In professional settings, it’s essential to communicate absences in a respectful and clear manner. Whether you’re dealing with a personal emergency, vacation plans, or medical leave, how you convey your absence can leave a lasting impression.
Communicating your absence professionally is key to maintaining respect and clarity in the workplace. Phrases like “I will not be available due to prior commitments” or “I will be out of the office on [specific date]” ensure professionalism and set clear expectations. Always include necessary details to streamline communication.
Below are professional ways to express ‘I will be absent’ with scenario examples, including complete emails or communications, to guide you.
List Of Professional Ways to Say ‘I Will Be Absent’
- Out of Office for Personal Reasons
- Taking a Sick Day
- On Vacation
- Medical Leave for a Doctor’s Appointment
- Family Emergency Leave
- Working from Home
- Maternity/Paternity Leave
- Bereavement Leave
- Attending a Conference
- Jury Duty
- Attending a Training Program
- Parental Leave for Child’s School Event
- Taking Time Off for Mental Health
- Out for Volunteer Work
- Religious Holiday Observance
- Unexpected Car Trouble
- Out for Business Travel
- Taking a Day Off for Moving
- Public Holiday Leave
- Out Due to Severe Weather
1. Out of Office for Personal Reasons
Subject: Out of Office Notification
Hi Mia,
I hope this email finds you well. I’m writing to inform you that I will be out of the office for personal reasons on [specific date]. If you need any assistance during my absence, please feel free to reach out to [name of a colleague] who will be covering for me.
Thank you for your understanding.
Best regards,
Hannah
Addition: It’s important to keep this email brief and to the point. Offering a backup contact demonstrates professionalism and responsibility, ensuring that work won’t be disrupted in your absence.
2. Taking a Sick Day
Subject: Sick Leave Notification
Dear Mia,
I wanted to inform you that I’m feeling unwell and will need to take a sick day today. I will keep you updated if my condition does not improve and will make sure to complete any pending tasks once I am back.
Thank you for your understanding.
Best,
Hannah
Addition: When calling in sick, it’s always best to notify your manager early in the day. While you don’t need to provide specific details about your illness, being upfront about your unavailability shows that you value transparency.
3. On Vacation
Subject: Vacation Leave Reminder
Hi Mia,
I’m writing to remind you that I’ll be on vacation from [start date] to [end date]. During this time, [colleague’s name] will be available to assist with any urgent matters.
Looking forward to returning refreshed.
Warm regards,
Hannah
Addition: Planning your vacation notice well in advance allows the team to prepare for your absence and ensures that tasks can be delegated smoothly.
4. Medical Leave for a Doctor’s Appointment
Subject: Out for a Medical Appointment
Dear Mia,
I wanted to inform you that I will be out of the office tomorrow afternoon for a scheduled doctor’s appointment. I will ensure all pressing matters are addressed before I leave and will be back at work the following day.
Best,
Hannah
Addition: When requesting time off for medical reasons, be as specific as possible regarding your return. A detailed and thoughtful approach reassures your team that your absence won’t interfere with ongoing work.
5. Family Emergency Leave
Subject: Emergency Leave
Dear Mia,
I’m writing to inform you that I have a family emergency and will need to take leave effective immediately. I will do my best to keep you updated and will aim to return as soon as the situation allows.
Thank you for your understanding during this difficult time.
Sincerely,
Hannah
Addition: Family emergencies can be unpredictable. Offering to keep your manager updated and setting realistic expectations for your return demonstrates professionalism even in personal crises.
6. Working from Home
Subject: Working from Home Today
Hi Mia,
Just a quick note to let you know that I’ll be working from home today due to [reason]. I’ll be reachable via email and phone for any urgent matters.
Thanks,
Hannah
Addition: Even though you may be absent from the office physically, assuring the team of your availability via other communication channels maintains workflow continuity.
7. Maternity/Paternity Leave
Subject: Maternity Leave Plans
Dear Mia,
I wanted to inform you that I will be starting my maternity leave on [date]. During this time, [colleague’s name] will take over my responsibilities. I’ll keep you posted on any changes to my return date.
Looking forward to reconnecting after my leave.
Best regards,
Hannah
Addition: For long-term absences like maternity leave, providing a specific timeline and appointing someone to manage your tasks is crucial for minimizing disruption.
8. Bereavement Leave
Subject: Bereavement Leave Request
Hi Mia,
I’m writing to inform you that I’ve experienced a loss in the family and will need to take a few days off to manage the situation. I will let you know if additional time is needed.
Thank you for your understanding during this difficult time.
Sincerely,
Hannah
Addition: When requesting bereavement leave, it’s appropriate to be brief but clear about the situation. Offering to stay in touch or update your manager shows that you’re still committed to your professional responsibilities.
9. Attending a Conference
Subject: Out of Office for Conference Attendance
Dear Mia,
I’ll be attending a conference from [date] to [date] and will be out of the office during that time. Please feel free to contact me by email if anything urgent comes up, and I will respond as soon as I can.
Thank you,
Hannah
Addition: Attending conferences often means limited availability. Letting your team know how to reach you in case of emergencies is a proactive approach to managing work while away.
10. Jury Duty
Subject: Jury Duty Notification
Dear Mia,
I’ve been selected for jury duty starting on [date] and will be absent from work. I will do my best to keep you updated on the expected duration of my absence and will manage tasks remotely when possible.
Thank you for your understanding.
Best regards,
Hannah
Addition: Jury duty is a legal obligation, but offering to handle tasks remotely or keep your manager updated shows that you are still committed to fulfilling your work duties.
11. Attending a Training Program
Subject: Out of Office for Training
Dear Mia,
I’m excited to let you know that I will be attending a training program from [start date] to [end date]. This will help me develop new skills that will be valuable to our team. I’ll ensure all my current projects are in order before I leave.
Thank you for your support.
Best,
Hannah
Addition: Highlighting the benefit of the training for the team shows your dedication to professional growth and the added value you will bring after the program.
12. Parental Leave for Child’s School Event
Subject: Parental Leave for School Event
Hi Mia,
I wanted to let you know that I will be taking leave this Friday to attend an important school event for my child. I’ll be back to work on Monday and reachable by phone for urgent matters.
Thanks for your understanding.
Warm regards,
Hannah
Addition: Informing your manager of family-related leave well in advance shows good planning and consideration of your work commitments.
13. Taking Time Off for Mental Health
Subject: Request for Mental Health Day
Hi Mia,
I wanted to inform you that I’ll be taking a mental health day tomorrow to recharge and focus on my well-being. I’ll be available via email if something urgent comes up.
Thank you for understanding the importance of mental well-being.
Best regards,
Hannah
Addition: Prioritizing mental health is important, and communicating this in a professional setting promotes a culture of respect for well-being. Offering limited availability for urgent issues demonstrates commitment while still focusing on your mental health.
14. Out for Volunteer Work
Subject: Volunteer Leave Request
Hi Mia,
I wanted to let you know that I’ve signed up for volunteer work with [organization name] on [specific date] and will be out of the office. I believe this opportunity aligns with our company values, and I’ll return the following day ready to dive back into work.
Thank you for supporting my participation.
Best,
Hannah
Addition: Volunteering demonstrates your commitment to community involvement, and mentioning how it aligns with the company’s values can strengthen your professional relationship with your team.
15. Religious Holiday Observance
Subject: Absence Due to Religious Holiday
Dear Mia,
I’m writing to inform you that I’ll be observing a religious holiday on [specific date] and will be unavailable for the day. I’ll ensure all pending work is completed before then and will be back the following day.
Thank you for your understanding.
Sincerely,
Hannah
Addition: Respect for religious observances is crucial, and informing your team about these in advance ensures that the work schedule is well-managed around such events.
16. Unexpected Car Trouble
Subject: Delayed Arrival Due to Car Trouble
Dear Mia,
I wanted to inform you that I’ve encountered car trouble this morning and may be late for work. I’m currently working on resolving the issue and will keep you updated on my expected arrival.
Thank you for your patience.
Best,
Hannah
Addition: Being upfront about unforeseen issues like car trouble ensures your manager knows about the situation before it affects work. Offering updates as the situation develops shows responsibility.
17. Out for Business Travel
Subject: Business Trip Absence
Hi Mia,
I wanted to remind you that I’ll be out of the office for a business trip from [start date] to [end date]. I’ll have limited access to email but will check in periodically for any urgent issues.
Thanks,
Hannah
Addition: Providing a reminder ahead of a business trip gives your team enough time to adjust and plan for your absence. Offering to check in occasionally shows dedication.
18. Taking a Day Off for Moving
Subject: Leave Request for Moving Day
Dear Mia,
I’m in the process of relocating and will need to take a day off on [date] to manage the move. I’ll be back to work the next day and available to catch up on any urgent matters.
Thank you for your understanding.
Best regards,
Hannah
Addition: Moving can be stressful, so notifying your team in advance about your day off helps everyone stay on top of their responsibilities during your absence.
19. Public Holiday Leave
Subject: Out for Public Holiday
Hi Mia,
Just a quick note to let you know that I’ll be out of the office for the upcoming public holiday on [date]. I’ll be back the following day and will follow up on any pending tasks.
Thanks,
Hannah
Addition: Public holidays often mean a collective pause in work. However, sending a quick note ensures that everyone is on the same page regarding availability.
20. Out Due to Severe Weather
Subject: Unable to Come In Due to Severe Weather
Dear Mia,
I wanted to inform you that due to severe weather conditions in my area, I am unable to make it to the office today. I will, however, work from home and be available for any urgent requests via email.
Stay safe,
Hannah
Addition: In cases of inclement weather, assuring your manager that you can continue working remotely minimizes the impact of your absence while showing flexibility.
Conclusion
Each of these professional ways to communicate your absence ensures that your team is well-informed while maintaining respect for your personal circumstances. These examples balance clarity with professionalism, helping you leave the right impression even when you can’t be present at work.
