Every employee may face a situation where he/she needs to be absent from work for a day or two. However, it is very important that you should inform your organization about any such absence from work in a proper and timely manner. For this purpose, you can write an absent from work email so that you can formally obtain the approval of the employer for your absence from work.
What is an Absent from Work Email?
A formal email written with a viewpoint of communicating or informing your employer about your absence from work is known as an absent from work email. It is also known as an absence excuse email, missing work excuse email, or simply an absence from work email.
There can be various reasons for writing an absent from work email such as writing an absent from work email when you are sick or when you have a family issue. In order to inform your employer about your absence from work and seek his/her approval, it is very important that you should write any such email in accordance with the company’s policy or employee manual.
An absent from work email is written to your supervisor or superior, or simply to the HR Manager of the company. Whether or not a company requires you to write an absent from work email or letter in case you take a day off, it is a good practice to inform your boss about that via writing an email or letter.
It is also very important that you should retain or keep any such email or letter in your record so that whenever any issue arises, you can be able to easily justify yourself and clarify your position. In order to better understand how to write an absent from work email, make sure to check out the given-below relevant samples and templates. All these samples can be downloaded for free and can easily be edited as per your requirements.
The absent from work email samples provided here on this page can also be used in place of letters. For example, if your organization requires you to inform them about your absence via writing a letter, the contents of the given templates can easily be used as absent from work letters.
Absent from Work Email Sample 1:
Subject: [Your Name] – Absence Excuse
Dear Mr. / Mrs. [name of the Recipient],
This is to inform you that I will not be able to come to work from [mention Start Date] to [mention End Date], as I am traveling to New York City to attend the funeral of my grandfather. During my absence from work, Mr. / Mrs. [name of the Colleague] will take my responsibilities.
However, if something urgent or important comes up, you can contact me on this phone number [mention Contact number]. Thanks a lot for your understanding.
Best Regards,
[Sender’s Name]
[Sender’s Designation]
Absent from Work Email Template 1:
Absent from Work Email Sample 2:
Subject: [Your Name] – Absence Excuse
Dear Mr. / Mrs. [name of the Recipient],
I am writing this email to let you know that I won’t be able to come to the office today as I am sick and experiencing a fever since the last night. I went to my family doctor today morning and he/she prescribed me the medicine and advised me to stay home for [mention the Number of Days]. So, I will not be available for work from [mention Start Date] till [mention End Date].
During this time, Mr. / Mrs. [name of the Coworker] will be in charge of my work and handle my tasks and attend the meetings on my behalf. However, in case of emergency, you can reach me via this phone number [mention Phone Number]. Hopefully, you can understand my situation.
Sincerely,
[Sender’s Name]
[Sender’s Designation]
Absent from Work Email Template 2:
Absent from Work Email Sample 3:
Subject: [Your Name] – Absence Excuse
Dear Mr. / Mrs. [name of the Recipient],
Please accept this email as my formal notice of absence from work on [mention Date]. As you know that these days I am going through a lot in my personal life. I am getting divorced due to which I have to attend meetings with my lawyer and financial advisors.
Meanwhile, Mr. / Mrs. [name of the Colleague] has agreed to handle my work for the above-mentioned date. I thank you for your support and understanding. If you need to ask anything important, make sure to contact me on this number [mention Contact Number].
Regards,
[Sender’s Name]
[Sender’s Designation]
Absent from Work Email Template 3:
How to Write an Absent from Work Email?
With the help of the given absent from work email samples and templates, you can easily understand and get an idea of writing an absent from work email. However, if you want to know how to write an absent from work email from scratch, then make sure to follow the given-below tips and include the following important details and information in your email.
- The subject line of your absent from work email should include your name and the words “Absence Excuse”.
- Use formal greetings and formal salutations like “Dear Mr. Smith”.
- Start the letter by stating the reason for writing an absent from work email. Make sure to keep the reason concise and to the point and don’t go into the deep details.
- Write your absence email as early as possible i.e., as soon as you realize you can’t go to work.
- The date or dates for which you will be absent from work.
- If you exactly know, only then mention the date of returning to the work.
- If possible, offer your assistance during your absence from work.
- Mention the name of your colleague or coworker who will handle your responsibilities during your absence.
- Attach the supporting documents with your emails such as a doctor’s note or any other type of documentation necessary to verify your situation.
- The overall body of your email must be brief and direct.
- Be professional and keep the tone of your email polite.
- Make sure not to come up with anything that can’t be verified. Just be honest and truthful and stick to the facts.
- Provide your contact details like a phone number, so that the employer can reach you in case of an emergency or if they have something important to ask.
- Any other additional information or details that are required by the employer as per the company’s policy in case of any such absence from work.
- Close your email in a professional manner by using the words “Sincerely” or “Best Regards” etc.
- Just like any other formal document, make sure to proofread the email before finally sending it.