Writing a professional email is important in a workplace for many reasons. If you have to take a day off, leave early, will not be able to arrive in time, or have already missed days of work, then it is necessary to inform your employer of the reason for your absence. Even if a formal excuse is not required, it is always good to inform your employer about your absence in a written format. In this article, we will be discussing ‘How to write an Excuse Email?’ Mentioning the reasons for you to miss work. We will be seeing various examples depending on different situations.
What is an excuse email?
When you miss work due to any reason, you need to explain the reason to your superior. An excuse email is an official document that has the explanation for your absence from work. It is usually presented for any unavoidable incidents like illness, family emergency, or necessary personal matters that cannot be postponed.
It is mostly advised to provide the email before the day of absence as it gives time to the employer to consider your issue and provide permission for leave. If the situation is urgent, you may not be able to get prior permission. In that case, make sure that you provide written documentation as soon as possible.
What to include in an absence excuse email?
In an absence excuse email, you should mention the date of absence, the reason for taking the leave, and the arrangements you have made to compensate for the missed/missing work. Make the content short and simple with a professional approach. Include personal details as per the situation demands and your level of relationship with your superior. For example, if you know your employer well, then you can add a personal touch to the email.
You should also add documents like medical certificates or reports that can support your reasons if necessary. Here are some things that you should include in your email:
- Polite and professional salutation.
- The date or time of absence.
- Write the subject explaining the nature of the absence, if you are informing the reason for the leave you already took or asking permission for a leave that you need.
- The reason for writing the email.
- Details of the reason for leave and documents supporting the statement.
- Details on completing the tasks assigned to you or assigning the tasks to someone else.
- Polite closing statement with an acknowledgment.
Tips for a professional excuse email
A professional excuse email should be precise and simple. You should use proper language and include all the necessary details without extending the email to an essay. Here are some tips to keep in mind while writing an excuse email to your superior:
- Read the company policy regarding absence from work: Understand the maximum number of absence days allowed by the company and make sure you stay within that range. Include all the details specified in your company policy for filing the documentation.
- Arrange a person to take over on your behalf: If you are asking for permission, make sure to include the name and designation of a colleague who will cover your tasks for the day. You should also include your available phone number and email in case you need to be contacted in your absence.
- Professional tone: Use a professional tone while writing and formatting.
- Don’t get too personal or vague: Make sure to include all the necessary details but abstain from sharing too much personal information.
Format for an excuse email
The format of an absence excuse should contain proper salutation, simple straightforward content, and a considerate closing statement.
Dear Sir/Madam/Recipient Name,
I am writing this email to {purpose of email: permission for leave or reason for absence} on {period, date or time} due to {reason for absence: sickness, family emergency, personal issues}.
For letter of permission: In my absence, {name and designation} will execute the tasks assigned for me. We have been working in the same team. She knows the assigned tasks and will be undertaking them without fail. In case of any emergency, contact me on {phone number} or email {email id}. Kindly let me know if any other tasks require my urgent attention.
For excuse email: Kindly accept this as a formal notification of my absence and I assure you that I will complete my assigned tasks by {date}. If you need any further information, please let me know.
Thank you for understanding.
Yours sincerely,
{Your Name}
Various excuse emails with examples
Here are some types of excuse emails with their examples.
Sickness
If you need sick leave, it might be hard to give prior notice as it may be unexpected. Hence, as soon as you know that you cannot go to work, inform your employer. You can also include medical certificates or doctor’s prescriptions as proof.
Sample-1
Subject: Absence on {date}
Dear Sir/Madam,
I am unable to attend work today due to sickness. Kindly accept this notification of absence on 11-09-2021. I have arranged for my colleagues to cover my shift for the day and there is no pending work on my part. In case of any clarification, kindly contact me on {phone number} or email {email id}.
Yours sincerely,
{Your Name}
Sample-2
Subject: {Your name} – absence on {date}
Dear Sir/Madam/Recipient’s name
I am writing this email to report the reason for my absence on {date}. I was affected with severe food poisoning and was advised by the doctor to take a rest. It was an unexpected situation and I couldn’t inform you prior. Attached is my medical report from the United Hospital.
Thank you for understanding.
Yours sincerely,
{Your Name}
{Phone number}
{Email}
Late for work
If you were late for work, it is better to provide a written statement for keeping a record. Arriving late may be considered as a non-punctual or sloppy attitude from your side. Giving a proper reason will ensure the safety of your career. While writing the mail, make sure to take responsibility for your actions. Blaming something or someone else will only decrease your credibility. Also, ensure your employer that such a mistake will not occur on your part again.
Sample
Subject: Explanation for arriving late on {date}
Dear Sir/Madam,
I apologize for arriving an hour late to the office this morning, due to which I missed our important presentation with the G Group. I was late due to an unexpected traffic block and it is completely my fault for not trying to get to the office earlier in time for such an important presentation. I understand the presentation has been rescheduled as there was no one else to take my place. I take full responsibility for this problem and I have let our company and my colleagues down.
With your permission, I would like to approach the G Group on behalf of our company to express my regards and to ensure that our company has the best interest in continuing our business with them. I also assure you that anything like this will never happen again and I will be more careful.
Yours sincerely,
{Name}
{Phone number}
{Email}
Day off
If you need to take a day off, it might be necessary for some companies to present written leave documentation. Even if it is not mandatory, it is highly advised to keep a written record of your absence. It shows professionalism and responsibility.
You can either send an email before the leave if it is already planned or after the day off if it had to be taken unexpectedly.
Sample 1- After the day off
Subject: Reporting absence on {date}.
Dear Sir/Madam,
I am writing this email to document my absence on {date}. I couldn’t reach the office due to a sudden illness that affected my son and I had to take him to the hospital. I have completed the tasks assigned for me that day.
The documentation from our pediatrician is attached to this email. Please contact me on phone {phone number} or email {email id} if you need any more clarification.
Yours sincerely,
{Your Name}
Sample 2- Before the day off
Subject: One-day leave request.
Dear Sir/Madam,
As I am attending the Professional Development Conference conducted by our CEO this week from {date} to {date}, I will not be able to be present at the office during those days. I have arranged {name and designation} to take over my tasks for the said days. I will be rejoining on {date}.
In case of any clarifications, feel free to contact me on this number {phone number} or via email {email id}.
Yours sincerely,
{Your Name}
Half-day leave
If you need to leave work early, then you can inform your employer of the reason before or after leaving. If you know about the situation already, it is better to get prior permission. If it is an unexpected situation, dictate your excuse as soon as possible.
Sample
Subject: Documentation for half-day leave on {date}.
Dear Sir/Madam,
Last day {date}, I had to leave work early due to a sudden migraine. The pain was unbearable and I had no painkillers with me. The work assigned for me on the day is already done. Kindly issue me half-day leave for the day.
Thank you for understanding.
Yours sincerely,
{Your Name}
{Phone number}
{Email}
Missed meetings
If you need to let your employer know the reason for missing a meeting or provide an excuse for not attending one, you should follow the same format and provide the necessary details.
Sample-1
Subject: Absence excuse for IQAR meeting
Dear Sir/Madam,
I am writing this letter to inform you that I was unable to attend the IQAR meeting conducted on {date and time} as I got an urgent call from the hospital regarding my son’s leg injury. I understand that the meeting was very important and I will read the minutes to stay updated for further information.
If you need any further details or medical documents, kindly inform me. Thank you for understanding.
Yours sincerely,
{Your Name}
{Phone number}
{Email}
Sample-2
Subject: Review meeting invitation
Dear Sir/Madam,
Thank you for inviting me to the annual review meeting. But I regret to inform you that I will not be able to attend the meeting due to prior commitments.
If you need any information, feel free to contact me on {phone number} or email {email id}.
Yours sincerely,
{Your Name}
Absence emails
Apart from all these situations, there can be various reasons for absence and we will need to write excuse emails for those. Here are some samples of general absence excuse emails.
Sample-1
Subject: Absence excuse for {date}.
Dear Sir/Madam/Recipient name,
Please accept this documentation for my absence on {date}. I was attending my grandmother’s funeral in Wyoming.
If you need any clarification, be free to contact me on my number {phone number} or email {email id}. Thank you for understanding.
Yours sincerely,
{Your Name}
Sample- 2
Subject: Absence excuse for {date}.
Dear Sir/Madam,
I am writing this email to provide written documentation for my absence on {date}. I couldn’t come to work due to a family illness.
Kindly accept this documentation and if you need any more information regarding medical reports, do let me know.
Yours sincerely,
{Your Name}
{Phone number}
{Email}
Sample- 3
Subject: {Your Name}- Absence excuse.
Dear Sir/ Madam,
Please accept this written documentation for my absence on {date}. I had to meet with my attorney regarding my divorce settlements.
Thank you for understanding. If you need any more information in terms of documentation, please let me know.
{Your Name}
{Phone number}
{Email}
Conclusion
Keeping written documentation as a record of absence is always the best step. It helps improve your credibility to your employer and any further scandals or acquisitions in the future regarding leave days can be avoided with it. You have to include all the necessary details in the mail but ensure that it is short. Writing the perfect excuse email is necessary to gain trust and harmony among coworkers.
