Everyone has to miss work from time to time, sometimes for illness, an appointment, or other personal reasons. Some employers ask employees for a formal letter explaining when and why they missed work.

Sometimes employers want employees to write these letters before an absence, and sometimes they are written after. When and how you submit your letter will depend on company policy.

Writing an effective absent excuse letter is crucial to convey your situation professionally. Here are some tips to help you compose a thoughtful and appropriate letter:

• Promptness: Submit the excuse letter as soon as possible. This shows responsibility and consideration for the impact of your absence.

• Clear and Concise Subject: Use a clear subject line that indicates the purpose of the letter, such as “Absent Excuse Letter for [Date].”

• Formal Format: Follow a formal business letter format with your name, address, date, recipient’s details, salutation, body paragraphs, closing, and signature.

• Opening: Start with a polite salutation, such as “Dear [Recipient’s Name].”

• Clearly State the Purpose: Begin the body of the letter by directly stating the reason for your absence. Be specific and provide details on the date(s) you were absent.

• Explain the Circumstances: Provide a brief explanation of the circumstances that led to your absence. Whether it’s illness, a family emergency, or personal reasons, be honest without divulging excessive personal information.

• Apologize: Express regret for any inconvenience caused by your absence. This shows professionalism and a sense of responsibility.

• Highlight Actions Taken: If applicable, mention any actions you took to minimize the impact of your absence, such as notifying colleagues or completing urgent tasks beforehand.

• Closing: End the letter on a positive note, expressing gratitude for understanding. Use a formal closing, such as “Sincerely” or “Best Regards.”

• Signature: Sign the letter by hand if it’s a physical letter. If it’s an email, include a scanned or electronic signature for a personal touch.

• Proofread: Carefully proofread the letter to ensure it is free of grammatical errors and conveys your message clearly.

• Follow Company Policies: Check your company’s policies regarding absenteeism and follow any specific procedures outlined for notifying superiors or HR.

• Provide Supporting Documentation: If required or appropriate, attach any supporting documentation, such as a medical certificate or other relevant proof.

• Keep It Professional: Maintain a professional tone throughout the letter. Avoid unnecessary details and stay focused on the main points.

excuse letter for being absent at work place

[Your Name]
[Your Address]
[City, State, ZIP Code]
[Date]

[Recipient’s Name]
[Company or School Name]
[Address]
[City, State, ZIP Code]

Dear [Recipient’s Name],

I am writing to formally apologize for my absence on [date(s)] from [work/school]. Unfortunately, I was unable to attend due to [mention the reason for your absence, such as illness, a family emergency, or personal reasons].

I understand the importance of being present and fulfilling my responsibilities. I sincerely regret any inconvenience my absence may have caused. Rest assured, I have taken the necessary steps to ensure that [mention any actions taken, such as notifying colleagues or completing urgent tasks before your absence].

I would like to thank you for your understanding and would be happy to provide any additional information or documentation if required. I am committed to making up for any missed work and ensuring a smooth transition upon my return.

Again, I apologize for any disruption caused by my absence. I appreciate your understanding and cooperation in this matter.

Thank you for your time and consideration.

Sincerely,

[Your Full Name]
[Your Position or Grade]
[Your Contact Information]

Sample Absent Excuse Letters for Missing Work

Sample Formal Excuse Letter

You can use this sample as a model to write an excuse letter. Download the template (compatible with Google Docs and Word Online), or read the text version below.

Download the Word Template

Formal Excuse Letter (Before Missing Work)

Date

Employer’s Name
Employer’s Title
Organization
Address
City, State Zip Code

Dear Mr./Ms. Last Name:

Please accept this letter as formal notification that I will be unable to attend work from January 18, 2024 to January 20, 2024. I will be attending the professional development conference that I spoke with you about earlier this week.

I have arranged to be on email during work hours, and I will call and check in with the office once a day to see what I missed.

Please let me know if I can provide any further information, or if you need anything else from me to make my absence run smoothly. Thank you for allowing me to take this terrific opportunity.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Formal Excuse Letter (After Missing Work)

Date

Employer’s Name
Employer’s Title
Organization
Address
City, State Zip Code

Dear Mr./Ms. Last Name:

Please accept this letter as formal notification that I was unable to attend work on December 20, 2024 due to illness. I have already completed the tasks for this week that I missed during my absence.

Please let me know if I can provide any further information. Thank you for understanding.

Sincerely,

Your Signature (hard copy letter)

Your Typed Name

Sending an Email Message

Sometimes it makes more sense to send an email message explaining your absence. For example, if you want to tell your boss as soon as possible that you will not be at work, emailing or calling is the quickest way to share this information. Some employers even ask that employees alert them to absences via email or text.

If you send an email message excuse for your absence, be sure to keep the email short, simply stating the dates you will be absent and giving a brief explanation for why you will be away.

Also be sure to include a clear subject line, even simply: “Absence from Work – Your Name.” This clearly explains the purpose of your email to your boss.