On Monday morning, 7:15 AM, the fever rises and the doctor only sees patients at 9 AM. Your employer is waiting to know if you will be at your post. The message you send in the following minutes determines the outcome: continuation of salary supplement, relationship with your manager, and even the validity of your sick leave in case of a follow-up visit. Writing a clear message for sick leave that complies with the Labor Code is not trivial.
Follow-up medical visit and convalescence address: what your message must now contain
Most templates circulating online are limited to three lines: “I am sick, here is my leave, see you soon.” This format is no longer sufficient.
Since July 2024, the follow-up visit mandated by the employer can occur at any time during the leave, without prior notice. The controlling doctor can show up at your home any day, including during authorized outing hours.
At the same time, the employee must indicate the exact address where they are staying during their leave. If you are recovering at a relative’s place rather than your usual home, this information must be included in your first sick leave message or communicated within 48 hours along with the medical certificate.
Failing to provide this address risks the follow-up visit failing, which can lead to the suspension of the employer’s supplement. This point is often underestimated, even though it takes just a few seconds to write.
48-hour deadline and notification channel: SMS, email, or call
The Labor Code requires notifying the employer and sending the medical certificate within 48 hours. This deadline starts from the date the leave is prescribed, not from the moment you return home.
Which channel to choose for notification
No legal text mandates a specific channel. In practice, three scenarios are observed:
- A phone call remains the most common way to notify the direct manager, especially in small organizations where absence disrupts the team within the hour.
- SMS or instant messaging (Teams, professional WhatsApp) is suitable when one is not in a position to speak, for example, in case of laryngitis or after a procedure. It leaves a timestamped written record.
- A formal email to the HR department, with a scan or photo of the employer’s portion attached, provides the strongest proof to secure the administrative file.
The most reliable approach: combine a short message to the manager (SMS or call) and an email to the HR department with the supporting document. Two channels are better than one in case of a dispute.
What to write in the email subject
The subject should be factual and allow for quick processing: “Sick leave – [First Name Last Name] – starting from [date].” Avoid vague formulations like “Absence” or “Info” that get lost in a busy inbox.
Examples of sick leave messages according to the situation
Here are three formulations adapted to concrete situations. Each includes elements that classic templates overlook: convalescence address, expected duration, and contact person.
Short message by SMS to the manager
“Hello [First Name], I have been on sick leave since this morning. My doctor has prescribed leave until [date]. I will send the employer’s portion to HR by email today. During my leave, I can be reached at my usual home, [address]. Have a good day.”
This format fits in a few lines, is readable on a phone screen, and covers the three mandatory pieces of information: dates, justification, address.
Formal email to the HR department
Subject: Sick leave – [First Name Last Name] – from [start date] to [expected end date]
“Dear Sir or Madam, I inform you that my doctor has prescribed a work leave from [date] to [date]. You will find attached the portion intended for the employer. During this leave, I will be staying at the following address: [complete address]. For any urgent matters related to my ongoing files, [Colleague’s Name] has the necessary access. Best regards, [Signature].”
Message in case of leave extension
We don’t always think about it, but each extension of leave triggers a new 48-hour deadline to submit the certificate. A long leave generates a sequence of messages, not just a single initial send.
“Hello [First Name], my sick leave has been extended until [new date]. I will send the new certificate to HR today. My convalescence address remains unchanged. Thank you for your understanding.”
Common mistakes that weaken your sick leave file
A well-declared leave protects your rights. Poorly communicated leave can lead to delays in compensation or even disciplinary action for unjustified absence.
- Sending the certificate beyond 48 hours without justifying the delay: the CPAM may reduce daily allowances.
- Not mentioning the convalescence address when not at the usual home: the follow-up visit fails, and the employer suspends the supplement.
- Providing medical details in the message: the diagnosis is not the concern of the manager or HR. Only the dates of leave and the ability or inability to work are relevant to them.
- Forgetting to notify the manager in addition to HR: the administrative service processes the file, but it is the team that suffers from the disorganization. A simple SMS to the direct supervisor is sufficient.
Feedback varies on the necessity of proposing a backup for ongoing files. In larger organizations, it is often the manager who reallocates tasks. In smaller teams, spontaneously indicating who has access to your files facilitates the transition.
One last point rarely addressed: if your collective agreement provides for a shorter notification period than 48 hours (some require “without delay”), that shorter period applies. Checking your company agreement before sending your message will help avoid an unpleasant surprise when calculating your compensation.
