Learn How to Write a Sick Leave Application – Format & Samples

Sick leave is a leave that allows the employee to take a break from working to recover from illness or any sickness. Along with the break, sick leave is a kind of paid leave, i.e., employees can obtain the leave without stressing about financial loss or job security.

Usually, an employee has to draft a sick leave application for office in case they are struggling with illness or uninvited sickness that requires rest. As you scroll more, you’ll get a comprehensive guide about sick leave, the policy related to it, how it is beneficial for employees and employers, and many more.

What is Sick Leave?

Sick leave is paid leave that employees may take if they cannot work due to unexpected health issues. Employees can use sick leave to prioritize their health without fear of losing their job or salary. If an employee seeks approval for sick leave, they must send a sick leave request to their manager with the reason and duration of sick leave. Post that the management will approve it.

What are the Eligibility Criteria for Sick Leave?

The eligibility criteria for sick leave entirely depend on the company’s internal policies and employee type.

• In the case of a full-time employee, they are eligible for sick leave benefits. Whereas a contract or temporary employee might have limited or no sick leave entitlements, depending on the company’s policy.
• Probation period employees, i.e., new employees, are not allowed to take sick leave.
• Medical certificates are required if the sick leave exceeds more than 3 days, either as a permanent or temporary employee.

What documents are required for a Sick Leave Application?

The applicable documents required for a sick leave application may vary from company to company, but there are commonly two documents that are required:

• A formal sick leave mail for the office supervisor or the manager, including the details like the reason for sick leave and the duration of leave.
• A doctor’s prescription or a medical certificate to verify the illness, in case the sick leave exceeds a specific time (usually 3 days).

Now let’s understand the sick leave email format along with a sample. And also you’ll find a format and a sample if you are availing a sick leave application for one day.

Sick Leave Email Format

Here’s a sick leave email to manager or immediate supervisor format, which is professional and concise:

• Subject: Sick leave request due to [reason].
• Initiate your email with Dear Ma’am/Sir.
• Body of the mail: Mention your health-related issue for sick leave along with the duration and date. Highly recommended to keep the tone formal and professional.
• Mention if anyone would take care of your work in your absence.
• End the mail with a salutation.
• Write your name, designation, and contact number at the end of the mail.

Sick Leave Email Sample

Below is a sick leave email example that makes sure the language is clear and professional. One can easily make changes in the sample as per your needs:

One Day Sick Leave Application

If your sick leave application for office is for one day, here is a drafted sample following the same format for your reference:

Sick Leave Policy in India

The Government of India has set up policies for sick leave to protect employees’ well-being. These policies are curated by various law bodies across various states and sectors:

• Shops and Establishment Act: This act states that a sick leave must be a minimum of 0.5 days to a maximum of 7 days of a paid leave. Although there is a requirement of a medical certificate for sick leaves that exceed 3 days. Also, sick leaves cannot be carried forward to the following year.
• Apprentices Act, 1961: This act is for interns who are allowed 15 days of sick leave annually, with the option of accumulating leave up to 40 days a year.
• Plantation Labour Act, 1951: This act states sick leave is subject to individual company rules and regulations.
• Working Journalists and Other Newspaper Employees’ (Conditions of Service) and Miscellaneous Provisions Act, 1955: This act states that employees can take one month of sick leave for every 18 months of service, compensated at half their regular wages.

How does sick leave support an employee’s work-life balance?

Sick leave allows employees to recover from health-related concerns without the additional stress of salary deductions or job security. Sending a sick leave email provides proper communication and smooth workflow management during your absence.

Meanwhile, sick leaves encourage employees to rest and recover at home without spreading illness at the workplace.

An overexerted employee’s efficiency can be decreased, which will eventually diminish the organization’s efficiency.

Also, offering adequate sick leave will positively boost the employee’s morale along with their well-being. A valued employee leads to job satisfaction and loyalty towards the organization.

Organizations that implement supportive sick leave policies face fewer employee resignations than organizations that do not support sick leave. Employees who feel protected and cared for are less likely to resign or look for a job elsewhere.

Using Sick Leave

As said, sick leave is used to recover from any illness or health related issues. So employees need to follow a simple procedure to utilize sick leave.

• Notify your immediate supervisor or management as soon as possible to avoid any disturbances (in case you’re having any contagious illness) at the work place.
• Depending on the company’s policy, it is important to provide a formal sick leave message whether through an e-mail or a text.
• If the leave has exceeded 3 days, the employee has to provide a medical certificate for sick leave attached with the formal e-mail.
• In the mail, it is important to submit your reason and duration of leave, so the work does not get hampered.

Adhering to these steps ensures a smooth process and maintains transparency between the employee and employer.

Sick Leave vs Other Types of Leaves

Unlike other leaves granted to an employee, sick leave is specifically allowed when the employee is unwell or cannot come to work due to any injury or medical condition. Sick leave’s sole purpose is for health-related situations and injury absences.

• Sick leave vs casual leave: Casual leave is used for unforeseen situations, or employees use casual leave to tend to personal matters where they might need a day or two off from work. Meanwhile, sick leave is to take a break from work due to health-related issues.
• Sick leave vs earned leave: Earned leave is also known as paid leave, which is granted to an employee over a time that can be used for vacation or preplanned events. Sick leave can be taken when an employee is facing any illness or unseen injury that may hamper their health. A formal sick leave letter can easily grant an employee a sick leave.
• Sick leave vs maternity/paternity leave: Maternity/paternity leave is allowed for childbirth or childcare. So it is very different from sick leave and has different policies varying from company to company.

Understanding these differences helps employees choose the appropriate leave type and ensures that organizations maintain smooth operations while accommodating their workforce’s needs.

How should HR handle documentation required for Sick Leave Requests?

HR plays an important role in properly managing sick leave requests while ensuring that the leave policy complies with labor law. Proper documentation promotes openness, tracks employee absence records, and prevents the abuse of sick leave benefits. Here’s how HR should manage sick leave documentation:

• HR must ensure that they properly communicate the company’s sick leave policy, along with the procedure to request a sick leave, required documents, and conditions for approval.
• HR must standardize a sick leave application process, i.e., employees must fill out a form or send a formal sick leave mail to the manager or immediate supervisor. Employees must ensure that the reason and duration are mentioned.
• If the sick leave exceeds the given time (usually 3 days), HR may ask for a medical certificate for sick leave to verify the illness.
• In this digital age, HR should use digital leave management systems rather than maintaining the record manually. Manually tracking leaves and payroll can be difficult, and chances of errors are high. Also make sure that the employees sick leave balance is compliant with the company’s policies and legal requirements.
  To know how you can digitally track leave balances, visit: TankhaPay: Payrolling & Attendance App
• HR must ensure and make the employees believe that their health records and medical documents are kept confidential.

By systematically managing sick leave documentation, HR should establish a fair and transparent system that benefits both employees and the company itself.

Conclusion

A sick leave is an important leave that allows employees to take a break from work to recover any health related issue. Sick leave also makes sure that employees can take a leave without any stress of salary deduction and job security. A well-structured sick leave policy must be curated by keeping in mind the well-being of employees as well as organization. A well-structured leave policy enhances employees efficiency resulting in workplace efficiency.

Either it’s a one day sick leave application or long-term medical leave, proper documentation and communication ensure smooth operations. Just by following the right procedure with their manager or supervisor, employees can easily avail the benefits of sick leave.

Here are different blog posts on leave applications for various situations.

Click below to discover more leave application examples for different situations.

1. Leave Application
2. Maternity Leave Application
3. Casual Leave Application
4. Bereavement Leave Application
5. Leave Policy
6. Leave Encashment

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