Sick Leave Email Templates for India — 10 Ready-to-Use Formats (2026)

Published: 1 March 2026 · 10 min read · Updated for 2026 HR policies

Whether you have fever, dengue, need planned medical leave, or are a student applying to your college, these copy-paste templates are ready to use. Each template follows Indian HR and academic leave conventions. Replace the text in [brackets] with your actual details.

💡 Tip: Most employers require a medical certificate from a registered (NMC) doctor for sick leave of 2+ days. You can get one online in 30 minutes from ₹599 — without visiting a clinic.Get certificate →

Best Subject Lines for Sick Leave Emails

Sick Leave – [Name] – [Date] — Simple, standard format
Sick Leave Application – Viral Fever – [Name] – [Date Range] — With diagnosis
Medical Leave Request – [Name] – [DD/MM to DD/MM] — For planned leave
Urgent: Sick Leave Today – [Name] — Same-day emergency
Leave on Medical Grounds – [Name] – [Employee ID] — Government / PSU format

1. Sick Leave Email for Fever (1 Day, No Certificate)

Subject: Sick Leave – [Your Name] – [Date]

Dear [Manager's Name],

I am writing to inform you that I am suffering from fever today and am unable to come to the office/work from home productively. I request sick leave for [Date].

I will ensure all pending tasks are handed over to [Colleague's Name] and will be available on [email/WhatsApp] for urgent matters.

I will be back at work on [Next Working Day] and will submit a medical certificate if required by HR policy.

Thank you for your understanding.

Best regards,
[Your Name]
[Designation] | [Department]
[Contact Number]

2. Sick Leave Email for Viral Fever (2–3 Days, With Certificate)

Subject: Sick Leave Application – Viral Fever – [Your Name] – [Date Range]

Dear [Manager's Name],

I am writing to inform you that I have been diagnosed with viral fever and my doctor has advised rest for [X] days, from [Start Date] to [End Date].

I will be on sick leave during this period. I am attaching the medical certificate from my doctor (NMC Registration No: [Doctor's NMC Number]) for your records.

Please find my handover notes attached. [Colleague's Name] has been informed and will handle urgent matters in my absence.

I expect to resume work on [Return Date].

Thank you for your understanding.

Best regards,
[Your Name]
[Designation] | [Department]
[Employee ID, if applicable]
[Contact Number]

3. Sick Leave Email for Cold and Cough (2 Days)

Subject: Sick Leave – Cold and Cough – [Your Name]

Dear [Manager's Name],

I am unable to attend work today and tomorrow ([Date 1] and [Date 2]) as I am suffering from severe cold and cough. My doctor has advised me to rest for 2 days to prevent it from worsening.

I have informed [Colleague's Name] about any urgent tasks. I will be reachable on email for critical matters.

I will resume on [Return Date] and submit the medical certificate to HR upon return.

Regards,
[Your Name]
[Designation]

4. Planned Medical Leave Email (Pre-approved / Known Procedure)

Subject: Planned Medical Leave – [Your Name] – [Date Range]

Dear [Manager's Name],

I would like to inform you that I have a scheduled medical procedure/consultation on [Date] and will need to take sick leave from [Start Date] to [End Date] as advised by my doctor.

I have completed all pending tasks and the handover document is attached. [Colleague's Name] will handle ongoing responsibilities during my absence.

I will submit the medical certificate on my return on [Return Date].

Please let me know if you need any additional information.

Thank you,
[Your Name]
[Designation] | [Department]

5. Urgent Same-Day Sick Leave Email (Sent in the Morning)

Subject: Urgent – Sick Leave Today – [Your Name]

Dear [Manager's Name],

I woke up this morning with [high fever / severe stomach pain / migraine] and I am not in a condition to work today ([Date]).

I am requesting an emergency sick leave for today. I have informed [Team Lead / Colleague] via WhatsApp. I will be available on call for any critical issue.

I will get a medical certificate and submit it to HR on my return.

Apologies for the short notice.

Regards,
[Your Name]
[Designation]
[Phone Number]

6. Sick Leave Email for Dengue Fever (5–7 Days)

Subject: Sick Leave – Dengue Fever – [Your Name] – [Date Range]

Dear [Manager's Name],

I am writing to inform you that I have been diagnosed with dengue fever, confirmed by a blood test (NS1 positive / dengue IgM positive). My doctor has advised complete bed rest for [5–7] days, from [Start Date] to [End Date].

I have attached my doctor's medical certificate (NMC Registration No: [Number]) and my test report for your reference.

[Colleague's Name] has been briefed on my current projects. I will remain reachable via email for essential matters.

I expect to resume work on [Return Date], subject to my doctor's clearance.

Thank you for your understanding.

Best regards,
[Your Name]
[Designation] | [Department] | [Employee ID]

7. Sick Leave Application for College / University (Student)

Subject: Application for Medical Leave – [Your Name] – [Roll Number]

To,
The Head of Department / Professor-in-Charge
[Department Name]
[College/University Name]

Subject: Application for Medical Leave – [Your Name] – [Roll No.] – [Date Range]

Respected Sir/Madam,

I am [Your Name], a [Year/Semester] student of [Course Name] (Roll No: [Number]). I am writing to inform you that I have been suffering from [viral fever / dengue / cold / illness name] since [Date] and my doctor has advised me to rest for [X] days.

I request medical leave from [Start Date] to [End Date].

I have attached the medical certificate from Dr. [Doctor's Name] (NMC Reg. No: [Number]) for your reference.

I will ensure that I cover any missed coursework upon my return on [Return Date].

Thanking you,
Yours sincerely,
[Your Name]
[Roll Number] | [Course] | [Year/Semester]
[Contact Number]

8. Sick Leave Application for Government Employees (CCS Format)

Subject: Application for Sick Leave under CCS (Leave) Rules 1972

To,
The [Controlling Officer / HOD]
[Department / Ministry Name]

Subject: Application for Sick Leave — [Your Name] — [Employee ID] — [Date Range]

Respected Sir/Madam,

I, [Your Name], [Designation] in [Department/Section], respectfully submit this application for sick leave.

I have been suffering from [illness] since [Date] and my registered medical practitioner, Dr. [Name] (NMC Reg. No: [Number]), has certified that I require medical rest for [X] days.

I accordingly request sanction of sick leave for [X] working days from [Start Date] to [End Date] under Rule [30/31] of the Central Civil Services (Leave) Rules, 1972.

The medical certificate from Dr. [Name] is enclosed herewith.

I shall resume duty on [Return Date].

Yours faithfully,
[Your Name]
[Designation]
[Department / Office]
[Employee ID]
[Date]

Tips for Writing Effective Sick Leave Emails in India

Send early: Send the email before 9 AM or at the start of your shift, not after.
Inform your team lead separately: A WhatsApp message to your immediate supervisor is standard practice in Indian IT companies.
Be specific about dates: Always mention the start date, end date, and return date — vague emails delay approval.
Mention the certificate: If you need 2+ days, mention that you are getting / have got a medical certificate from a registered doctor.
Keep it brief: HR doesn't need a detailed medical history — the diagnosis and duration are sufficient.
Check your company's HRMS portal: Many companies (Infosys, TCS, Wipro, HCL) require leave to be marked in portals like Workday or SAP SuccessFactors — the email alone may not be sufficient.
For government employees: A formal application on a plain sheet of paper is often required in addition to the online/email notification.

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Sick Leave Email Templates for India Email Templates