How to Write an Absent from Work Email: Examples Included


When you miss work for various reasons without notifying your supervisor or manager, you might face untold consequences. In case of emergencies, it is important to let your supervisors know as soon as you know you’ll be unable to go to the office. If this isn’t the case and you’re asking for leave in advance, you must let your boss know days before.

Ensuring you provide all the relevant information helps your superiors plan and optimize for your absence and shows you have the best interests of the organization at heart. Making a strong case with your supervisor or manager may not be easy. The impact of your absence depends a lot on the nature of your work and the policies at your workplace.

Therefore, before deciding to be absent, think it through. If it has to happen or has happened, using email to write a work excuse to your superior is one effective and quick way of communicating.

Before You Write a Work Absent Email

This article is intended to guide you, as an employee with valid reasons, on how to present your case for needing time off from work or explaining your absence from work. It is crucial for you to be fully aware of the potential consequences of being absent from work without proper authorization.

Keep in mind that sending a work excuse email does not guarantee a favorable response from your company. There is no assurance that your request for time off will be received positively. However, when circumstances demand that you had to be absent for urgent reasons and you couldn’t reach your boss, it is essential to compose a work excuse email promptly. Similarly, if you know in advance that you need to address important personal or family matters, it is wise to send a work excuse email. This proactive approach aims to safeguard your job while minimizing undue disruptions to your personal life.

It’s vital to ensure that you are well-informed about your company’s policies and procedures regarding absences from work. Therefore, before making the decision to be absent, make sure to adhere to the company’s expectations. Your organization may have specific provisions for handling emergencies and a defined protocol. Additionally, there is likely a policy outlining how many days in advance you should inform your boss if you intend to send a work excuse email.

How to Write a Work Excuse Email

In this section of this article, we’ll explain everything you need to know to write a work excuse email:

Write it Formally

It should be written in a formally. Beginning from the subject line to the closing. Your supervisor, and indeed the company, expects you to know the seriousness of your email. Your case has a better chance of being heard when you write a work excuse email in a formal style.

Send the Email as Soon as You Can

We have earlier noted the importance of following the company policy. Also note that if you have to write a work excuse email, it is important to do so as soon as possible. This is particularly imperative when you missed work without permission. Notifying your boss early after missing work may save you from a query. Notifying him or her well ahead before the time you need to be absent will help the company plan for a suitable replacement or make contingency arrangements.

Be Concise with Details

Make it brief. You do not have to go into lengthy details of what happened that made you miss work or what is going on that will make you miss work. Simply mention the important facts. If you are taking permission in advance, then state the day(s) you intend to be absent. Be precise with the dates, do not give estimates.

Apologies for Your Action

This applies only when you had missed work without an initial permission. Apologizing shows that you are not taking the company or your boss for granted. It also implies that it was never your wish for things to happen the way they did. It also speaks a lot on how seriously you take your work.

Offer to Assist

When you write a work excuse email to be absent, ensure you show that you care about the company’s productivity. It is not okay to just say you will be absent, offer to do something that will cushion the effect of your absence. For example, you may do over time when you get back or talk to a colleague to stand in for you. Some companies may have policies such as salary deductions for the days you are absent. Hence, understand the company policy and how you can work with this.

Sample Email 1: How to Write a Work Excuse Email (After You Missed Work)

Subject: Regrets for My Sudden Absence 

Dear Sir, 

Please accept this email as official notice that I could not be present at work on 28 June 2017, due to a severe cold. Jon and Micah stood in for me when I was away. They completed all my assigned duties for that day. 

I apologize that I was unable to communicate with you before staying off work. I am sorry if there was any inconvenience the company suffered on account of this. 

I have attached the medical report to this email. 

Please let me know if you need further information. 

Thank you for your understanding. 

Yours Sincerely, 

Kimberly Scott

Sample Email 2: How to Write a Work Excuse Email (Before You Missed Work)

Subject: Regrets for My Sudden Absence 

Dear Madam, 

Please accept this email as official notice that I will be absent from work on 15 July 2017. I will be standing as a professional witness in court on this day. I informed you regarding the court summon last week and how imperative it is for me to be present. 

I have made an arrangement with Anthony Hawkins from the IT Department who is currently on leave to stand in for me. During breaks at the court, I will call in to see if he needs any help.  

Thank you. 

Yours Faithfully, 

Gloria Atkins

Absent from Work Email Subject: Subject Line for Missing Work

1. "Request for Leave of Absence: [Your Name]"
2. "Work Absence Notification: [Your Name]"
3. "Urgent Work Excuse: [Your Name]"
4. "Time Off Request: [Your Name]"
5. "Notice of Unplanned Absence: [Your Name]"

Work Absence Email Example

Subject: Request for Leave of Absence

Dear [Supervisor's Name],

I hope this message finds you well. I am writing to formally request a leave of absence from work for [number of days] starting from [start date] to [end date]. 

The reason for my absence is [briefly explain the reason, such as a family emergency, medical issue, personal matter, etc.]. I understand the importance of my role and will ensure a smooth transition of my responsibilities during my absence. I have already discussed this with [colleague's name] and they have agreed to cover for me.

I will make every effort to minimize any disruption and can be reached via email if needed. Your guidance on any additional steps or paperwork required would be greatly appreciated.

Thank you for your understanding and support.

[Your Name]


Understanding your company’s policies, adhering to its protocols, and considering the potential impact of your absence on your team and organization are all crucial steps in this process. While there are no guarantees of a positive response, demonstrating responsibility and a proactive approach through well-crafted work absence emails can significantly increase your chances of a favourable outcome.

Check out more Templates and Samples for Writing a Work Excuse Email

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