Explanation Letter for Absence without a Medical Certificate

Explanation Letter for Absence without a Medical Certificate

Letters Kate

People often cannot work because they feel slightly under the weather. Employees usually take leave from work due to illness, and it is considered their fundamental right to rest when they are not physically or mentally well. However, you are required to follow the rules and regulations of the company you work for. Almost every company has its way of dealing with absenteeism.

Due to this, people who are feeling unwell and want to stay away from work are asked to submit a medical certificate. However, for some reason, the employee sometimes fails to submit the medical certificate and goes on leave without it.

What is an explanation letter for being absent without a medical certificate?

When you go on leave without informing the company and claim it was sick leave, the company will ask you to write an explanation letter to clarify your position. In the explanation letter, you informed the company that you had a valid and genuine problem because you could not submit the medical certificate and took off from work without it.

Why is it important to write an explanation letter?

In many organizations, it is a general policy to ask the employee to provide an explanation letter so that the employer can know your side of the story before any disciplinary action is taken against you. When writing an explanation letter, people feel intimidated because they know they have done something wrong, and their boss wants to see why. However, you should take this letter as an opportunity to clear your position and apologize if you know that you are wrong.

How to write?

Writing an explanation letter is not easy. There is much to consider, ensuring you don’t offend the reader with your writing. Therefore, we have come up with some tips to help you with this:

Mention why you are writing:

At the beginning of the letter, refer to the sick leave you took from work and also mention the leave date. Mention the duration and reason for the leave and describe what you are writing to explain why you are going on leave without completing the leave application process.

Explain the reason for not submitting the medical proof:

Tell the employer the reason for not sending the medical certificate. While you explain this, mention that you respect the company’s policies so that your boss can feel that you take your work seriously and did not do anything out of carelessness.

Apologize:

Even if it is not your fault for not providing the medical certificate, you must apologize because it has caused the company inconvenience anyway. Mention that you are committed to not letting this type of thing happen again.

Below is a sample letter that can help you write a letter if you are in a similar situation.

Sample letter:

#1

Dear Salem, It has been three months since I have been dealing with stress. Many incidents in the last six months have caused me to suffer depression and anxiety and ultimately result in impaired mental health.

I have consulted a couple of doctors and am under treatment. I am taking medicines and therapy sessions. Although my health is improving, I still, at times, feel depressed and suffer panic attacks.

I submitted my health certificate on [Date], explaining all the circumstances. Two days before, due to an incident, my mental health worsened, and I had to take two days off without informing the manager or any official at the workplace.

Considering all the explanations I gave above, I hope you will understand my situation and spare me from any penalty.

Steve
Marketing Manager.

#2

Dear Mr. ABC,

This letter is regarding the two days’ leave that I took (mention the date). I was not feeling well on those dates, so I was absent from work. My leaves were within the annual leave quota. I know that per the company’s rules, it is mandatory to provide the medical certificate and sick leave as proof of sickness.

I was away from my city of work when I fell ill, and due to technical issues, nurses were not available in the hospital to issue me the certificate. I repeatedly asked the doctor and other hospital staff to create and email me the certificate, but they did not heed my requests. However, they issued me the certificate after I was discharged.

I know that the company requires this document to process my leave, and I apologize for not being able to provide it in time. I am ready to submit it now, and I assure you that this will not happen again.

Thank you so much for understanding my position. If you want to know anything else, please let me know.

Regards,

Name of the sender

Signatures

___________________

Explanation Letter for Absence without a Medical Certificate

File: Word (.docx) and iPad
Size 23 KB

Download