.

Sample Email to Apply for Sick Leaves

Sick leave emails are more commonly used than sick leave letters. In this section, you will learn how to write sick leave applications via email for various reasons and situations. These samples are references for you to use when writing an application.

Sick Leave Application for Office for One Day – Sample 1

In case a situation occurs when you get up in the morning and feel sick, here’s a sample application for a one-day sick leave.

To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Application for Sick Leave for One-Day Dear [Recipient’s First Name], I am requesting a sick leave today because I am not feeling well. I developed a fever last night. I think it would be better for me to take a day off to properly rest and recover. I have informed Ms.X that she will take over my duties today. However, I want to make it known that I am available for urgent calls or emails.  Kindly allow me to take a day off from work. I apologize for the inconvenience I have caused on such short notice. Yours sincerely, [Your Name]

Jaundice Leave Application for Office – Sample 2

You require a long period of recuperation when you are sick with a chronic problem. Learn how to write an application for the same with the help of the following illness leave application:

To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Sick Leave Application for Chronic Medical Issue Dear [Recipient’s First Name], I am writing to notify you that I will need to take sick leave from [date] to [data] due to jaundice. The doctor has advised that I take 15 days of rest to recover.  I have spoken with Mr. Z about the important duties that must be completed and am confident that he will be able to handle any other remaining work during my time away. I will not be able to respond to any emails or calls on the advice of my doctor who believes that I require complete rest. I request your understanding with the same.  I am hoping to return to work at the earliest. I kindly request you to grant me sick leave for the aforesaid period. If I will require an extension of sick leave, I will inform you in advance. I apologize for any inconvenience caused, and I will try my best to make up for any lost time.  Thank you for your understanding and support. I look forward to returning to work soon. With Regards, [Your Name]

Sick Leave Application Due to Injury – Sample 3

In unfortunate circumstances, if you get an injury and want to take considerable rest, follow this sample for reference when drafting a leave application for medical reasons.

To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Application for Sick Leave Due to Injury Dear [Recipient’s First Name], I am writing to inform you that I am on sick leave due to an injury and fracture of my leg caused by an accident. The fracture requires at least 21 days of bed rest to heal. I expect to be on leave from [date] to [date]. Due to a mobility issue caused by the fracture, I will take time to return to the office. However, if there is an opportunity to work from home, I will communicate my availability after two weeks. I will contact [name] to inform him of project-related work to be completed during my absence. I will check emails regularly and make every effort to respond as needed. I request that you approve my request for sick leave for the above period. I enclose my doctor’s prescription for approval of my application. I thank you for your support. Yours truly, [Your Name]

Sick Leave Letter for Fever – Sample 4

When you have a viral fever and cannot go to work, you will have to take time off to rest. Here is a sample application for a leave of absence due to fever. 

To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Application For Sick Leave Dear [Recipient’s First Name], I am writing the application to request sick leave from [date] to [date] as I am suffering from viral fever. The doctor has advised me to rest for four days to recover completely. Therefore, I have contacted [name] to inform them about my pending tasks. They have agreed to take over until my return. If you have any work-related questions, you can contact me at [phone number].  I request you to approve my sick leave application. Please find my doctor’s prescription attached to this application. Thank you for your understanding. Yours truly, [Your Name]

Sick Leave Application to Care for an Injured Family Member – Sample 5

Here is a sample sick leave letter to use when you have to take care of an injured family member and are unable to come to work.

To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Sick Leave Request to Care for an Injured Family Member Dear [Recipient’s First Name], I am writing to inform you that my younger brother fell and injured his knee while playing basketball at school. He needs some time and care to get better. Therefore, I request you to grant me sick leave from [date] to [date]. The doctor has advised him to complete bed rest for fifteen days. My parents are currently out of town, which is why I have to look after my brother. I will complete my pending work from home during this time. My co-workers [names] have agreed to help me with some work responsibilities to ensure we do not fall behind our targets. I will be available at [email address] for work-related queries. Kindly approve my sick leave application. I have attached all necessary medical documents with this application. Thank you for your support and understanding. Yours truly, [Your Name]

Sick Leave Application for Anxiety and Stress – Sample 6

Here is a sample sick leave application for the office in case you take a day off when you are suffering from anxiety and stress.

To: [HR’s Email Address] CC: [Manager’s Email Address] BCC: Subject: Sick Leave Application Due to Anxiety and Stress Dear [Recipient’s First Name], I am writing to notify you that I will need to take sick leave from [date] to [date] due to mental health issues. I have been experiencing anxiety and stress for a couple of days now, and my doctor has advised me to take ten days off work to focus on my mental well-being.  I have spoken with [name of colleague] about my pending work. They have agreed to handle it during my absence. Since the doctor has given instructions to spend my time off in a calm environment, I would be unable to take calls or reply to emails. Kindly grant me the sick leave. I apologize for any inconvenience caused and will return positively on [date]. Please find my medical documents attached to the application.  Thank you for your understanding and support.  With Regards, [Your Name]

Tips to Write a Sick Leave Application for the Office

It is important to provide honest information in the sick leave application while remaining professional. Here are some of the tips to follow to write an application for medical leave in the office: 

1. Mention the Reason

State the reason for your leave, whether it is for personal illness or taking care of a sick family member.

2. Specify the Leave Dates

Mention the specific dates you will be absent and the expected date of return.

3. Provide the Doctor’s Prescription:

If possible, provide a doctor’s note or any other supporting documents if you have to take sick leave for a long duration. 

4. Share Necessary Work Details:

A leave of absence for any reason may hamper the workflow. You should offer to complete any urgent tasks if you can manage them or delegate them to a colleague. You can also express your willingness to make up for any missed work or attend meetings remotely, if possible.

5. Maintain a Professional Tone:

Keep the tone of the application professional and polite. Remember to thank your employer for their understanding and support.

Conclusion

You may be required to take sick leave on an urgent basis or for a long period, so you must send a well-written and apt application for sick leave. Use a formal tone of writing, and mention the reason and period of leave clearly and concisely. Include any relevant information related to your work so that your supervisor can take care of it.

Also, learn how to write a half-day leave application, in case you only want half a day’s leave due to sickness.

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