We all pray it never happens to us but we sometimes have no control over accidents. Unfortunately, our modern world doesn’t make it possible to simply ignore work even when there’s an accident.
You’ll need some time off work to get better but you must get permission from your boss first. If you’re a student too, you’ll need to inform your professor to avoid losing any grades from missed work.
But if you’re worried about how you’re going to structure an email like this, we’ve got you covered. This article will provide templates to help you get started.
Simply copy and modify them as necessary. Additionally, we’ve also included some tips to help you whenever you need to email your boss.
Tips For Emailing Your Boss
While tools like Slack and Teams are leveraged for easier communication across organizations worldwide, emails continue to be used in these organizations, especially when communicating with a supervisor over formal correspondence.
But unlike sending emails to coworkers where you can be informal and not worry about mistakes, you should be careful when writing to your Boss. Let’s look at a few things to keep in mind.
Clear Reasons
You may not be able to narrate everything that happened that resulted in the accident, but you can inform them of the accident and any injury you may have received.
If you’re still in the hospital, you can let them know. Let them know if you had any projects that you were working on and where you may have left any important information.
Clear Subject Line
While you would not be able to include all relevant information in the subject line of the email, it should present the general purpose of the email within a few words.
This helps your boss or supervisor locate the email, understand the possible content even before reading the full message and finally ascertain the importance and urgency of the email.
After all, your boss would most likely have a busy schedule. A clear subject line would help them identify the urgency of the email especially when they have a boatload of work to get done.
Examples:
Request for Leave Due to Accident
Use Proper Name
Coming down to the body of the email, you should identify the name your boss wishes for you or the general employee body to call them.
If they prefer to be addressed by their first names, you should address them as such. On the other hand, if you aren’t sure how they want to be addressed, you can either ask your colleagues or simply use your boss’ surname.
Keep in mind your workplace culture at this point. Some workplaces encourage informal communication between all members of the organization.
For informal workplaces, you start with:
Good {{morning/afternoon/evening}} {{Boss’ firstname}}
Hi {{Boss’ firstname}}
In the case of a very formal workplace where you aren’t sure of the best way to address your boss, you can simply start with:
Dear {{Mr. /Mrs /Ms. Surname}}
Hello {{Mr. /Mrs /Ms. Surname}}
Set Tone
Maybe something happened at the workplace that you didn’t like or there’s something you find annoying. You should always mind your tone in your professional emails.
It doesn’t matter whether the company’s doing something you’re unhappy with, you should always mind the tone of your communication. If you sound angry, your Boss is less likely to mind your request or even finish reading your email.
Use Work Email
Refrain from contacting your boss through your personal email. Most organizations implement some form of spam filter that may flag personal emails as spam.
The last thing anyone wants is to send an urgent message to their boss only to find out days later that they never got the email. Emails that come through the company emails are whitelisted ensuring that your boss receives them inside their inbox.
This is why most organizations provide their employees with company emails for communication within the company as well as correspondence with external companies.
Keep It Concise
Your boss probably receives loads of emails daily. The last thing they want to do is to spend precious time reading through a long email to determine its content.
No matter how important your email may be, your boss is not likely to spend 30 minutes trying to understand its content. It’s advisable to use short and clear wording to easily convey the content of your message.
Proofread
No one likes reading terrible grammar, especially in a professional setting. It’s advisable to proofread your email to identify any grammatical errors before sending it to your boss.
Tools like Grammarly are readily available to help identify errors in your writing. Keep in mind that these tools aren’t perfect. So manually proofreading your email can further enhance your message.
On the other hand, poor grammar could give your boss some laughs. But keep in mind that others are bound to join in.
Easy To Understand
Your boss most likely receives tens or even hundreds of emails daily, especially in the case of larger organizations. Ensure that your email is easy to understand within the shortest amount of time.
To determine this, you can ask a colleague or friend to skim through the email to test whether it’s easy to understand and adequately presents the necessary information.
End Formally
At this point, you can thank your boss for taking the time to review your request and then reiterate any relevant information before signing off.
Example:
Thank you for your understanding
Signature
Official emails to your boss should be signed off with your official signature which includes your full name, job title, department if applicable, and contact details when available.
This can be easy if you’ve already created your signature template for your company email. The system would automatically include your signature in every email.
If you haven’t created a signature template for your email, you should manually include this in your email to your boss.
It can be something like this:
Sincerely,
{{Fullname}}
{{Department if applicable}}
{{Job role/title}}
{{Contact details (optional)}}
Sample Email To Manager For Accident Leave
Template 1: Accident Leave Request To Manager – Still At Hospital
Email Subject
Request for Leave Due to Accident
Body
Dear {{Surname}},
I hope this finds you well. I would like to request some {{Days/weeks}} off work due to an accident that happened. I was involved in an accident {{When the accident occurred}} {{when/on}} {{Where you were going/on your way to}}.
I severely injured my {{What injury you sustained}} and was rushed to the hospital for treatment. The doctor recommends that I take a few {{Days/Weeks}} off work to receive the necessary medical treatment.
I’ve attached a PDF copy of the medical report and other relevant documents to this email for your reference. I’m hoping to return to work soon to avoid any negative impact on my project and team.
Thank you for your understanding and support during this time.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 2: Accident Leave Request To Manager – Need Rest
Email Subject
Request for Leave Due to Accident
Body
Dear {{Surname}},
I hope this finds you well. I would like to request some {{Days/weeks}} off work due to an accident I was involved in {{Yesterday}}. I {{Injury you suffered}} which has made it difficult for me to {{What difficulty you’re having due to the accident}}.
I received the necessary medical treatment but my doctor recommends that I take some time off work to heal.
I understand that my absence may impact my team’s progress and I will inform my colleagues to ensure that my work is delegated to the right person.
I would appreciate it if you could approve this request and I will keep you updated on any development. I’m available on mobile should my input be required in any form.
Thank you for your understanding and support.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 3: Accident Leave Request To Manager – Need Rest
Email Subject
Request for Leave Due to Accident
Body
Dear {{Surname}},
I hope this finds you well. I would like to request some {{Days/weeks}} off work due to an accident I was involved in {{Yesterday}}. I severely injured my {{What injury you sustained}} and had to be taken to the hospital.
I’ve been discharged {{When you were discharged}} but the doctor recommends that I take some days off work to take the prescribed medication and to heal. I’ve attached a PDF copy of the doctor’s report for your reference and would appreciate it if my request is approved.
Thank you for your consideration and I hope to return to work soon.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}Template 4: Accident Leave Request To Professor/School – Need Rest
Email Subject
Request for Leave Due to Accident
Body
Dear {{Surname}},
I hope this finds you well. I would like to request some days off from school for medical treatment. I was involved in an accident yesterday and sustained injuries {{Where you sustained injuries}}.
The doctor has recommended that I take some time off from my studies to focus on recovery. I understand that this may impact my participation in class and assignments, and would like to request an excused absence for this period.
I will do my best to keep up with the coursework and would be happy to meet with you or a teaching assistant to discuss any missed material and the way forward.
Thank you for your understanding.
Sincerely,
{{Full name}}
{{Class and Section Number}}
