How to Write an Emergency Leave Email (With Templates)

An emergency leave email notifies your employer that you need time off immediately due to an urgent situation. Here is how to write one that gets approved quickly while maintaining professionalism.

What Is an Emergency Leave Email?

An emergency leave email is a formal request for unplanned time off due to circumstances beyond your control. Unlike vacation requests submitted weeks in advance, emergency leave emails are sent when something urgent happens and you cannot come to work.

Common reasons for emergency leave:

• Medical emergencies (yours or a family member's)

• Death in the family

• Accidents or injuries

• Childcare emergencies

• Home emergencies (fire, flooding, break-in)

• Mental health crises

• Court appearances or legal matters

The goal is to inform your employer quickly, explain the situation briefly, and request the time you need while showing you have considered your work responsibilities.

Emergency Leave Email Template (Copy and Customize)

Here is a template you can use immediately:

Subject: Emergency Leave Request - [Your Name] - [Date(s)]

Hi [Manager's Name],

I am writing to request emergency leave starting [today/date] due to [brief reason: a family medical emergency / a personal health issue / an urgent family matter].

I expect to need [number of days] off and plan to return on [date]. I will update you if this changes.

To minimize disruption:

• [Colleague's name] has agreed to cover [specific task]

• I have completed [project/deadline] ahead of schedule

• I am available by email/phone for urgent questions at [contact info]

I have attached [relevant documentation if applicable]. Please let me know if you need any additional information.

Thank you for understanding.

[Your Name] [Your Position] [Contact Information]

How to Write an Emergency Leave Email Step by Step

Step 1: Use a Clear Subject Line

Your subject line should immediately communicate what the email is about. Your manager may receive dozens of emails daily. Make yours impossible to miss.

Good subject lines:

• Emergency Leave Request - John Smith - March 15-17

• Urgent: Medical Leave Needed Starting Today

• Emergency Family Leave - Requesting 3 Days

Bad subject lines:

• Help

• Need time off

• Important

For more on writing effective subject lines, see our guide on crafting networking email subject lines.

Step 2: State Your Request Immediately

Do not bury the request in paragraphs of context. Open with what you need.

Good opening: "I am writing to request emergency leave for [dates] due to [reason]."

Bad opening: "I hope this email finds you well. I wanted to reach out because something came up and I was wondering if maybe it would be possible to discuss taking some time off..."

Get to the point. Your manager will appreciate the clarity, especially if they need to make quick decisions about coverage.

Step 3: Provide Necessary Context (But Not Too Much)

Share enough information for your manager to understand the situation without oversharing personal details. You do not need to provide a detailed medical history or family drama.

Appropriate level of detail:

• "A family member has been hospitalized and I need to travel to be with them."

• "I am experiencing a medical issue that requires immediate attention."

• "There has been a death in my immediate family."

Too much detail:

• Full medical diagnoses and treatment plans

• Extensive family relationship explanations

• Emotional processing in the email

You can offer to provide documentation (like a doctor's note) without including every detail in the email itself.

Step 4: Specify the Duration

Be as specific as possible about how long you need. If you are uncertain, give your best estimate and commit to providing updates.

Examples:

• "I expect to need three days and plan to return on Thursday, March 18."

• "I anticipate needing one to two weeks. I will update you by Friday with a more precise timeline."

• "I need to leave immediately today and expect to return tomorrow."

Giving a timeline helps your manager plan coverage and set expectations with your team.

Step 5: Address Work Responsibilities

Show that you have thought about your work obligations. This demonstrates professionalism and makes it easier for your manager to approve your request.

Things to address:

• Current projects and their status

• Upcoming deadlines

• Meetings that need to be rescheduled or covered

• Colleagues who can handle urgent matters

• How you can be reached for truly critical issues (if at all)

For managing ongoing communication during your absence, our guide on auto-reply email templates covers how to set up appropriate out-of-office messages.

Step 6: Close Professionally

End with gratitude and a clear next step.

Good closings:

• "Thank you for understanding. Please let me know if you need any additional information."

• "I appreciate your support during this difficult time. I will keep you updated on my return date."

Emergency Leave Email Examples by Situation

Medical Emergency (Personal)

Subject: Emergency Medical Leave - Sarah Chen - Starting Today

Hi Michael,

I need to request emergency medical leave starting today. I am experiencing a health issue that requires immediate medical attention and rest.

I expect to be out for 2-3 days and will update you once I have more information from my doctor.

For coverage:

• The Henderson report is complete and in the shared drive

• James can handle any client calls this week

• I will be checking email once daily for urgent matters only

I can provide a doctor's note upon my return if needed.

Thank you for your understanding.

Sarah Chen Marketing Coordinator 555-123-4567

Family Medical Emergency

Subject: Emergency Family Leave Request - David Park - March 10-14

Hi Jennifer,

I am writing to request emergency leave from March 10-14. My father has been hospitalized, and I need to travel to assist with his care.

I have spoken with Tom, who has agreed to cover my responsibilities during this time. I have briefed him on the current project status and shared access to all relevant files.

I will have limited phone access but can check email in the evenings if something urgent arises. Please text me at 555-987-6543 for true emergencies.

Thank you for your support.

David Park Project Manager

Bereavement Leave

Subject: Bereavement Leave Request - Maria Gonzalez

Hi Robert,

I am requesting bereavement leave due to the passing of my grandmother. I will need to be away from [date] to [date] to travel for the funeral and be with family.

I have completed my portion of the quarterly report early. Lisa has kindly offered to monitor my inbox and forward anything urgent to me.

I will confirm my return date by [date]. Please let me know if you need any documentation.

Thank you for your understanding during this difficult time.

Maria Gonzalez Account Executive

Childcare Emergency

Subject: Emergency Leave Today - Alex Turner

Hi Patricia,

I need to request emergency leave for today. My son's school has closed unexpectedly due to a facilities issue, and I need to arrange childcare.

I should be able to return to normal schedule tomorrow. I will join the 2pm client call remotely if possible, but may need coverage from the team.

I am available by phone if anything urgent comes up.

Thank you,

Alex Turner Sales Representative 555-234-5678

Home Emergency

Subject: Emergency Leave Request - Chris Martinez - Today

Hi Amanda,

I need to request emergency leave starting immediately. There has been a water leak in my apartment causing significant damage, and I need to be present for emergency repairs and to deal with the insurance company.

I expect to need today and possibly tomorrow. I will update you this evening with a more precise timeline.

I have notified James about the client meeting scheduled for this afternoon. He can lead it in my absence.

Thank you for understanding.

Chris Martinez Operations Coordinator

What to Include vs What to Leave Out

Include | Leave Out

Dates you need off | Graphic medical details

General nature of emergency | Extensive emotional processing

Expected return date | Family drama or relationship context

Coverage arrangements | Complaints about timing

Contact availability | Requests for sympathy

Offer of documentation | Speculation about prognosis

Your email is a professional communication, not a personal conversation. Keep it focused on the logistics while being appropriately human about the situation.

Following Up After Sending

If You Do Not Get a Response

Emergencies often require action before you receive formal approval. If you have not heard back within a reasonable timeframe:

1. Send a follow-up email or text

2. Call your manager directly

3. Contact HR if your manager is unavailable

4. Document your attempts to communicate

Most companies understand that emergencies do not wait for email responses. Act in good faith and document your communication efforts.

Providing Updates

Keep your employer informed about any changes:

• If your return date changes

• If the situation is resolved sooner than expected

• If you need additional time

Brief updates show responsibility and help your team plan accordingly.

For maintaining professional communication during difficult times, see our guide on email etiquette best practices.

Company Policies and Legal Considerations

Know Your Rights

Many countries and regions have laws protecting employee leave for emergencies:

• FMLA (Family and Medical Leave Act) in the US provides up to 12 weeks of unpaid, job-protected leave for certain situations

• Similar protections exist in many other countries

• Some states and localities have additional protections

Check your employee handbook and local laws to understand your entitlements.

Documentation Requirements

Your company may require documentation for emergency leave:

• Doctor's notes for medical leave

• Death certificates or obituaries for bereavement

• Hospital records for family medical emergencies

Ask HR what documentation is needed and when it is due. Most companies allow you to provide documentation after you return rather than before you leave.

Paid vs Unpaid Leave

Emergency leave may be:

• Covered by sick leave or PTO

• Unpaid but job-protected

• Covered by short-term disability (for longer medical leaves)

• Subject to specific company policies

Clarify with HR how your leave will be classified and compensated.

Common Mistakes to Avoid

Being Too Vague

"I need some time off for personal reasons" does not give your manager enough information to respond appropriately. You do not need to share every detail, but provide enough context for them to understand the nature and urgency of the situation.

Over-Explaining

The opposite problem. A three-paragraph explanation of your medical symptoms or family dynamics is unnecessary and can make your manager uncomfortable. Keep it professional and concise.

Forgetting About Work

Sending an email that only focuses on your emergency without addressing work responsibilities puts the burden entirely on your manager. Even a brief mention of coverage shows professionalism.

Not Following Up

Disappearing without updates creates problems for everyone. Even a brief "situation is ongoing, expect to return Monday" keeps your team informed.

Using the Wrong Channel

For true emergencies, email may not be fast enough. Consider:

• Texting or calling your manager directly

• Using workplace chat tools like Slack

• Having a family member or friend contact your workplace if you cannot

Use whatever channel will reach your manager fastest given the situation.

Setting Up Coverage Before You Leave

If you have even a few minutes before you need to leave, use them to set up coverage:

1. Brief a colleague on urgent matters

2. Set an out-of-office reply with emergency contact information

3. Forward critical emails to whoever is covering

4. Update shared documents with current status

5. Cancel or delegate meetings you will miss

Our guide on auto-reply email templates shows how to set up effective out-of-office messages.

Returning to Work After Emergency Leave

Before Your First Day Back

• Confirm your return date with your manager

• Review any urgent emails or messages

• Prepare for a brief catch-up meeting

Your First Day Back

• Meet with your manager to discuss what you missed

• Thank colleagues who covered for you

• Prioritize the most critical tasks

• Do not try to catch up on everything immediately

If You Need Accommodations

If the emergency has ongoing effects, discuss any needed accommodations with your manager or HR:

• Modified schedule temporarily

• Remote work options

• Reduced workload during recovery

• Access to employee assistance programs

Emergency Leave Subject Lines That Work

Situation | Subject Line

Medical (self) | Emergency Medical Leave - [Name] - [Date]

Medical (family) | Family Medical Emergency - Leave Request - [Name]

Bereavement | Bereavement Leave Request - [Name] - [Dates]

Childcare | Emergency Childcare Leave - [Name] - [Date]

Home emergency | Emergency Leave Request - [Name] - Starting Today

General | Urgent Leave Request - [Name] - [Date(s)]

For more on effective subject lines, see our guide on email subject lines for sales which covers principles that apply to all professional emails.

Building a Good Relationship Before Emergencies Happen

The best time to prepare for an emergency leave request is before you need one:

• Be reliable day-to-day so your manager trusts you when you say something is urgent

• Build goodwill by covering for colleagues when they have emergencies

• Understand your company's policies before you need to use them

• Keep your work documented so others can step in if needed

• Maintain good relationships with colleagues who might cover for you

When you have a track record of reliability, your emergency leave requests are more likely to be handled with understanding and flexibility.

FAQs

How do I write an emergency leave email?

Start with a clear subject line, state your request immediately, provide brief context about the emergency, specify the duration you need, address work coverage, and close professionally. Keep it concise and focused on logistics.

Do I have to give details about my emergency?

No. You can provide general information like "family medical emergency" or "personal health issue" without sharing specific details. Offer to provide documentation if required by company policy.

What if my manager does not respond to my emergency leave email?

Follow up via phone, text, or workplace chat. If your manager is unavailable, contact HR or a higher-level manager. Document your attempts to communicate. In true emergencies, act in good faith and formalize the paperwork later.

How much notice do I need to give for emergency leave?

As much as possible given the circumstances. True emergencies may allow no notice at all. Communicate as soon as you can, even if that means sending an email from the hospital waiting room.

Can I be fired for taking emergency leave?

Laws vary by location. Many places have protections for medical and family emergencies. Check your local laws and company policies. If you believe your rights have been violated, consult with HR or an employment attorney.

Should I check work email during emergency leave?

That depends on the nature of your emergency and your company culture. Set clear expectations in your initial email. For serious emergencies, it is reasonable to be completely unavailable. For less severe situations, checking email once daily may be appropriate.

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