How to Politely Inform Your Professor of Sickness Absence

How to Politely Inform Your Professor of Sickness Absence

We’ve all been there — waking up ill under the weather, realizing you won’t make it to that 9 AM lecture. Informing your professor of an absence due to illness can feel awkward, but handling it professionally will maintain goodwill and keep you on track academically. This guide walks you through the essentials of crafting a polite, clear email so you can focus on recovery.

Why Good Email Etiquette Matters

1. Professionalism: Professors juggle teaching, research, and administrative duties; a concise, courteous note shows you respect their time.

2. Record Keeping: A written record of your communication helps clarify what you missed and establish expectations for make‑up work.

3. Relationship Building: Demonstrating responsibility—even when you’re unwell—builds trust and shows you take your studies seriously.

Key Components of Your Absence Email

1. Clear Subject Line - Keep it specific, eg. "Absence from [Course Number/Name] on [Date]"

2. Proper Greeting - Use the formal title the professor prefers (e.g., “Dear Dr. Smith,” or “Hello Professor Jones,”).

3. Polite Opening & Brief Apology - Acknowledge the inconvenience: "I hope you’re doing well. I’m writing to let you know that I’m unwell and will be unable to attend class on [Date]."

4. Reason & Duration - Be honest but concise; medical details aren’t necessary: "I have come down with a fever and sore throat, and my doctor has advised rest through [Date]."

5. Proactive Next Steps - Ask about missed content and assignments: "Could you please let me know what topics will be covered and if there are any assignments I should review?"

6. Express Willingness to Follow Up - Volunteer to catch up: "I’m committed to staying on track and will review the lecture notes and any readings. If there’s anything else I should do, please let me know."

7. Consider supporting medical documentation - You may consider providing supporting medical documentation to rationalize your health circumstances as well as explain the duration of anticipated absence.

8. Closing & Signature - Thank them for understanding and sign off: "Thank you for your understanding. Sincerely, [Your Name] [Course & Section] [Student ID (optional)]"

Sample Email

Subject: Absence from HIST 201 on May 21, 2025

Dear Professor Alvarez,

I hope you’re doing well. I’m writing to inform you that, unfortunately, I will be unable to attend our HIST 201 lecture on Wednesday, May 21, as I’ve come down with a high fever and my doctor has advised me to rest through Thursday.

Could you please let me know what topics will be covered and if there are any readings or problem sets due next class? I will review the lecture slides and readings in the meantime, and I’m happy to complete any additional work to stay up to date.

Thank you for your understanding, and I apologize for any inconvenience.

Sincerely,

Maria Chen
HIST 201, Section 02
Student ID: 12345678

Additional Tips

• Send Early: As soon as you know you’ll miss class, send your email — ideally at least a few hours before.

• Keep It Brief: Professors appreciate concise messages. Stick to essential information.

• Use Your University Email: Sends a clear signal and reduces the chance your message lands in spam.

• Follow Up If Needed: If you don’t hear back in a day or two, a polite “gentle reminder” is acceptable.

• Provide Documentation If Required: Some courses or institutions may request a doctor’s note; mention you can provide one if needed.

Missing class due to sickness is never ideal, but clear, courteous communication goes a long way toward maintaining your academic standing and your relationship with your professor. By following this email etiquette framework — strong subject line, respectful greeting, concise explanation, proactive next steps, and gracious closing, you’ll navigate absences smoothly and get back on track in no time. Feel better soon!

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