How To Write a Family Emergency Email?- With Examples

How To Write a Family Emergency Email?

No matter how cautious you are, sometimes the emergencies will catch you off guard. They are impossible to completely prevent. Anything from accidents to natural calamities or even deaths can’t be predicted. Sometimes you need to take some time off to attend to these situations. You will need to inform your employer at that instance since such emergencies are unpredictable. You may feel like prioritizing your family members and leaving other things behind. But in the intensity of the moment, you may be too emotional to be able to think of the right words. Nothing may make sense in such conditions. Such important responsibilities need to be taken care of as soon as possible. Let’s know How To Write a Family Emergency Email?

Though it is really important to inform your employer about the circumstances to take a leave, most employers will grant you the leave but they will appreciate your professionalism if you write an email informing them about it. It will make you look dedicated to the job.

In this article, we will show you How to write a Family Emergency Email, how to structure it, what exactly qualifies as a Family Emergency, along with a few examples, so the next time you’re in an emergency you can refer to these examples to write an email on informing your employers.

How To Write a Family Emergency Email?

Writing a family emergency leave email may sound tough but it is required to inform your employers why and when are you taking the leave, as you may be in the middle of an important work project. Without adhering to the family emergency, the employee may not be able to focus on their work, leaving them emotionally disturbed. Various acts are formed to safeguard the right of employees to take family emergency leaves. Like a lot of other things, you need to have a set structure while you write the email. 

The Subject of the Email

This is the first obstacle that you have to face while writing an email. Sometimes it is hard to write about the subject as you may be emotional at that instant. Then it is simply advised to put “Leave”, “Emergency Leave”, “Family Leave” or even “Family Emergency” in the subject. Do not leave the subject area empty, as the employer may attend to other emails first. This is a very essential part of the email.

Provide the Reason for taking the emergency leave

There can be various reasons which are responsible for taking the emergency leave. You must mention these in the email. Don’t shy away from exaggerations but at the same time, you must respect the privacy of your family member by not revealing too much. But you should provide enough specific details to account for your leave. 

Writing “I have to attend to a family emergency” is too vague and unclear. Rather, you should consider writing the actual reason and being as transparent as you can. “My son Ralph’s school teacher informed me that he has injured his legs by falling due to falling while in a running race” sounds very long and unneeded, you may consider writing it as “My son Steven injured his legs while in school today”, it sounds clearer, though it is short, it provides all your employer may need to know. Also, make sure to be grammatically correct and also include the proper punctuations. 

Mention the Duration Of the Emergency Leave 

You have to be very specific when it comes to mentioning the duration of the leave. “I will return in April” sounds very vague and unprofessional, be as clear as you can, instead you may say “I will return in the second week of April” if you don’t know how long the emergency can last. Using definite words will help convince your employers. It is often said to select a date of returning that is longer in case of additional emergencies. Maybe your emergency lasts a day or it may last a week-long, it is always essential to take extra precautions while selecting dates.

Delegate the Responsibility 

This is by far the most essential part that an employer looks for in such emergency emails. As sympathetic as they may be in such circumstances, they are still an organization that needs to get the work done. You must contact your manager or your coworkers and inform them about your leave and discuss the pending work or responsibilities and further delegate those responsibilities to them. Though unnecessary, this shows your professionalism towards the work. This eases the task of assigning your work to others if you do it yourself. “I have discussed with Robert and Martin from my department about my leave and they have agreed to take over my duties for the duration of the absence” is a great way of writing about the delegation of duties. 

End the Email with Appreciation

Inform all the details clearly and proceed to end the letter with due respect and gratitude. Understanding their role in supporting you is a respect that you can extend. “I am very grateful in advance, I sincerely apologize and understand that this emergency disrupted our product launch, I am very indebted to you”. Ending the email with such a note highlighting your responsibility and awareness may be the selling point for the employers. Also do not forget to add the proper greetings at the very end. “Yours Sincerely” or “Respectfully” are sufficient greetings.

Adhere to Employer’s Guidelines

Some employers may have strict guidelines regarding emergency or family leaves in their company policy. You may have to refer to them or contact your manager for further assistance. Although this step may be optional, you may be asked to produce or attach the required documents to take a leave. Such as a death certificate or hospitalization proof. This may not be mandatory in most states as employees can produce such documents when they arrive back at their workplace. 

Examples Of Family Emergency Emails

Below we have mentioned two emails, one being an incorrect way of writing an emergency leave email and the other being the correct way with the proper structure. 

Email #1

Subject: I want to take a leave for a few days

Respected sir,

Today the nurse from Wellington hospital in New Jersey called me to tell me that my mother’s condition has gotten worse, I want to go there to be with her, I am very worried about her condition. Can I please get the rest of the week off? I will probably be back by February. Thanks for understanding.



The above example is a grammatically incorrect email and it also doesn’t mention any work responsibility and proper punctuation. The email is very unnecessarily large in detail and very informal at the same time. The second email is the very opposite, it has a great deal of punctuation and formality.  

Email #2

Subject: Regarding Emergency Leave

Respected Sir

Earlier today I was informed about the serious condition of my mother regarding her hospitalization. As you may know, my mother’s brain condition has worsened. She has slipped into a coma after a brain hemorrhage. I am deeply concerned about her as this may be my last visit to her, as the doctors can’t guarantee anything. I may also have to prepare for the funeral this coming week. I am moving forward to the idea that I will be returning in the next two weeks, by February 3rd. I understand that we had the launch coming up in four days, I sincerely apologize for the inconvenience. I have talked to Stanley, Thelma, and Paul from my department about my leave and they have agreed to carry forward my work and duties for the duration of my leave. I have also attached my contact details along with the proof of hospitalization. I am deeply indebted to everyone at Yellow Stone for their constant support in such trying times. I will be sure to pass your condolences to my family.

Yours Sincerely

Tyler Durden. 

The above email jumps straight to the matter has the cause written in the subject, the speech is direct, clear, with proper punctuation and no grammatical errors. There is also a delegation of responsibility and a sense of gratitude in the email, which is very essential while writing such emails. Though it’s comparatively longer, it has all the essential details required for the employer to grant the leave.

What Qualifies As A Family Emergency?

Family Emergency is when you get time off work to attend to a loved family member who has recently gone through an accident or is suffering from a serious illness. Various other circumstances qualify as family emergencies. We have included them in the list below: 

  • A car accident of a family member
  • Serious illness/sickness of a family member
  • Family member experiencing a natural disaster
  • Birth of a newborn child
  • Death of a close family member 
  • Funeral of a family member

 You may also be asked to produce the death certificate or proof of hospitalization of the member when you are back to the workplace. 

Who Falls Into Immediate Family?

Though some employers may be fine with you taking emergency leave for a member who doesn’t fall in your immediate family, some may not allow it. As it largely depends on the employers. Usually, the immediate family members are: 

  • A parent/step-parent or legal guardian
  • Partner
  • Grandparent
  • Child/stepchild
  • Siblings
  • Parents-In-Law
  • Brothers/Sisters-In-Law
  • Members from Step-Family

Various employers have very lenient guidelines when it comes to family emergencies, so even if it’s your cousin or a close family friend, you may be allowed to excuse yourself from work for a few days. 


While it may be a very emotionally tasking thought, emergencies may happen any time anywhere, one can’t predict them. But it is always important to make sure that you are prepared for it. You may not be completely in the right mental state while writing the emails, but mentioning all the essential details is more than enough. Most employers will be empathetic and grant you leave in such situations. 

How To Write a Family Emergency Email?- With Examples

Leave a Reply

Your email address will not be published. Required fields are marked *

Scroll to top