Sick leave application template
Copy the text below and replace everything in square brackets with your company details.
From
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Date: [Date]
Ref: Sick leave from [Leave Start Date]
To
[Reporting Manager Name]
[Manager Designation]
[Company Name]
[Office Address]
Subject: Application for sick leave from [Leave Start Date] to [Leave End Date]
Dear [Manager Name],
As I informed you by [phone call / message] at [Time] on [Date], I have been unwell with [brief description, for example: high fever and throat infection / a back injury] since [Date] and was unable to attend work. My doctor, [Doctor Name], has advised rest for [Number] days.
I request sick leave for [Number] days from [Leave Start Date] to [Leave End Date]. [I have attached the medical certificate from Clinic or Hospital Name dated Date. / As the absence is within the days allowed without a certificate under our leave policy, no certificate is attached.] If my recovery takes longer, I will inform you before [Leave End Date] and send an updated certificate.
[Colleague Name] has access to my files and can handle [urgent task, for example: the dispatch schedule for this week]. I will check messages once a day if something needs my input and I am well enough to respond.
I will bring a fitness certificate when I return, if required. Kindly approve my leave.
Thank you,
[Employee Name]
[Designation]
Mobile: [Mobile Number]
Signature: ____________
Enclosure: [Medical certificate dated Date, if attached]
For manager and HR use
Sick leave [approved / approved subject to certificate / not approved] for [Number] days from [Leave Start Date] to [Leave End Date].
Reporting Manager: [Manager Name], Signature: ____________
Medical certificate received: [Yes or No], checked by HR on: ____________
What to include
Record when the manager was told
Sick leave is rarely applied for in advance. Stating the time and mode of the first intimation shows the employee informed the manager before the shift, which most leave policies require.
Medical certificate rule
State whether a certificate is attached and why. Companies commonly require one when sick leave exceeds a set number of consecutive days; the policy should state that number so it is applied evenly.
Expected return and updates
Give an expected return date and promise to update the manager if recovery takes longer. It lets the team plan shifts and cover without chasing the employee.
Privacy about the illness
A brief description is enough. Employees do not have to share diagnoses in detail, and HR should keep medical certificates in the confidential part of the file.
Fitness certificate on return
For long illness, infectious disease or injury, especially in food, healthcare and factory roles, a fitness certificate before return protects both the employee and colleagues.
Common mistakes to avoid
- Informing the manager only after the shift has started or at the end of the day.
- Sending a certificate that does not cover all the days of absence.
- Asking employees to disclose their full diagnosis to the manager.
- Treating every sick day as leave without pay once sick leave is exhausted, without checking other balances.
- Returning to a food handling or patient care role after infection without a fitness certificate.
Run it in ZeniaHR
Sick leave is applied from My Self-Service like any leave, and ZeniaHR checks the rules set for the sick leave type: balance, how far back the leave can be dated, whether a half day is allowed, and whether a document is needed after a set number of days. The reporting manager approves it first, then HR. The leave ledger shows the default sick leave accrual of half a day a month, which HR can edit. Upload certificates to the employee's documents.
See it on your own data
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Book a free demoSee pricingFrequently asked questions
How do I write a sick leave application?
Address it to your reporting manager, mention when you first informed them, briefly describe the illness, give the dates and number of days, and say whether a medical certificate is attached. Add who can cover urgent work and your mobile number. Send it the same day or as soon as you are able.
Is a medical certificate required for sick leave?
It depends on the company's leave policy. Many companies ask for a doctor's certificate when sick leave runs beyond a set number of consecutive days, such as two or three, and some ask for it for sick leave next to a holiday. Employees covered under ESI should also follow the ESI procedure for certified sickness.
Can sick leave be applied after returning to work?
Yes, most companies allow sick leave to be applied on return, because illness is unplanned. The leave policy usually sets a limit on how many days back an application can be made, and the employee must have informed the manager on the first day of absence.
What if my sick leave balance is exhausted?
Ask HR whether casual or earned leave can be used, as the policy allows. If no balance is left, the days are normally recorded as leave without pay. For long illness, speak to HR about any special medical leave the company offers.