Most businesses have different policies when workers are forced to take sick leave. Regardless of the rules, sending a formal sick leave letter is typically a smart idea.
It includes information relevant to your absence, such as dates and tasks on which you are working. Knowing what details a sick leave letter should contain can make it easy to write one for yourself.
In this post, we explore why you should write a letter about sick leave and the steps you should take to write one. Read on to learn more.
Notes Before Writing Your Sick Leave Letter
Follow the absences protocol in your employer’s manual or go with the preferred method of communication for your manager. That ensures you are expected to tell your boss at least two hours before your shift, for certain cases.
Some businesses may ask you to call in sick rather than send an email or a text. You will still need to let your coworkers and customers know you’re out of town. Many companies need leave notices from a doctor that will last longer than three days.
Yet, there are also stringent firms where you have to send a doctor’s note even though you are only going to be gone for one day. Once you know your company’s protocol, you can proceed with the following steps in writing your sick leave.
Use the Right Formatting
Your letter should be written in a 10 to 12 point font and have a one-inch margin on all the text sides. Just use an easy-to-read font, like Times New Roman, Arial, or Helvetica.
Please type the date you intend to deliver the letter to your boss, the HR director, or the other party at the top left corner of the document. Skip a line and then write the full name and title of the recipient. Write down their office number, including the particular department in which they are in.
Write Your Greeting
The greeting should be polite in your sick note and written using formal greeting formats. It should not be too casual in your greeting, regardless of the friendship you have with your letter’s receiver. Just start your letter with, “Dear Mr./Ms. [name]”.
Write the Body of Your Letter
Here is where the reason for sending the letter will be explained. Be direct, and in the first or second sentence, state your intent. Whether you know them or if you have a general idea, include the days that you plan to be away from work.
Include specifics, such as where you were with various high-priority tasks, and how you would be available during your leave to interact with your team. If an urgent need emerges, let them know how they can get in touch with you.
Unless you intend to include a note from your doctor outlining the days that you are supposed to be away from work, this should also be stated in your letter’s body.
Express your gratitude for the acknowledgment of your boss. When you offer a short notice, you may want to add an apology too. This is the part of the letter, where you say goodbye formally. Some ideal complimentary closings are “Yours truly”, “Best wishes”, “Regards”, or “Sincerely”.
Add Your Signature
When you send an email, simply type in your email. Whether the letter is being printed and mailed or hand-delivered, add a handwritten signature under the complimentary close and add your name, typed underneath.
Include Any Written Documentation
Include this along with your letter if you have a note from your doctor saying you need to stay home from work, as well as the length of the time.
Call in sick or call in advance, as soon as you know that you can’t get into work. Sudden illness and emergency room visits will throw your mind off work. Yet, calling your boss as soon as you can, is always your responsibility. You do not want your whereabouts to leave them confused.