Inform Employees of Another's Illness • Letter Templates and Guidelines

How to write this letter:

1	Simply inform the employees of their co-worker's illness.
2	Add appropriate details without disclosing information that the ill person would want to keep private.
3	Ask for support to cover for the person until he or she returns.

Guidelines

This is a considerate gesture to let other employees know the status of a co-worker who is absent from work. Care should be taken to not disclose information that the ill employee would want to keep private. It can also be an appeal for needed cooperation or effort during this time.

English Letters

Spanish Letters

Example Letter #1

I am sorry to report that Jane Doe has been hospitalized for observation regarding a recurring health problem. As some of you know, she has been taking medication for an ulcer for the past few months, but the problem persists. Although her desires are to be at work, her doctor insists that she undergo more tests.

If all goes well, she expects to be back on Monday. In the meantime, please do your best to help with her work load, so she won't be swamped when she returns. Thanks for your help and consideration.

Example Letter #2

As many of you know, Jane Doe is a bit under the weather. Her physician suspects she suffers from a mild case of pneumonia. She will be absent from work until she is fully recovered and her doctor gives her permission to return. I am sure she would appreciate your call, although visits do exhaust her. Please be prepared to receive her overflow, so we can avoid becoming too backed up in her absence.

Example Letter #3

As you may know, John was hospitalized over the weekend for minor surgery to correct painful bone spurs. I have spoken with him and he is in great spirits, very eager to be back on his feet. He will be recuperating at his home for at least two weeks. John has indicated that he would welcome visitors, and has asked in particular that he be kept abreast of affairs in the bidding for the Springfield Middle School remodeling contract. Ever the technophile, Harold has been telecommuting from his "bedtop computer," as he calls it.

Write Your Letter Step-by-Step

1

Simply inform the employees of their co-worker's illness.

Example Sentences for Step 1

In case you were not aware, Jane Doe has been hospitalized with an acute case of pneumonia. I am sorry to report that John Doe has been hospitalized. I guess our picnic last Saturday was too much for John. He suffered a sprained back when he slid into home plate, and the doctor has prescribed bed rest for several days. I thought you should know that John suffered a mild heart attack over the weekend. Jane Doe was admitted to the Springfield hospital for observation after experiencing chest pains during our meeting this morning.

Example Phrases for Step 1

2

Add appropriate details without disclosing information that the ill person would want to keep private.

Example Sentences for Step 2

It appears that she will be away from the office for at least four weeks. She is pleased to receive visitors, but long visits are inappropriate at this time. We anticipate that he will be in the hospital for two weeks and will spend a month recuperating at home. A get-well card is circulating in case you would like to write him a personalized greeting. Back injuries require serious attention, so we hope John will take care of himself and return to us soon with his usual energy.
I think it would lift his spirits to receive notes and cards. He is in the Springfield Central Hospital, and I think he would appreciate cards and notes from his friends. I don't think he is ready for personal visits yet. Initial tests are encouraging, and doctors suggest that she will be able to return to work in a day or two.

Example Phrases for Step 2

3

Ask for support to cover for the person until he or she returns.

Example Sentences for Step 3

We will miss her energy, but if we all pitch in and share a part of her load, we can manage until she gets back. In the meantime we will have some temporary help, but we will still have to pull together to make our deadlines. Until he returns, I trust that you can share some of his duties. John would be very appreciative. I realize that we need his help on the new project, but we will have to do our best without him for a period of time. We will have to consider some readjustments next week. I would appreciate it if her assistants could monitor her major accounts until she returns.

Example Phrases for Step 3

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