There are many such situations when people have to go away from work. When this happens, they are required to inform their boss. In our daily life, we have lots of commitments to fulfill. However, we cannot get away with the uncertainty of this life. Whenever life throws something at us, we have to accept it and adjust. So, when we have to take a leave, we can do it by writing an excuse letter of absence. Before you write this letter, you should make sure that you have addressed the right people in authority and your letter has reached them.
Why people write an excuse letter of absence?
Due to unforeseen circumstances, people feel the need to write an excuse letter to tell their boss that they are not available to work. There are many situations in which, the excuse letter of absence is drafted. Let us see a few of them:
- When people are sick and their doctor has prescribed them bed rest, they can write the excuse letter of absence.
- Another reason for writing the excuse letter is when people have some kind of emergency at their home.
- Due to the death of a close family member, writing the excuse letter is inevitable.
Before you write this letter, make sure that you have a genuine reason to write the excuse letter. For example, you cannot write this letter when you are unhappy with the job and you just want to stay away from work to feel good. When you have a responsibility to fulfill, you will fulfill it no matter what it takes.
Writing tips:
Just like any other letter, you are required to be cautious while writing this type of excuse letter. Below are some tips to consider:
Be honest:
The key to success in professional life is to remain honest with your work and the people you interact with. Being honest means that you don’t tell a lie at the workplace just to get away from work for a day. When you always remain truthful, your employee will trust your excuse letter. This way, your credibility will increase.
Show professional behaviour:
When there is a need for you to take a day off from work, you should write the excuse letter as soon as possible. This shows that you have responsible behavior and you always prioritize your job and bother to inform even when there is an emergency. Professional behavior is also demonstrated when people write a letter of excuse with a brief description of the reason and make an appropriate selection of words.
Keep the letter brief:
An excuse letter is also a type of letter that is written in a professional setting. So, keeping it short and to the point is important. When you are missing your work or special meetings, don’t try to go into the depth of details because it might make you sound as if you are not being truthful. It is recommended that you say everything in the letter succinctly.
Provide a reason that makes sense:
It is mandatory to provide a reason when you are writing an excuse letter since the excuse is always based on the reason that you give. It is important to remember that reasons that are not legitimate will never help you get your letter approved. So, make sure that you always come with a legitimate reason to remain absent from work. You cannot give reasons for absence such as feeling tired or unhappy to take a leave. Such reasons are baseless and they might enrage your employer.
Be grateful:
One of the best ways to win the heart of the employer is to be thankful to him to enable you to write an excuse letter and take a break whenever it is required.
Write immediately:
When you realize that it is inevitable for you to write an excuse letter to inform your boss ahead of time, do not waste time. When you let your boss know immediately, you enable him to make certain arrangements in your absence. This way, you help the company by not making it having to deal with a disturbance in the flow of work.
Sample Excuse Letters
1- Absence excuse letter for sickness
Dear Boss,
I hope this email finds you well.
The reason of writing to you is to inform you that I won’t be able to attend the office on (mention date(s)).
Since yesterday, I have been feeling (mention symptoms e.g., nausea and lightheadedness) and that is why I left for home earlier as well. According to the doctor, I have been suffering from (mention problem e.g., acute food poisoning). Furthermore, I am attaching the doctor’s report to support my claim.
As per the doctor’s advice, I need to take a rest to recover speedily. In order to keep all the tasks aligned, I have asked (colleague’s name) to cover them for me.
You can contact me through emails or calls during my leave if necessary.
Best,
Name
Designation
2- Absence excuse letter for urgent work
Hello (HR)
This is to inform you about my absence on (mention date).
As you know that I am one of the most regular employees of the company and I hardly take any leave. But today, I will not be able to make it to the office because of urgent work that needs my attention. In order to deal with it, I will have to leave the town early in the morning and will reach back here at midnight.
Unfortunately, I won’t be able to stay connected to the team throughout the day because of traveling and a tight schedule. This is why I have already communicated this to (colleague’s name) so he/she can look into my work as well.
I am also willing to give in some extra hours if needed once I join the office back. I sincerely hope that my absence won’t affect the daily work swiftness.
Thank you for your cooperation.
3- Absence excuse letter for fever
Dear Mr. (Name).
I hope you are fine.
I am writing to inform you that I needed an off from office today, (mention date). The reason for this sudden leave is that I am suffering from a high fever since last night.
As my fever accompanied by shivers and vomiting got bad, I was rushed to the nearest hospital. There, I was taken to the emergency followed by many tests, medicines, and drips. I have also included the doctor’s note mentioning his recommendation for hospital treatment due to the complications. Along with that, I have attached the discharge note in which he has advised me complete rest for at least 2 days without taking any stress or tension. If you need any additional information, please let me know so I can send it to you straight away.
Please be sure that I will cover my hours once I am recovered and get back to the office.
Thank you for your understanding.
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4- Absence excuse letter for headache
To,
Mr. [ABC]
CEO,
ABC Enterprise limited.
Westwood, London.
From,
Mr. [XYZ]
Sales Executive
ABC Enterprise Limited.
Westwood, London.
Respected Sir,
It is stated that I have been suffering from severe headaches for the past many days. I had somehow managed to come to the office but as for now, I am afraid that I may not be able to come to the office for the next week as the same has been prescribed by my doctor. Till now I have completed all my tasks and the remaining I assure you that when I will come back to work, I will do them all.
Yours Sincerely,
Mr. [XYZ]
Sales Executive
ABC Enterprise Limited.
Westwood, London.
5- Absence excuse message for upset stomach
Respected Sir,
It is stated with due respect that I have been facing stomach issues since the day we have had our annual dinner at the office. Upon consultation with my doctor, I have come to know that my stomach is severely upset as I have had food poisoning. It is for this reason that I may not be able to come to work for the next 4 working days. After which I will resume my work at the office.
Yours sincerely, Mr. Gus,
Manager
[TRG]
6- Absence excuse message due to nausea
Respected Sir,
With due respect, it is stated that I won’t be able to come to work for the next 3 days. I have recently come to know about my pregnancy due to which I am facing certain health issues of which nausea is one. I am taking my medicines and with their help, I will soon be well and will be able to resume my work activities.
Yours Sincerely, Mrs. Marry.
Manager Sales
[XYZ]
7- Absence excuse letter due to child sickness
Respected Sir,
It is stated that my younger child has been not well for the past many days. He has been suffering from a fever that has not yet settled. Upon diagnosis, I have come to know that my child is suffering from typhoid for which he needs to stay at the hospital for another week. It is for this reason that I may not be able to come to the office for the next week as it is difficult for my wife to manage things alone. I assure you that I will complete all my pending work after I resume office.
Yours Sincerely,