Unexpected situations can force you to miss work without warning. A sudden illness, family crisis, or personal emergency might require immediate time off. Sending a proper email to your boss about your absence helps maintain good professional relationships and shows respect for your workplace.
The right words and tone make a difference in these emails. A well-written apology email for unplanned leave shows professionalism while explaining your situation clearly. These samples cover many scenarios you might face, giving you useful examples you can adjust for your needs.
Sample Apology Emails for Unplanned Leave
These 20 email samples will help you communicate your unexpected absence professionally and effectively.
1. Emergency Medical Situation
Subject: Urgent Medical Emergency – Unable to Come to Work Today
Dear Mr. Thompson,
This email is to notify you that I had to rush to the emergency room early this morning due to severe chest pain. The doctors are running tests to determine the cause, and I will need to stay under observation for the next 24 hours.
My team has the materials needed for today’s client presentation, and Sarah can lead the meeting as we had practiced together. All other pending tasks are up to date, and I can guide the team remotely if needed.
I will keep you updated about my condition and expected return date as soon as I get more information from the doctors. Thank you for understanding this unexpected situation.
Best regards,
David Chen
2. Family Medical Emergency
Subject: Absence Due to Family Emergency – Immediate Family Member Hospitalized
Dear Ms. Rodriguez,
My mother suffered a stroke last night and was rushed to City General Hospital. I need to take immediate leave to be with her and help make critical medical decisions as her primary caregiver.
I have already briefed James about the ongoing projects and shared access to all necessary files. He will handle my responsibilities during my absence. The quarterly report draft is complete and saved in the shared drive.
I expect to have a better understanding of the situation by tomorrow morning and will update you accordingly. I appreciate your understanding during this difficult time.
Kind regards,
Michelle Parker
3. Personal Health Issue
Subject: Sudden Health Issue – Taking Sick Leave Today
Dear Dr. Williams,
I woke up with a severe migraine and vertigo that makes it impossible for me to drive or work effectively today. Following my doctor’s advice, I need to rest in a dark room and avoid screen time for the next 24 hours.
The monthly department statistics are ready and saved on the shared drive. Lisa can present them at today’s team meeting. I have also emailed the team about the status of other ongoing tasks.
I plan to return tomorrow, assuming my condition improves with medication and rest. Thank you for your understanding of this situation.
Regards,
Robert Martinez
4. Childcare Emergency
Subject: Unexpected Absence – Childcare Emergency
Dear Mrs. Anderson,
My son’s daycare called to notify me of an immediate closure due to a water main break. Unfortunately, I have no backup childcare arrangement available on such short notice and need to stay home with him today.
I can handle most of my work remotely and will join the scheduled video meetings. The client proposal is ready for review, and I will send it within the next hour. Tom can cover the in-person meeting with marketing if needed.
The daycare expects to reopen tomorrow. I will confirm my return once they provide an update. Thank you for your flexibility with this unexpected situation.
Best wishes,
Amanda Lewis
5. Transportation Emergency
Subject: Unable to Reach Office – Vehicle Breakdown
Dear Mr. Peterson,
My car broke down on the highway while driving to work. The towing service estimates it will take three hours to get the car to a repair shop and arrange alternative transportation.
I have my laptop with me and can work remotely once I reach home. The team presentation scheduled for 2 PM is ready, and I can deliver it virtually if that works for everyone. All other deliverables for today are on track.
I will update you once I have more information about my arrival time. I apologize for any inconvenience this may cause.
Sincerely,
Daniel Wright
6. Home Emergency
Subject: Emergency Leave Request – Home Flooding Situation
Dear Ms. Chang,
A pipe burst in my apartment this morning, causing significant flooding. I need to stay home to meet with emergency plumbing services and prevent further damage to my property.
I have contacted all clients scheduled for today and rearranged our meetings for later this week. The project timeline document is updated and shared with the team. I can join calls and handle urgent matters remotely between dealing with this situation.
I hope to have this resolved by tomorrow and will send an update by end of day. Thank you for understanding this emergency.
Best regards,
Rachel Cohen
7. Pet Emergency
Subject: Emergency Leave – Pet Medical Emergency
Dear Mr. Patel,
My dog had a severe medical emergency this morning and needs immediate surgery. As his sole caregiver, I must stay at the veterinary hospital to make medical decisions and handle the situation.
All my deliverables for today are complete and in the shared folder. I have briefed Maria about the status of ongoing projects, and she can handle any urgent matters that arise. I remain available by phone for any critical decisions.
I will update you about my return timeline once the veterinarian provides more information. Thank you for your understanding.
Regards,
Emily Turner
8. Weather-Related Emergency
Subject: Unable to Come to Office – Severe Weather Conditions
Dear Dr. Bennett,
Due to the flash flooding in our area, all major roads to the office are currently closed. Local authorities advise against any non-essential travel until the water recedes.
I have set up my home office and can handle all my responsibilities remotely. The team has been notified, and we will conduct our scheduled meetings via video conference. The client deliverables are on track and will be submitted as planned.
I will keep monitoring the situation and update you when road conditions improve. Thank you for your understanding of this weather-related emergency.
Best wishes,
Samuel Kim
9. Personal Safety Emergency
Subject: Emergency Leave – Safety Concern at Home
Dear Mrs. Thomas,
A break-in attempt occurred at my home last night. I need to stay here today to file a police report, meet with security services, and have new locks installed.
The monthly analysis report is ready for your review, and I have shared it with the team. Alex will present at the department meeting on my behalf. I can handle other tasks remotely between appointments.
I expect to complete all necessary security measures today and return tomorrow. Thank you for your understanding of this serious situation.
Kind regards,
Laura Martinez
10. Mental Health Emergency
Subject: Requesting Immediate Leave – Health Related
Dear Mr. Garcia,
I am experiencing a severe anxiety attack and, following my healthcare provider’s advice, need to take today off to focus on my health and well-being.
The client presentations are prepared and saved in the team folder. Jenny has all information needed to handle today’s meetings. I have also updated the project tracking sheet with current status and next steps.
I plan to return tomorrow after following my prescribed care routine. Thank you for your understanding and support during this time.
Best regards,
Michael Thompson
11. Public Transportation Strike
Subject: Unexpected Leave – Transportation Strike
Dear Ms. Wilson,
The city-wide public transportation strike announced this morning has left me with no viable way to reach the office. All alternative services are overwhelmed with long waiting times.
I have set up to work from home and can handle all my duties remotely. The team has been informed, and we will conduct our meetings online. The quarterly review document will be completed and shared by noon.
I will return to the office once the strike ends or alternative transportation becomes available. Thank you for your understanding.
Regards,
Christopher Lee
12. Family Member Release from Hospital
Subject: Emergency Leave – Family Member Hospital Release
Dear Dr. Morgan,
My father is being released from the hospital this morning, and as his primary caregiver, I need to be there to bring him home and ensure he is properly settled with his new medical equipment.
The project status report is complete and saved in our shared drive. I have briefed Kevin on handling any urgent client requests today. All other tasks are up to date, and I can be reached by phone if needed.
I expect to return tomorrow once my father is safely settled at home. Thank you for your consideration of this family matter.
Best wishes,
Jessica Brown
13. Temporary Caregiver Emergency
Subject: Immediate Leave Required – Caregiver Emergency
Dear Mrs. Foster,
My elderly neighbor’s regular caregiver had an emergency, and I am the listed backup caregiver. I need to stay with her today until a replacement caregiver arrives this evening.
I can work remotely and attend virtual meetings as scheduled. The marketing materials are ready for review, and I shared them with the team yesterday. Sarah can handle the client walk-through this afternoon.
I will be back in the office tomorrow morning. Thank you for understanding this unexpected situation.
Kind regards,
William Chen
14. Legal Emergency
Subject: Emergency Leave Request – Urgent Legal Matter
Dear Mr. Davidson,
I received an urgent summons requiring my immediate presence at the courthouse today for a legal matter. This was unexpected, and I must attend in person.
The quarterly budget review is complete and ready for submission. I have informed the team about my absence, and Mark will lead the afternoon strategy session. All other projects are on schedule.
I anticipate this matter will be resolved today and plan to return tomorrow. Thank you for your understanding of this urgent situation.
Sincerely,
Patricia Rodriguez
15. Home Service Emergency
Subject: Working Remotely Today – Emergency Home Repairs
Dear Ms. Hamilton,
Critical home repairs require my presence today as multiple service providers need access to my house for an emergency gas leak investigation and repair.
I have my laptop and can work remotely between the repair sessions. The team presentation is ready, and I can deliver it virtually at the scheduled time. All other deliverables remain on track.
I expect the repairs to be completed today and will return to the office tomorrow. Thank you for your flexibility with this situation.
Best regards,
Thomas Wilson
16. Family Member School Emergency
Subject: Emergency Leave – School Situation
Dear Mr. Edwards,
My daughter’s school called requesting my immediate presence due to a medical incident during sports practice. I need to take her for urgent medical evaluation.
The client proposal is complete and shared with the team for final review. I can join the team meeting virtually once we finish at the medical center. Ryan will handle any urgent client requests today.
I will update you about my return timeline after the medical assessment. Thank you for understanding this family emergency.
Kind regards,
Karen Matthews
17. Personal Documentation Emergency
Subject: Urgent Leave Request – Government Office Appointment
Dear Dr. Lee,
I received notification that my visa documentation requires immediate attention at the government office today. Missing this appointment could affect my work authorization status.
All my presentations are prepared and shared with the team. Alice can lead the client meeting scheduled for this afternoon. I can be reached by phone for any urgent matters.
I expect to complete this process today and return tomorrow. Thank you for your understanding of this time-sensitive situation.
Best wishes,
James Wilson
18. Dependent Care Emergency
Subject: Emergency Leave – Dependent Care Situation
Dear Mrs. Carter,
My sister, who I am the legal guardian for, needs immediate medical attention. I must accompany her to the hospital as she requires support for medical decision-making.
The monthly reports are complete and saved in the department folder. I have briefed David about ongoing projects, and he can handle any urgent matters. I will be available by phone between medical consultations.
I will send an update about my return timeline once I have more information about her condition. Thank you for your understanding.
Regards,
Susan Park
19. Building Emergency
Subject: Unable to Access Office – Building Emergency
Dear Mr. Matthews,
Our apartment building lost power due to an electrical emergency, and I am required to stay on-site until electricians complete their safety assessment. They estimate this will take several hours.
I have my work equipment and can handle all tasks remotely. The team has been notified, and we will conduct meetings via phone to conserve my laptop battery. The client deliverables will be submitted as scheduled.
I will update you once the building situation is resolved. Thank you for your understanding of this emergency.
Best regards,
Jennifer Adams
20. Family Member Mental Health Emergency
Subject: Emergency Leave Request – Family Crisis
Dear Ms. Roberts,
My brother is experiencing a mental health crisis and needs immediate support. As his primary support person, I must take him to his healthcare provider and ensure he receives proper care.
The project timelines are updated and shared with the team. Mike can handle the vendor meeting scheduled for today. All other tasks are current, and I can be reached by phone if needed.
I anticipate returning tomorrow once my brother is stabilized. Thank you for your compassion regarding this sensitive situation.
Kind regards,
Richard Taylor
Wrap-up
Writing an appropriate apology email needs a good mix of honesty, professionalism, and clarity. These examples demonstrate how to tell your workplace about unexpected absences while keeping good relationships. Change the wording and details to fit your situation. A considerate, clear message helps your supervisor understand your circumstances and shows respect for your professional commitments.