Whether you need to inform your boss about an upcoming surgery or you simply want to update them on your status after the surgery, the best way to communicate this via email.
And to simplify the job, we’ve put together some templates that you can simply modify for the purpose. We’ve also included some tips to keep in mind whenever you need to email your boss in such situations.
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.
Workplace Hierarchy
If the manager isn’t your direct supervisor, you should approach the supervisor first to avoid any challenges. Workplaces have a hierarchy that should be respected.
Once you’ve explained your request to your supervisor, they can better advise you on the best way forward. Most likely they would be the ones to present your request to the manager.
Obviously, you may not have a choice but to approach the manager in case the manager is your direct supervisor.
Clear Reasons
Start by clearly stating the reason for the email and provide essential details such as the surgery date, expected recovery time, and any relevant medical 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 Medical Leave of Absence for Surgery
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}}
Provide A Timeline
Ensure that the date for the surgery and the expected duration for recovery are included in the email. This is essential as it will help your boss plan for your absence and allocate responsibilities if needed.
Offer A Plan For Coverage
If possible, suggest a plan for handling your workload during your absence. Typical examples may include delegating tasks to colleagues or providing guidance on ongoing projects.
Assure Availability
Make sure your boss is aware that you’ll be available to address any important issues during your absence. They simply need to reach out to you via your phone or email should something urgent occur.
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:
Thanks for your understanding and support
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 Emails To Boss About Surgery
Template 1: Request for Medical Leave of Absence for Surgery
Email Subject
Request for Medical Leave of Absence for Surgery
Body
Dear {{Surname}},
I hope this finds you well. I would like to inform you about a forthcoming medical procedure that I need to undergo. After consulting with my healthcare provider, it has been determined that surgery is necessary to address a health issue that I have been dealing with.
The surgery is scheduled for {{Date}}, and the expected recovery time recommended by my doctor is approximately {{Weeks/Months}}. During this period, I will be unable to perform my duties and responsibilities at work.
I understand the importance of my role within the team and the impact my absence may have on our projects and daily operations. Rest assured that I am committed to minimizing any disruption during my absence. I am willing to work closely with you and my colleagues to ensure a smooth transition and handover of my responsibilities. If necessary, I will also provide guidance to any team members who may be filling in for me during my absence.
I plan to start my medical leave on {{Start Date}} and will keep you updated on my progress as I recover. I will also make sure to follow the company's policies and procedures regarding medical leave, including providing any necessary medical documentation.
I apologize for any inconvenience my absence may cause and appreciate your understanding and support during this time. If there are any urgent matters or specific instructions you would like to provide before my surgery, please do not hesitate to reach out to me.
Thank you for your understanding, and I look forward to returning to work as soon as I am medically cleared to do so. If you have any questions or require further information, please feel free to contact me.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}
{{Contact Information}}Template 2: Urgent Leave Request for Surgery Email
Email Subject
Urgent Surgery Leave Request
Body
Dear {{Surname}},
I hope this email finds you well. I am writing to request an urgent medical leave of absence due to an unforeseen medical situation that requires immediate attention.
After consulting with my healthcare provider, it has been determined that surgery is necessary to {{What problem the surgery will solve}}, and the procedure is scheduled for {{Date}}. I understand the short notice, and I sincerely apologize for any inconvenience this may cause.
To avoid any disruption and ensure a smooth transition during my absence, my colleagues have been informed about the situation and also provided with the necessary instructions to manage my workload during my absence. Additionally, I will also make myself available remotely for any critical matters or guidance they may need via email and phone. I will begin my medical leave on {{Start Date}} and will follow the company's procedures for requesting medical leave, including providing any required medical documentation.
Thank you for your understanding, and will keep you updated on my progress as I recover.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}
{{Contact Information}}Template 3: Update on Surgery Email
Email Subject
Surgery Recovery Progress Update
Body
Dear {{Surname}},
I hope this email finds you well. I wanted to provide you with an update on my recovery following my recent surgery, which took place on {{Date}}. I am pleased to report that the surgery went well, and I am now in the initial stages of my recovery. As advised by my healthcare provider, I am taking the necessary steps to ensure a smooth recuperation process which includes adhering to my prescribed treatment plan and attending all follow-up appointments.
Based on my doctor's recommendations, my expected recovery time is approximately {{Weeks/Months}}. While I will continue to be on medical leave during this period, I will continue to maintain regular contact with my team and provide any guidance or support they might need.
I am committed to a full recovery and a smooth transition back into my role once I am medically cleared to do so. In the meantime, please do not hesitate to reach out to me if you have any questions or require further information.
Thank you for your understanding and support during this time.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}
{{Contact Information}}Template 4: Returning To Work After Surgery
Email Subject
Cleared to Return to Work Notification
Body
Dear {{Surname}},
I hope this finds you well. I wanted to inform you that I have been medically cleared by my healthcare provider to return to work following my recent surgery. My recovery has progressed as expected, and I am confident that I am now able to fully resume my responsibilities and contribute to the team once again. I am eager to return to my team and catch up on any pending projects or tasks.
I plan to return to work on {{Return Date}}, and I will ensure a seamless transition back into my role. If there are any specific tasks or projects that require immediate attention upon my return, please let me know so that I can prioritize them accordingly.
I would like to express my gratitude for your understanding and support throughout my recovery period. Your flexibility and consideration have been greatly appreciated.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}
{{Contact Information}}Template 5: Can’t Fly After Surgery
Email Subject
Request for Medical Leave of Absence Due to Upcoming Surgery
Body
Dear {{Surname}},
I hope this finds you well. I am writing to request an urgent medical leave of absence due to an unforeseen medical situation that requires immediate attention. Unfortunately, my surgeon has recommended that I refrain from air travel within a {{Week/Month}} after the surgery.
In light of this, I am formally requesting a leave of absence from {{Start Date}} to {{End Date}} to accommodate my surgery and subsequent recovery period. I understand the importance of my role within the team and will ensure that all necessary preparations are made to minimize any disruption during my absence.
Thank you for your understanding and support and I look forward to returning to the team.
Sincerely,
{{Full name}}
{{Department name if applicable}}
{{Job tile}}
{{Contact Information}}
