I’ve called in sick when I wasn’t actually sick. There, I said it. Most of us have done it at least once – used a “not feeling well” email as our escape hatch from work when we desperately needed a mental health day, had a family emergency we couldn’t explain, or simply felt too overwhelmed to face another day at the office. The guilt that follows these white lies often feels worse than any actual illness.
But here’s what I’ve learned after three decades of writing professional correspondence: there’s a right way and a wrong way to communicate when you’re genuinely unwell or need time off. The difference between a well-crafted sick day email and a hastily written message can impact your professional reputation, your relationship with your manager, and even your job security.
The emails you’re about to read will show you exactly how to handle these delicate situations with professionalism, honesty, and tact. Each sample addresses different scenarios, from sudden illness to chronic conditions, and from brief absences to extended recovery periods.
Not Feeling Well Email Samples
These carefully crafted templates will help you communicate your health needs effectively while maintaining your professional standing. Each email demonstrates different approaches for various situations you might encounter.
1. Simple Same-Day Sick Leave Request
Subject: Unable to Come to Work Today – [Your Name]
Hi [Manager’s Name],
I woke up this morning feeling quite unwell and don’t think I should come into the office today. I have a fever and some flu-like symptoms that I’d rather not spread to the team.
I plan to rest today and should be back tomorrow, but I’ll keep you updated if anything changes. I’ll check my emails periodically and can handle any urgent matters remotely if needed.
Thanks for your understanding.
Best regards,
[Your name and designation]
2. Professional Illness Notification with Work Coverage
Subject: Sick Leave – [Date] – Work Coverage Arranged
Dear [Manager’s Name],
I’m writing to inform you that I’m experiencing significant stomach flu symptoms and will not be able to work today. I’ve already coordinated with Sarah from our team to cover my client calls scheduled for this afternoon.
The Morrison project timeline remains on track, and I’ve uploaded all necessary files to our shared drive. My assistant has the contact information for any urgent matters that may arise.
I expect to return tomorrow but will confirm by email this evening once I assess how I’m feeling.
Thank you for your consideration.
Sincerely,
[Insert your name and role]
3. Multiple Day Illness with Doctor’s Appointment
Subject: Medical Leave Request – [Your Name]
Hello [Manager’s Name],
I’ve been feeling progressively worse over the past two days with respiratory symptoms that are concerning enough to warrant a doctor’s visit. I have an appointment scheduled for this afternoon and need to take today and potentially tomorrow off.
I’ve briefed Tom on the status of all my current projects, and he’s agreed to handle the weekly report submission. All my client meetings for the rest of the week have been rescheduled through my calendar assistant.
I’ll contact you tomorrow evening with an update on my condition and expected return date. If the doctor recommends additional time off, I’ll provide that information promptly.
I appreciate your patience during this time.
Warm regards,
[Sender’s name and designation]
4. Chronic Condition Flare-Up
Subject: Health-Related Absence – [Date]
Dear [Manager’s Name],
As you know, I manage a chronic health condition that occasionally requires unexpected time off. Today is one of those days where my symptoms have flared up significantly, making it unsafe for me to drive and impossible to concentrate effectively.
I’ve already informed my team members about my absence and delegated today’s priorities accordingly. The quarterly budget review I was scheduled to present has been moved to next Tuesday with HR’s approval.
Based on past experience with these episodes, I anticipate being back to normal by Thursday. However, I’ll keep you informed of any changes to this timeline.
Thank you for your continued support and flexibility.
Best wishes,
[Your name and title]
5. Family Emergency Sick Leave
Subject: Emergency Family Illness – Time Off Needed
Hi [Manager’s Name],
My elderly father was rushed to the emergency room early this morning, and I need to be with my family during this critical time. The doctors are still running tests, but his condition appears serious.
I’ll be unreachable for most of today but will check messages this evening. Jennifer has agreed to cover my client presentation scheduled for 2 PM, and I’ve forwarded all relevant materials to her.
I’ll update you tomorrow morning about when I expect to return to work. This situation may require a few days of intermittent availability as we navigate his care needs.
I appreciate your understanding during this difficult time.
Gratefully,
[Insert sender’s name and position]
6. Mental Health Day Request
Subject: Personal Health Day – [Your Name]
Dear [Manager’s Name],
I need to take a personal health day today to address some wellness concerns that require my immediate attention. I’ve been managing increased stress levels lately, and I believe taking proactive steps today will help me return to work tomorrow more focused and productive.
All my deadlines for this week remain manageable, and I’ve ensured that no urgent client matters will be affected by my absence. My team knows how to reach me for genuine emergencies only.
I’m committed to maintaining the high standards of my work, and taking this day will help ensure I can continue meeting those expectations.
Thank you for supporting employee wellness.
Respectfully,
[Sender’s name and role]
7. Food Poisoning with Specifics
Subject: Sudden Illness – Unable to Work Today
Hello [Manager’s Name],
I’m experiencing severe food poisoning symptoms that started around 3 AM this morning. Without going into uncomfortable details, I’m completely unable to leave my home today and can barely manage to send this email.
I had to cancel my 10 AM client call with Peterson Industries, but I’ve rescheduled it for Thursday at the same time. The contract review I was supposed to complete today will be finished tomorrow morning as soon as I’m feeling better.
Food poisoning typically resolves within 24-48 hours, so I’m optimistic about returning tomorrow. I’ll send you an update this evening about my condition.
Thanks for your understanding.
Regards,
[Your name and department]
8. Migraine Absence Notification
Subject: Migraine Episode – Working Remotely with Limitations
Dear [Manager’s Name],
I’m experiencing a severe migraine that makes screen time and bright lights extremely difficult to tolerate. While I can’t come into the office today, I can handle some low-intensity tasks from home during brief periods when my symptoms subside.
I’ve moved today’s video conference calls to audio-only and asked participants to send any visual materials via email for my review later. The financial analysis I’m working on doesn’t require immediate completion and can wait until tomorrow.
Migraines are unpredictable, but I typically recover within 24 hours with proper rest and medication. I’ll assess my condition this evening and confirm my availability for tomorrow.
I appreciate your flexibility with my work arrangements.
Best regards,
[Insert your name and title]
9. Doctor’s Appointment During Work Hours
Subject: Medical Appointment – Partial Day Off
Hi [Manager’s Name],
I have a medical appointment this afternoon that I wasn’t able to schedule outside of work hours due to the specialist’s limited availability. I’ll need to leave the office around 1 PM and don’t expect to return today.
This morning I’ll complete the monthly inventory report and send the updated client contact list to the sales team. My afternoon meetings have been rescheduled for later this week with all participants’ approval.
The appointment is routine but necessary, and I don’t anticipate needing additional time off related to this visit. I’ll be back tomorrow morning at my regular time.
Thank you for accommodating this scheduling conflict.
Sincerely,
[Sender’s name and position]
10. Extended Illness with Medical Documentation
Subject: Extended Medical Leave – Documentation Attached
Dear [Manager’s Name],
Following up on our conversation yesterday about my ongoing health concerns, I’m attaching a medical certificate from my physician recommending one week of medical leave starting today.
My doctor has diagnosed me with a bacterial infection that requires rest and a full course of antibiotics. The estimated recovery time is 5-7 days, after which I should be able to return to full work capacity.
I’ve prepared detailed handover notes for all my active projects and shared them with my team leads. Marcus has agreed to manage client communications during my absence, and I’ve briefed him thoroughly on each account’s current status.
I’ll check my email once daily for critical updates but will otherwise be focusing on recovery. I’ll contact you on Friday with a definitive return date.
Thank you for your support during this recovery period.
Professionally,
[Your name and designation]
11. Contagious Illness Consideration
Subject: Potentially Contagious – Working from Home
Hello [Manager’s Name],
I developed cold symptoms yesterday evening that have worsened overnight. While I feel capable of working, I’m concerned about potentially spreading this to our team, especially with the important client meetings scheduled this week.
I’d like to work from home today and tomorrow as a precautionary measure. I can participate in all scheduled meetings via video conference and complete my regular tasks without any interruption to productivity.
If these symptoms develop into something more serious, I’ll reassess and may need to take full sick days. For now, remote work seems like the most responsible approach for everyone’s health.
I’ll keep you updated on my condition and return to the office once I’m certain I’m no longer contagious.
Stay healthy,
[Insert sender’s name and role]
12. Sudden Onset Illness at Work
Subject: Left Work Early Due to Sudden Illness
Dear [Manager’s Name],
I had to leave the office unexpectedly around 2 PM today due to sudden onset of severe dizziness and nausea. The symptoms came on quickly during our team meeting, and I felt it was best to get home safely rather than risk my condition worsening.
I completed this morning’s priority tasks but wasn’t able to finish the expense report analysis I’d planned to submit today. I’ll have it ready first thing tomorrow morning if I’m feeling better.
I’m hoping this is just a brief episode, possibly related to something I ate at lunch. I’ll monitor my symptoms tonight and provide an update tomorrow morning about my availability.
Thanks for your concern and flexibility.
Best,
[Your name and position]
13. Recovery Update and Gradual Return
Subject: Health Update – Gradual Return to Full Schedule
Hi [Manager’s Name],
I wanted to update you on my recovery progress following last week’s illness. While I’m feeling significantly better, my doctor has recommended a gradual return to full activity to prevent any setbacks.
I’d like to work reduced hours this week – perhaps 10 AM to 3 PM – to ease back into my normal routine. This schedule would still allow me to attend our essential meetings and complete critical project deliverables.
By next week, I anticipate being back to my regular schedule and full productivity. I appreciate your patience as I ensure I’m completely recovered before resuming my usual pace.
This conservative approach will ultimately benefit everyone by preventing a relapse that could require additional time off.
Thank you for your continued understanding.
Warmly,
[Sender’s name and title]
14. Preventive Health Absence
Subject: Preventive Health Measure – One Day Off
Dear [Manager’s Name],
I’ve been exposed to a confirmed case of strep throat through a family member, and while I’m not showing symptoms yet, I’d like to take today off as a preventive measure and get tested.
The incubation period for strep is typically 1-3 days, and I’d rather be cautious than risk exposing our entire team to a potentially serious bacterial infection. I have a doctor’s appointment scheduled for this afternoon.
All my current projects are on schedule, and taking this one day won’t impact any deadlines. I’ve informed my team about my absence and ensured coverage for any urgent matters.
I’ll update you tomorrow with my test results and confirm whether I need additional time off or can return to work safely.
Responsibly yours,
[Insert your name and designation]
15. Honest Communication About Ongoing Issues
Subject: Health Situation Update – Seeking Accommodation
Dear [Manager’s Name],
I wanted to have an honest conversation about some health challenges I’ve been managing that occasionally impact my work attendance. Over the past month, I’ve had to take several unexpected sick days due to a condition my doctor and I are still working to diagnose and treat.
Rather than continue with short-notice absences, I’d like to discuss potential accommodations that might help me maintain better consistency while managing my health needs. This could include flexible start times on difficult days or the option to work remotely when I’m not feeling well enough to commute but can still be productive.
I’m committed to my role and our team’s success, and I believe proactive planning will serve everyone better than reactive sick day requests. I’m happy to provide medical documentation if needed to support any formal accommodation requests.
Could we schedule a time to discuss how we might structure my work arrangements to account for these ongoing health considerations?
I appreciate your time and consideration.
Sincerely,
[Your name and role]
Conclusion
Writing a professional sick day email requires balancing honesty with appropriate boundaries. You don’t need to share intimate medical details, but you should provide enough information for your manager to understand the severity and expected duration of your absence.
The most effective sick day emails share common elements that you’ve seen throughout these samples. They communicate clearly about timing, show consideration for work responsibilities, and maintain professional tone even when dealing with personal health matters. Each email demonstrates respect for both your own health needs and your workplace obligations.
Your health should always come first, but how you communicate about health-related absences can significantly impact your professional relationships and career trajectory. These templates give you the foundation to handle any sick day situation with confidence and professionalism, ensuring that taking care of yourself doesn’t compromise your standing at work.
Remember that consistency in your communication style and proactive planning when possible will build trust with your manager and colleagues. Whether you’re dealing with a simple cold or managing a chronic condition, clear and respectful communication remains your most valuable tool for maintaining professional relationships while prioritizing your wellbeing.