How to bring up leave of absence and communicate it to your boss
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Even if you have a medical certificate ready, many people hesitate, wondering "How should I tell my boss?" Let's organize the key points for communication.
For medical certificate consultations, please feel free to contact us via LINE first.
Consult on official LINEWhat to prepare before communicating
- Medical certificate (issued by a doctor)
- Timing for communication (ideally in person or by phone, when you can speak calmly)
- Simple memo of tasks to be handed over
Basic flow of communication
- Ask your boss to set aside time, stating you have something you'd like to discuss.
- Explain that you're not feeling well and your doctor recommended rest.
- Submit your medical certificate.
- Confirm the leave procedures and estimated duration.
- Briefly explain any tasks that require handover.
Key points when communicating
- You don't need to explain all the details of your symptoms. Simply stating "I'm unwell and the doctor said I need rest" is sufficient.
- Whether or not to disclose your diagnosis is up to your own discretion.
- Focus on conveying the facts concisely, without becoming emotional.
- Don't try to handle it alone; if necessary, consult with HR or the industrial physician.
When direct communication is difficult
Depending on your condition, reporting in person or by phone might be too much of a burden. You can also make initial contact via email or ask your family to communicate on your behalf. Prioritize not worsening your symptoms by pushing yourself too hard.
Examples of how to communicate
For those who are unsure how to start the conversation, here are examples for different situations. These are just examples, so please adjust them to your own circumstances.
When communicating in person or by phone
"I haven't been feeling well for a while, and after seeing a doctor, I was diagnosed as needing rest. I apologize for any inconvenience, but I would like to consult with you about taking some time off. I have a medical certificate available."
When making initial contact via email
"Good morning/afternoon. I haven't been feeling well, and after seeing a medical professional, I was diagnosed as needing rest. I would like to submit a medical certificate and discuss taking a leave of absence. I would appreciate it if you could spare some time."
In both cases, focusing on the fact that you "received a doctor's diagnosis due to poor health" rather than the "details of the cause" means you don't have to say too much.
What to do if asked for your diagnosis
Your boss or HR representative might ask, "What exactly is your illness?" You are not obligated to disclose your diagnosis, and you can respond by saying, "The detailed illness name is private, so please refer to the medical certificate for that information." In many companies, procedures can be completed based solely on the information in the medical certificate (whether a diagnosis is present or not), so it's fine to prioritize submitting the medical certificate first and not feel pressured to provide more details beyond that.
Why you don't need to explain detailed symptoms
For leave procedures, the company essentially needs two things: "that you are unable to work" and "the estimated period of recuperation." Both of these are stated on the medical certificate. Explaining detailed symptoms or causes is not essential for the procedure. Health information, which is sensitive personal information requiring special consideration under privacy laws, does not need to be disclosed in detail without your consent. There's no problem in saying, "It's as stated in the medical certificate," rather than trying to explain exhaustively "why you're unwell."
To avoid feeling too much pressure about handover
Some people, feeling guilty about "causing trouble," try to do a perfect handover and end up worsening their health. Handing over tasks when you need rest is sufficient if done briefly within your capabilities. For detailed handover documents, consider discussing with the company to keep them to a minimum, depending on your health and situation. Prioritizing your own recovery will ultimately lead to a quicker return to work.
Common reactions from the company after communication and how to handle them
| Reaction | Approach |
|---|---|
| Pushed to stay, persuaded to reconsider | It's perfectly fine to repeatedly state that your health is your top priority. |
| Asked for excessive details | Say "Please confirm the details in the medical certificate," and don't feel pressured to explain further. |
| Treated coldly | This can be shocking, but you are not responsible for your poor health, and taking leave is a legitimate right. |
| Surprisingly readily accepted | Often, people worry too much, and things proceed smoothly in reality. |
Regardless of the reaction, taking leave is a legitimate option available to employees. Don't let the company's reaction overly affect you; prioritize your own recuperation.
For medical certificate consultations, please feel free to contact us via LINE first.
Consult on official LINEFrequently Asked Questions
It is not mandatory. It's perfectly fine to say, "I'm unwell and the doctor said I need rest."
Initial contact via email or communication through family members is also acceptable. Prioritize your own health.
This depends on the company culture and your relationship with your boss, but for important reports, it's often preferable to communicate verbally, by phone, or via a formal email. However, if your health makes that difficult, prioritize communicating through any available means.
Handing over tasks while needing rest is fine to do within your capabilities. It's counterproductive to aim for perfection and end up worsening your health. It's advisable to discuss what's feasible with the company.
What the company needs for procedures is "that you are unable to work" and "the estimated period of recuperation," which are stated on the medical certificate. Health information is sensitive and requires privacy considerations, so you don't need to explain details unnecessarily.
Not at all. You are not responsible for your poor health, and taking leave is a legitimate right. Don't let their reaction overly affect you, and prioritize your recuperation.
