Effective Work Absence Email Sample: How to Notify Your Employer

Imagine it’s 7:30 in the morning and you’re getting ready for work. You brush your teeth, put on your best suit, grab your laptop bag, and head out the door. But then you sneeze and feel a wave of nausea hit you. You feel terrible and you know you can’t go to work. You need to send an email to let your boss and colleagues know that you won’t be coming in today, but what should it say?

Don’t worry, we’ve got you covered. In this article, we’ll provide you with examples of work absence emails that you can use or adjust to fit your situation. Whether you’re feeling under the weather or facing a family emergency, we have a template that will help you communicate your absence in a professional and courteous manner.

We all know that life happens and sometimes we can’t make it to work. But it’s important to let your employer and colleagues know as soon as possible so they can make any necessary arrangements and ensure the smooth running of the business. With our work absence email samples, you’ll have a clear and concise message that will show your professionalism and consideration for others.

So, if you’re ever in a situation where you’re unable to attend work, don’t stress. Use our examples or feel free to edit them to your needs, and you’ll be able to quickly and efficiently notify your colleagues and boss of your absence. Stay professional, stay courteous, and take care of yourself!

The Best Structure for a Work Absence Email Sample

When it comes to requesting time off from work, it’s important to approach your employer with the proper etiquette. Your work absence email must be concise, clear and professional, whilst giving your employer all the necessary information they need to understand your situation.

Here’s a tried-and-tested structure for crafting a work absence email sample that will make your request clear, polite and professional.

Opening Statement: Start your email with a greeting and a brief introduction of yourself and your position within the company. Follow this with a courteous request for time off. Your manager’s time is valuable, so make sure to be respectful.

Dear [Manager’s Name],

I hope this message finds you well. I am writing to request some time off from work starting on [date] until [date].

Middle Paragraph: Use this section to explain why you need the time off. Be straightforward and honest. If your reason is personal in nature, you do not need to go into great detail and you should keep the information brief. Remember, your employer’s main concern is how your absence will impact the business, so explain how you can minimize the impact.

The reason for this absence is [insert reason], which is [insert brief explanation]. I want to assure you that I have devised a plan for this absence that will minimize any disruption to the team’s workflow.

Closing Paragraph: Use this to thank your employer for considering your request, emphasize your commitment to the success of the team and your work, and assure them that you have taken every measure possible to minimize the impact of your absence.

Thank you very much for considering my request for time off. I will do everything I can to ensure I am caught up upon my return. I remain fully committed to the success of our team and company.

Best regards,
[Your Name]

Making sure that your work absence email sample is clear, courteous and to the point will increase the chances for receiving approval. Follow this structure and your employer will appreciate your organization and professionalism.

Work Absence Email Samples

Sample Email for Personal Illness


I am writing this email to inform you that I need to take a few days off from work due to my personal illness. Although I tried to make it to work today, I felt weak and dizzy every time I stood up, and I’m afraid my condition will worsen if I don’t rest. I am planning to see a doctor later this afternoon to have myself checked up and recover quickly so that I can get back to work soon. I am truly sorry for the inconvenience this may cause and the disruption of my work schedule. I will keep in touch with you throughout my absence to ensure that my work is covered and everything is handled in my absence.

Thank you for your understanding.

Best regards,

[Your Name]

Sample Email for Family Emergency

Dear [Manager Name],

I am writing this email to inform you that I need to take a few days off from work due to a family emergency. My [family member’s name] is going through a tough time, and I need to be there to support them. I understand that my absence will cause a delay in the project, and I will try my best to make up for it once I return. In the meantime, I will make sure that my team is aware of my absence and has everything they need to proceed. I will keep you updated on the situation and will be reachable in case of any emergencies.

Thank you for your understanding.

Best regards,

[Your Name]

Sample Email for Vacation Request


I am writing to request permission for taking [number of days] off work as my vacation leave starting from [starting date] to [returning date]. I have complied a list of tasks that I will finish beforehand and will make sure that all necessary instructions and guidelines are documented to avoid any disruption during my absence. I am confident that my colleagues can handle my workload in my absence to ensure that our department will continue to operate efficiently. Thank you for your attention and support, and I look forward to getting back to work with renewed energy and productivity when I return.

Best regards,

[Your Name]

Sample Email for Doctor’s Appointment

Dear [Manager Name],

I am writing to inform you that I need to take some time off from work to attend my doctor’s appointment on [date]. The appointment has already been scheduled, and I will be back to work as soon as possible. I will make sure to inform my team about my absence and ensure that all my work responsibilities are fulfilled before my departure. I will also be available via email if any issues arise concerning my work. Thank you for your understanding.

Best regards,

[Your Name]

Sample Email for Jury Duty


I am writing this email to let you know that I have been selected for jury duty, and I have to attend the court on [date]. Although I cannot disclose any details about the case, I have deadlines to keep, and I’m confident that I can get the work done if given permission to work from home. If this is not possible, I will put in place measures to ensure that work is covered while I’m gone. Please let me know how best I can manage this situation and how I can be of assistance to my colleagues during this time. Your help is much appreciated, and I will keep you updated throughout my absence. Thank you!

Best regards,

[Your Name]

Sample Email for Mental Health Day

Dear [Manager Name],

I am writing to request a mental health day off from work. I have been juggling various responsibilities both at work and home, and I feel that it’s time to take a break and focus on my mental well-being. This day off will help me recharge and come back stronger and energized. Please let me know if there are any tasks I need to finish beforehand and whom I can transfer responsibilities to before I take my day off. I am willing to have a call with them if necessary to ensure a smooth transition and not leave any loose ends before my departure. Thank you for your consideration and understanding.

Best regards,

[Your Name]

Sample Email for Emergency Medical Leave

Dear [Manager Name],

I am writing to inform you that I need to take a leave of absence from work due to a medical condition. I have been diagnosed with [serious medical condition], and I require immediate medical attention. I will be taking my leave starting from [start date] and will update you on my progress as soon as possible. I am working on finding a temporary arrangement to ensure that my work responsibilities are covered and don’t create any extra pressure on my colleagues while I’m gone. I would appreciate your advice and support during this time. Thank you.

Best regards,

[Your Name]

Tips for Writing a Work Absence Email Sample

When writing a work absence email sample, it is important to convey your message clearly and professionally. Here are some tips to help you craft an effective email:

  • Be Clear and Concise: Start by stating the reason for your absence and the duration. This will help your supervisor or colleagues plan accordingly. Avoid lengthy explanations that may confuse the reader.
  • Provide Details: If possible, include specific dates and times when you expect to be absent. This will help your team make arrangements and ensure that work doesn’t fall through the cracks.
  • Offer Apologies: In most cases, your absence will cause some inconvenience to your colleagues or supervisor. Be sure to apologize for this inconvenience and offer to help in any way you can before or after your absence.
  • Make Alternate Arrangements: If your absence will affect a project or task, make sure to outline any steps you have taken to ensure that the work is still completed on time. This may include delegating tasks to a colleague or providing detailed instructions for others to follow.
  • Follow up: Once you return to work, follow up with your supervisor and colleagues to ensure that everything went smoothly in your absence. This demonstrates that you are taking your responsibilities seriously and that you are committed to your team’s success.

Remember, a work absence email is a professional communication that should be treated with the same level of care and attention as any other work-related email. By following these tips, you can ensure that your message is clear, concise, and professional, and that your team is well-prepared to handle your absence.

FAQs on Work Absence Email Sample

What is a work absence email?

A work absence email is an email sent by an employee to inform their employer of their intended absence from work, and the reason for the absence.

When should I send a work absence email?

You should send a work absence email as soon as you know that you will be absent from work or if you are unable to attend work for an unexpected reason. It is important to give your employer enough notice to make arrangements to cover your absence.

What should I include in my work absence email?

Your work absence email should include your name, reason for absence, the date and time you plan to be absent, and how you can be contacted in case of an emergency.

Can I use a template for my work absence email?

Yes, you can use a template to help you write your work absence email. However, make sure to customize it to include specific details about your absence.

Do I need to provide a doctor’s note for my absence?

Depending on your employer’s policy, you may be required to provide a doctor’s note for your absence. Check your company’s policy before sending your work absence email.

Can I take paid leave for my absence?

Depending on your company’s policy, you may be able to take paid leave for your absence. Check your employment contract or HR policy to confirm this.

How early should I send my work absence email?

You should send your work absence email as early as possible to give your employer enough time to make arrangements to cover your absence. Ideally, you should send it at least 24 hours before your planned absence.

Can I send my work absence email after the fact?

If you were absent unexpectedly or due to an emergency, you should send your work absence email as soon as possible after the fact. However, if you were absent for a planned reason, it is best to send your email before the absence if possible.

Should I call my employer if I send a work absence email?

It is recommended to follow up your work absence email with a phone call to ensure that your employer received and read your email. This also gives you the opportunity to ask if there is anything else you need to do before your absence.

What if I have multiple days of absence?

If you have multiple days of absence, you should indicate this in your work absence email and provide the specific dates of your absence. It is also a good idea to advise your employer if you will be returning to work on a specific date.

Thanks for sticking with us!

We hope our work absence email samples have given you some useful ideas and inspiration. Remember, taking time off work is important for your physical and mental wellbeing, and being open and communicative with your colleagues and employer can help make the transition easier for everyone. If you need any more tips or advice, make sure to come back and visit us again soon! Until then, take care and happy emailing!