An excuse letter serves as a record for your absenteeism. While it is practically impossible for a person to keep a 100 percent attendance, it is equally important for you to write an excuse letter to the administration communicating the foreseen or unforeseen reasons for your absenteeism.
Most institutions discourage absenteeism, and they have different ways of dealing with it. An excuse letter should be written to allow the recipient to know that your reason for being absent is genuine and valid. It is important to note that excuse letters may not be accepted for people who are regular absentees who mostly present worthless reasons.
- Details of the Receiver: An excuse letter is a formal letter therefore it must have the name or designation of the receiver; return address of the recipient and the date you are sending the letter.
- Tone Should be Formal: The letter should be formal because in most cases the recipient holds a senior designation. In addition, the excuse letter should be polite and sincere while detailing genuine reasons for your absence.
- Reason for Absence: This is the main body of your letter. You should be as brief as possible but also outline genuine reasons for your absenteeism. Being honest and precise allows the reader to understand your reason for being absent.
- Details of the Writer: Writing your details in the letter such as your name, your department or admission number allows the reader to easily identify you. This also helps the reader when keeping record of your absenteeism.
- Attach Backup Documents: Depending on the absence policies of the recipient, it is important to attach documents such as hospital and medical attendance records to aid in verifying your absence if a need arises.
- Signature of the Writer: A signature is a unique mark that affirms that you are the author of the letter and contents provided are honest.
Format of an Excuse Letter for Being Absent Due to Fever
(The Date You Are Writing the Letter)
(Title of the Recipient)
(The Address of the Recipient)
RE: Apology for Absence Due to Fever
Dear (Title of the Reader),
Respectfully, allow me (state your name) to convene my apologies for being absent from (type of institution such as school or work) from (dates that you were absent). My absence was necessitated by the need not to infect my colleagues at (name of company/class/department) while also seeking medical attention for the fever.
I promise to pick up on the task l missed out and complete the work in due course. Thank you for your support.
Sample of Excuse Letter to School for Being Absent Due to Fever
21st January 2022
To The Principal,
Bell House School,
Renville Hills, Delaware
RE: Absence Excuse for Fever
I would like to bring to your notice my unexpected absence from school due to fever. I have been absent from school from the 18th of January 2022, to 20th of January 2022. I sought medical attention on the 18th of January 2022 and the medical personnel advised that l stay at home for two days for the fever to pacify.
I promise to complete all the study covers l missed out in my absentia. I humbly apologies for not writing this letter in advance.
(Signature for hard copy letter)
Roll number 34257
Sample of Excuse Letter to Work for Being Absent Due to Fever
Summer Fest Hotel,
5th June 2022
To The Chief Steward,
Summer Fest Hotel,
Subject: Absent from Work Due to Fever
With due respect, allow me to inform you that l have been absent from work for the past 2 days from 3rd June, 2022 to 4th June, 2022. I fell ill on the morning of 3rd June, 2020 when l rushed to St. Mary’s Mission Hospital to seek medical attention. Due to the nature of my work, the doctor advised that l stay away from work to avoid infected other people.
I promise to work extra shifts to compensate on the time lost and complete the task that l left behind. Thank you in advance.
(Signature for hard copy letter)
Tips for Writing an Excuse Letter
- Formal Format: An excuse letter is a professional letter that should follow the formal format while maintaining a polite tone. It is important to note that an excuse letter is not a business document is as much as writing in business format is concerned.
- Explain the Reason Genuinely: As mentioned earlier, an excuse letter is addressed to a recipient of higher authority. Honesty allows the reader to understand your reason effectively with having to cross check though some cases require confirmations depending on the institution’s rules and regulations.
- Be Clear and Precise: An excuse letter is a professional letter and therefore you should be as brief as possible and precise to the point. Remember, be clear with the reasons you provide to enable your recipient to understand your excuse.
- Include Your Details in the Letter: It is advisable for you to include details such as your name, roll number in the letter to enable the reader to easily identify you. Some companies keep records of these letters enabling the reader to keep track of your absenteeism record.
- Provide Documents Where Necessary: In cases where an illness causes absenteeism, it is always right to attach medical records and documents on your excuse letter. This provides the reader with enough reason to understand your excuse.
- Send Letter as Soon as Possible: It is highly recommended that an excuse letter should be sent as soon as possible to allow the institution such as a company to find an alternative means or person to fill up the vacuum/void created in your absence. In case this does not happen, kindly offer to help more when you resume duty after your absence.
A lot of workers call in sick, whether they are genuinely honest or just want a day off. It is advisable to notify your boss that you won’t be going to work. Before texting your boss, always follow the company’s policies that stipulate the protocol to call in sick. So yes, you can text your boss to call in sick if he/ she prefers texting as a protocol in calling in sick.
Kindly note, the text should be professional, short and precise.
A normal fever lasts between 1 and 3 days while a recurring fever may last up to 14 days. When taking a sick day due to fever, you should be back to work within 1 or 2 days. If your fever has not subsided, it is advisable that you seek further medical attention.
Always inform your boss of any developments with regards to your fever in case it doesn’t go away after 3 days.
While it may not be our desire to call in sick, it should be noted that your health comes first. Sick days are provided for in the most job contracts but that does not mean that you should feel comfortable taking them.
It is not bad to call in sick two days in a row provided the reasons you give are honest. Taking 2 to 4 days sick leave is reasonable as long as the excuse is genuine.