The Only Sick Leave Application Guide You’ll Ever Need (With AI Prompts)
Posted On:- 13 May, 2025 By:- Vaibhav Maniyar
Writing a sick leave application today can either be very personal or incredibly puzzling, depending on the health situation you are currently in. Since you are not available at the office, there is a fine line between what to include and what not to include for approval.
Nowadays, with the help of AI, almost anyone can generate a hefty sick leave email full of machine-generated words. But that’s not enough if you are handling responsibilities at a much higher level.
This blog post is designed to help you understand the key insights one should always keep in mind while drafting a sick leave application—whether in a few seconds using AI prompts or by writing it yourself.
Let’s get started.
Introduction
Do you know what happens if you don’t inform your boss or manager about your unexpected day off?
Well, not only do you lose credibility, but your chances of taking a day off in the future also go down in flames.
It doesn’t matter how productive you are at work—informing your peers about your current situation, whether it is health-related or not, is incredibly important. Informing ahead is the only rule you don’t break as a professional working a corporate job.
Nobody wants to have a conversation about paid sick leave at the end of their day at home, apologizing to their superior for not sending a mail or at least a text.
Had it not been important enough for you, perhaps you simply didn’t care to address the situation. Whatever the reason is, the fault still lies with you.
What Is a Sick Leave Application?
Sick leave emails are considered a professional courtesy that informs your colleagues about your health status.
In other words, this leave application lands in your boss’s inbox because you are unable to come to the office and require their approval.
Not only does it maintain workflow continuity, but it also helps boost the interpersonal relationships you’ve built within the organisation.
With a well-composed and perfectly balanced sick leave application sent at the start of your shift, you prepare others to plan and distribute work without you.
How To Write an Application for Sick Leave?
ChatGPT Prompts Included!
Right! To break it down simply: an application is a request in the form of a professional email or message. The goal is either to get approval or to inform your colleagues about your current situation.
Even if your health started deteriorating the day before, mailing a sick leave application keeps everything professional.
For research purposes, the AI prompt used in ChatGPT was:“write a sick leave application.”
Here’s what it returned:
Subject: Sick Leave Request
Dear [Manager’s Name],
I hope this email finds you well. I’m writing to let you know that I am currently not feeling well and will need to take sick leave for the next [number of days]. Unfortunately, I will be unable to attend the office during this period.
I have informed [colleague’s name] about my situation, and they will be assisting in managing any urgent matters that may arise in my absence. I will also make sure to complete any pending tasks before my leave begins.
Thank you for your understanding and support. I will keep you updated on my recovery and any changes to my return date.
Best regards, [Your Name]
This is a standard sick leave application, and there are a few things to note:
The subject doesn’t include the “from–to” dates, which is okay since you often don’t know how long recovery will take.
You can customise the greeting depending on whether you're addressing one manager or multiple.
If you want to skip irony, avoid saying “I hope this email finds you well.” Just start directly with your condition.
For example:
“I am not feeling well and will not be able to make it to the office today.”
It’s clear and easy to understand. You may include small details like attending a doctor’s appointment or describing mild symptoms—subtly.
Better AI Prompt:
“Draft a sick leave application in a crisp and clear manner. Give me only the body and include non-monotonous sentences to make it believable. Add one line that you will try your best to come today. Write in basic, simple English words.”
Here’s what it generated:
I’m not feeling well today due to a bad cold and body aches. I’ve taken some rest and medication, hoping to recover quickly. I’ll keep monitoring how I feel, and if there’s any improvement, I’ll do my best to come in later today.
Keep in mind: use simple, human language. Don’t get too “chatbot-like” by relying on overly professional jargon.
Also, sick leaves might span multiple days. You might even be travelling for treatment. Just tweak the prompt to add your situation, and ChatGPT will adjust accordingly.
Why Do You Need a Sick Leave Application for Work?
As mentioned earlier, you need a sick leave application to:
Inform your boss or co-workers that you’re unwell.
Keep things professional and follow leave policies.
Ensure smooth workflow planning in your absence.
Protect your own health and avoid burnout.
According to Deloitte’s workplace burnout survey, nearly 76% of employees report experiencing burnout. Of those, 28% have taken sick leave due to symptoms like fatigue, fever, or headaches.
In other words, your sick application acts as a shield—a subtle way to say, “I can’t push through anymore.”
Even if your manager pressures you, a well-worded email can shut that down professionally.
Try this AI prompt:
“Draft a sick leave application in a crisp and clear manner. Give me only the body and include non-monotonous sentences. Add a line that you’ll try your best to come today. Another line explaining you’ve been sick due to working late and getting too little sleep. Write in basic, simple English words.”
And here’s the result:
I’m feeling unwell today, likely because I’ve been working late and not getting enough sleep over the past few days. I woke up with a heavy head and mild fever, so I think I need some rest to recover. I’ve taken some medicine and will try my best to come in later if I feel better.
See? Subtle, realistic, and not robotic.
NOTE: Avoid giving fixed dates. Instead, use phrases like “today” or “tomorrow.” It keeps things flexible and easy to understand.
Dos and Don’ts of Writing a Sick Leave Application
Like any professional email, there are rules. Here’s a breakdown:
Dos
Mention your project/file:
Update your manager on what you were working on.
CC relevant colleagues:
It promotes transparency and prepares everyone.
Edit AI outputs:
If using ChatGPT, remove robotic vocabulary and em-dashes. Use your voice.
Don’ts
Avoid one-liners:
Don’t write “Not feeling well. On leave.”—it lacks context.
Don’t write clickbait subjects:
Avoid dramatic lines like “Met with an accident.”
Instead: “Approval request for sick leave.”
Don’t delay communication:
Even a short message early in the day helps your team plan.
Related: 5 Powerful Ways Leave Management Software Empower Your Employee's Productivity
3 Best ChatGPT Prompts to Write Sick Leave Applications
The internet is packed with prompt libraries. Below are three highly effective ChatGPT prompts tailored for various scenarios:
Prompt 1
Draft a set of sick leave application bodies in simple, clear English.
Each version should sound natural and believable, with non-monotonous sentences.
Include variations for different situations—general sickness, exhaustion, sudden illness, and mild symptoms.
Each must show an effort or intention to come in today if possible.
Do not include greetings or sign-offs.
Prompt 2
Write 5 versions of a sick leave application body addressed to a manager.
Use clear and simple English. Keep the tone between formal and casual.
Each version should avoid robotic phrasing. Include at least one version suitable for WhatsApp or quick messaging apps.
Each should contain a line expressing intent to come in if you feel better.
No greetings or sign-offs.
Prompt 3
Write 5 versions of a sick leave application body addressed to a manager.
Keep the tone human and realistic.
Focus on clarity and basic words. Avoid repetition or over-formality.
Include specific reasons like “working late” or “sudden illness,” and be subtle.
Each version should feel like something a real person would send, not a robot.
Conclusion
While it’s still important to send an email, most companies have now moved their leave management and approval systems to the cloud. These cloud-based platforms are ideal for employees who want to use their paid casual or sick leave without having to wait for manual approvals.
For example, if you’ve taken an unplanned day off and informed your manager, you can simply log in to the Minop employee leave management system the next day, select the type of paid leave available in your account, and submit a leave request.
Minop will automatically send the request to your manager, keeping the process streamlined and transparent.
Frequently Asked Questions
How do I email my manager for sick leave?
Sick leave should include two things: the reason for being sick and the names of the people who can do your work in your absence. Drafting an email around these two things will help you get started writing an email to your manager for sick leave.
How do I inform my manager of my sick leave?
The best way to inform your manager about your sickness is via a sick leave mail and corresponding WhatsApp text. The information should be divided between these two platforms to keep everything subtle.
How to apply for sick leave?
You should apply for a sick leave via a sick leave email, keeping HR and your colleagues in CC if necessary. This email should be sent on the platform which your company uses on a day-to-day basis.
How to write a sick leave?
To write a sick leave email, you should have a basic understanding of how to structure it. This includes the subject line, salutation, body content, closing remarks, and the essential information to include.
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