Use these free letter samples as templates for your formal notification.
A sick leave letter is written to a boss, supervisor, principal or other person responsible for the attendance of employees when the employee is ill and needs to take some time off of their work to recover. Before asking for time off, the employee needs to know if he or she is entitled to the leave according to their contract, or if it is at their employer’s discretion. If they are entitled to the medical leave, they should mention this in their leave letter and, if necessary, enclose a copy of the contract where it is mentioned.
It is recommended that the employee personally inform the boss that they will be requesting leave, so the boss feels that he or she is kept informed. This also tells the employer that the particular employee is responsible and considerate.
Many companies also provide sick leave for employees to care for their sick family members. This could include accompanying a spouse to the hospital or taking children to a doctor or dentist appointment. Before making a formal request for leave to care for a sick relative, the employee should first find out if their company provides for this.
The leave letter should have a professional tone and be written in a business-style format. It should be concise and to the point. However, without going into too many details, it needs to mention the reason that the leave is required. This means the employee doesn’t simply request medical leave, but mentions the reason they need it. For example, because they were in an automobile accident and have broken bones, or they have the flu and have been instructed by a doctor to take bed rest. If the medical leave involves having surgery, the employee should state the type of surgery and the date it will be performed.
This letter will most likely become part of the permanent file of the employee, which is another reason it needs to be professional. The employee’s handbook or contract will give instructions for applying for medical leave, and give the name of the person to whom the letter should be addressed. If the employee has any questions, they can contact the human resources department to get the specific guidelines.
Before writing the sick leave letter, the employee should speak to colleagues to arrange how their work will be covered, so this can be mentioned in the letter. Employers will appreciate the foresight and be happy that it is taken care of, so they don’t have to organize it. If it is not possible for the employee to arrange for their work to be covered, it is recommended they give their employer enough advance time to make plans to cover the position.
The letter should include:
• The exact dates the employee will be absent including the date they will resume work
• How they have arranged for their work or projects to be completed
• The name of other employees who are taking on the work
• A letter from their doctor or other medical record that proves they require the leave
• A completed leave form if applicable
Here is a sample sick leave letter. It should be sent by certified mail, so the sender has proof of the time and date it was received. This could be important if there is any legal question pertaining to the proper method of requesting the leave. The sender should keep a copy of all communications about the leave application, and any medical letters or documents included should be copies and not original documents.
Sample Sick Leave Letter
City, State, Zip Code
Company or Institution’s Name
City, State, Zip Code
Dear Employer’s Name,
This letter is accompanying my medical leave form to inform you that I am requesting medical leave for three weeks from DATE to DATE. I will resume work on DATE. I have injured my back in an automobile accident and have been requested by my doctor to take a three-week treatment. Enclosed is a copy of her instructions.
I understand that you will employ a substitute teacher to take my sixth grade class for the three weeks, and I have prepared the lessons plans that cover the classwork and extracurricular activities. I have also included a short description of each student to help the substitute get to know the children.
I have completed the medical leave form required by the school, and according to my contract, I am allowed to take emergency medical leave.
You or the substitute can reach me at 555-123-4567 or a [email protected] if there are any questions of if they require any help I can give.
Thank you for your kind consideration of my request.
Signature of Employee
Printed Name of Employee
List of Enclosures
Copy to superintendent or principal as applicable
By Andre Bradley