Sick and Absent Email to Professor: How to Write It Professionally

One day, I woke up shivering with a cold. I was aching all over and realized I had a bad cold. I had an important class at university and felt miserable. I thought," What should I do?" My professor was strict, and I had to convince him about my absence. There was no way I could make it to my class the next day. I had to inform professor Williams, but how?

Writing a sick email to professor Williams popped into my head! At times, we feel unwell and can no way attend class. So, we should know how to inform our professors via email. Stay with me to learn from A to Z how to write an email to a professor about an absence.

Understanding the rules and guidelines for notifying your professor

When I wanted to notify my professor about my illness, I knew I had to follow specific guidelines to communicate well and provide clear documentation. Keep these general steps and rules in mind:

1.   Check the course syllabus: This should be your first point of reference. It includes the professor’s preferred method of communication and any specific instructions for reporting absences. You should usually communicate via formal emails.

2.   Inform them right away: Notify your professor as soon as possible, preferably before the class and assignment deadlines.

3.   Adopt a professional tone: Send a respectful and professional email.

4.   Follow the rules: Check the university’s website for any forms required to report your absence.

5.   Be honest: Clearly say why you’re absent.

6.   Ask for accommodations: If you're sick or have a situation that makes it hard to meet deadlines or take exams, politely ask for an extension or a make-up exam.

7.   Attach necessary details: Provide them with important details such as the nature of illness and any doctor's notes. Also, don’t forget to write your full name in the email signature.

By following these steps, you ensure you stay on top of your coursework while respecting your professor’s rules and fulfilling your responsibilities.

Do you need a note to verify your illness?

Back to my story, before I sent the email, I was like, “Should I attach any notes?” I attached a doctor’s note just in case.

Based on the syllabus, you might need to attach some notes. To be on the safe side, attach related documentation for students.

What is the deadline for notifying your professor?

When you’re feeling under the weather and have to miss a day of class, it’s of great importance to inform your professor within 24 hours. So, your professor has enough time to provide you with necessary information or accommodations. Also, it seems professional to let your professor know in advance.

Planning beforehand

Planning in advance can make informing your professor about an illness easier. Prepare a template with all necessary details, ready to be sent quickly. Have the doctor’s note. In this way, you can write a well-written email to your professor without any stress. So, you show you’re responsible and respect the professor.

Knowing the dates you will be absent

When writing a sick email, you should mention the exact dates you'll be absent. So, the professor will understand how long you will be absent. It shows that you are organized and care about the professor's time.

Also, it helps the professor to let you know about important class activities or assignment deadlines you might miss. So, you can hand in your assignment on time without any worries.

Thinking about how to make up for missed work

Don't forget! You should catch up on the work you're behind on. In your absence email, ask for current assignment or anything you might miss. For example, "Please let me know if there are any materials or assignments I need to work on during my medical absence." This shows you're responsible and pay attention to your assignment track.

Writing your email

Now that you've learned the ropes, you should craft a well-written email. Pay attention to these steps:

Being clear and concise

The first thing you need to keep in mind in absence email to professor is that you shouldn't write a lengthy email as it can distract the professor. Don't talk about unnecessary details and get to the point.

Stating the reason for your absence

Say why you are absent briefly. Be honest and keep it simple and clear. Let your professor know why you can't make it to class. Being unwell is one of the common reasons for absent students. Don't give details. Just inform them about the dates you can't attend so they can understand when you're back. For example, go like this, "I'm writing to say I can't make it to class due to my illness."

Providing necessary details

Providing your professor with important information shows your responsibility. Also, the professor can provide context and material for anything you have missed. Here are some details you need to include:

. Mention the date(s) you will be absent.

. Briefly talk about your illness and the symptoms.

. Inform your professor about any assignments, exams, lectures, and any related things you will miss.

Offering to make up for missed work

The professor should feel you're responsible. You need to assure them you'll make up for the work you have missed. You should ask them the followings:

Suggesting alternative arrangements for assignments or exams

If you are sure you'll miss an exam or assignment, ask your professor about options with which you can make up any missed work. For example, "Can I hand in the assignment later?" Or "Can I take the exam later?"

Don't sound demanding and make the professor feel how much you care. So, your professor can find a solution.

Requesting help or materials, if needed

If you need any help, ask your professor to provide you with any materials if possible. For example, you can go like, "Is there a way to get the notes or handouts I have missed?" Or "Could you please suggest any resources to help me make up?"

Just don't forget to ask anything you want politely without seeming demanding. Also, thank them for their help and understanding. Being respectful is always the best choice to sound professional.

Closing the email

Now, you need to end the email politely and have a professional sign-off. Also, you should double-check the whole email in order not to make any mistakes. Here is what you should do:

Polite sign-off

Show them you are respectful and thank them.

The professor should know you care about their time and also, you're not demanding. You can say, "Thank you for your understanding" or "Thank you for your time and help"

Proofreading the email before sending

Before hitting send on your email, take a moment to proofread it so that there’s no errors. Catching any errors not only shows how responsible you are but also ensures your message is professional and also, you have paid attention to details.

You can use tools to make sure there are no grammatical or spelling mistakes.

Also, to make a well-crafted email, you can use Remail and make sure there aren't any mistakes. Use it and see its magic.

A sick email to professor sample

Here is a professional email I sent to my professor:

Subject: Feeling Unwell- Class Absence

Dear Professor Williams,

I hope you are doing well. This morning, I woke up feeling really awful with a cold. I have got a fever. Also, I'm aching all over. I really can't make it to class tomorrow, July 22.

I wanted to let you know right away and see how I can catch up on what I'll miss. Are there any notes or assignments I should take a look at?

Thank you so much for your time and understanding. I have respectfully attached my doctor's note.

Best regards,

Jack Hopkins

In conclusion

In short, when you need to tell your professor about being sick and missing class:

. Keep it simple and clear.

. Check the syllabus for how to contact them.

. Let them know as soon as you can

. Be honest about why you're absent.

. Give the necessary details, ask for any help you need, and always be respectful.

By doing this, you can stay on top of your work and keep a good relationship with your professor.

You can get Remail to help you write a perfect email with all these features.

FAQs

What should I include in a sick email?

Write these in your email:

. Why are you absent.

. How long you will be absent.

. Doctor's note or any other documentation.

. Include your full name in the email signature.

What should I include in my subject like in a sick email?

Don't forget that your subject line should be clear and to the point. Don't make it long. You can say, "Class Absence" or "Can't make it to class" or something like this.

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