Sick Leave Application For Office [Format+Samples Inside!]

Most organizations have a system for submitting a leave application or applying for a leave. Companies specify the details for the leave type, the accepted duration, and the steps to take in case of an unusual leave. Among these leave applications, a sick leave application for office is one of the most common types.

There are days when you need a break from work - not because of personal commitments or because you have an exciting vacation planned, but because you've fallen ill. It happens to everyone, but when it happens at work, we must drop in a medical leave application.

Read this comprehensive guide on a sick leave application for office to understand how to go about writing one.

What's A Sick Leave Application For Office?

A sick leave or medical leave application is an official letter shared with your supervisor and HR head. The application letter informs them of the reason for the leave i.e. your medical condition. For example, if it's an application for fever, surgery, etc. The formal letter also specifies the tentative duration for which you'll be absent from work.

It's accompanied by supporting documentation if required. Employees usually submit medical documents as supporting documentation when requesting a prolonged leave from work for a severe illness that requires complete rest. For example, if you require bed rest after surgery, share a doctor's note specifying this information along with the sick leave request letter.

Why should we write a sick leave application for the office?

The sick leave policy varies between companies. If submitting a leave application is a company policy, then you must adhere to it. It's also important to submit a sick leave request letter so that your work can be redistributed, and your team members don't disturb you when you're recuperating. No one wants to be dealing with emails when recovering from a viral fever!

In some cases, like in the case of sudden sickness, you may drop a simple text message to your manager, informing them of the last-minute leave. A detailed formal application for treatment leave with requisite details can be shared later.

Writing A Sick Leave Application For Office

A medical leave application format includes the following information:

1. Subject line

Keep the subject line brief and to the point. Ensure that it includes the terms Sick Leave Letter or Application, so the recipient is immediately aware of its importance.

2. Body of the letter with Closing Paragraph

The body of the letter should include the reason for the leave, its duration, the point of contact in your absence, and information about your next availability. You can also include information about your level of accessibility during the leave.

Add a closing paragraph specifying the person who can take over your responsibilities during your absence - especially if the illness-related absence is pre-planned.

Pro Tip: If you're recovering from a serious illness and would not be able to work physically from the office for a long time, but are able to work remotely, specify the same in the email.

3. Sign-Off/Signature

End the email with your regular signature or signoff.

4. Supporting documentation

Be sure to include any relevant medical documents as supporting documentation. For example, a doctor's note and prescription for viral fever. You can include it in a PDF format.

Sick Leave Application For Office: Things To Keep In Mind

When writing a sick leave application for office, keep the following points in mind:

Clearly state the medical condition and share relevant information.
If the leave is pre-planned, mention the duration of the leave. In this case, also send the email in a timely manner so the team can better plan for your absence. For example, if you have a medical condition requiring surgery, you can let the team know in advance.
Maintain a professional tone and keep it a concise request.
Include the details of the person who can be contacted during your leave.
Specify your accessibility level, i.e., if you'll be able to answer urgent emails and requests or if you'll be completely absent.
Follow the policy and mention the leave application type, i.e., if it's paid or unpaid.

Sick Leave Request Samples

Here are three sick leave application samples for your reference:

Sample of Application 1: Sick Leave for Viral Illness

Subject Application for Sick Leave

Dear ______ (Add Recipient's name)

I am down with a viral fever and won't be able to come to the office. The doctor has advised me to take ___ (Add days of absence) days of rest to properly recover before resuming work.

____ (Add colleague's name) has graciously agreed to take over any urgent tasks, update the team about my absence and oversee any critical tasks in my absence.

Please grant me leave for the aforementioned period to recover from the viral illness. Do let me know if any additional information is required.

Sincerely,
______ (Your Name)

Sample of Application 2: Sick Leave For Unexpected Illness

Subject One-Day Leave Application

Dear ______ (Add Recipient's name)

This is to inform you that I've unexpectedly developed a severe stomach illness due to acute food poisoning.

Please grant me leave for a day so I can consult my doctor for a detailed consultation. Hopefully, I should be back to normal health in a day's time and can return to work.

At present, I have no urgent tasks pending completion. Please approve my leave. Do let me know in case any further information is required.

Sincerely,
______ (Your Name)

Sample Of Application 3: Sick Leave for Chronic Condition

Subject Sick Leave Application For ____(Mention Chronic Disease)

Dear ______ (Add Recipient's name)

I wish to inform you that I would require ____(add days) of leave in ____(add time) due to a chronic medical condition. I require regular treatment and bed rest during this time and thus request time off.

I have been diagnosed with _____ (medical condition) that requires regular hospital sessions to manage the symptoms. Please find attached the statement from my doctor confirming the need for sick leave and its expected duration.

Considering the nature of my condition, I may require additional time off in the future. However, I will do my best to provide advance notice and make arrangements as needed.

I will keep you updated on my progress and expect to return to work on ____ (date of return). I am grateful for your support and understanding during this time. Please approve the leave and do let me know in case you need any further information.

Sincerely,
______ (Your Name)

All these application samples have one thing in common - they're concise and clear. Writing a successful application is not rocket science. All it requires is that you be honest, professional, and concise in your communication, copy-check your application for typos, and share relevant information in a timely manner.

Frequently Asked Questions

Q1. What should be included in a sick leave request letter?

A sick leave application should include the following information:

Subject and salutation
Concise body specifying reason and duration for leave, along with other relevant information (PoC in your absence, expected return date, etc.)
Signature
Attachments, if required

Q2. Why is it important to write a sick leave letter?

Here are three main reasons for writing a sick leave application:

It adheres to company policies, thus signifying professional code of conduct
It keeps team members on the same page about each other's availability. This allows better task planning.
It's documented proof of your absence

Q3. What are some common mistakes to avoid when writing a sick leave application for office?

Here are some common mistakes to avoid when writing a sick leave letter:

Don't be casual in your tone.
Not following company policy. If you're not following company policy, please specify the reason and ensure you have proper approval for deviating from it.
Not including relevant medical information that supports your leave request.
Not checking for errors or typos.
Not sending the email in a timely manner.

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Srishti Magan

Sr. Content Editor

I’m a reader first and a writer second, constantly diving into the world of content. If I’m not writing or reading, I like watching movies and dreaming of a life by the beach.

Updated On: 7 Feb'24, 10:37 AM IST