An unexpected illness may prevent an employee from obtaining leave approval before missing work. An explanation letter records the absence dates, the reason, and any arrangements made for urgent tasks. This sample also includes supporting medical documentation and an expected return date.
Sample
Subject: Explanation of Absence from Work
Dear Sir,
I hope this letter finds you well. I am writing to explain my absence from [Start Date] to [End Date] due to illness and to request that the absence be recorded as sick leave.
I apologize for being unable to obtain formal leave approval in advance. During this time, I became seriously unwell and experienced severe body pain. I visited a doctor at a nearby hospital, who diagnosed me with [Medical Condition] and advised me to rest for [Duration].
I understand that my absence may have disrupted the team’s workflow and ongoing projects. I remain committed to my duties and responsibilities.
I promptly informed my supervisor, who is currently serving as acting project manager, about my illness. With his help, my urgent tasks were reassigned to colleagues. I remained available, as my health permitted, to provide updates and clarify matters relating to my work.
I have attached a medical certificate confirming the recommended rest period. I can provide additional documentation if required.
I have now completed the prescribed rest period and attended a follow-up appointment. My doctor has confirmed that I am fit to return to work, and I plan to resume my duties in the office on [Return Date].
Thank you for your understanding and support during my recovery. I also appreciate the medical coverage provided through the company’s insurance policy.
Please let me know whether I need to complete any formalities before returning and whether any tasks require my immediate attention. I regret any inconvenience caused by my absence and look forward to rejoining the team.
Sincerely,
[Your Name]
[Your Designation]
[Company’s Name]
Sample Letter File 90 KB
