How to Call Out Sick: What to Say & Avoid (With Examples)

Imagine you have been waking up feeling unwell this morning, but you need to call your boss and explain why you can’t make it to work. It’s a moment that can make anyone feel uneasy.😟

 But don’t worry – delivering the message with the right tone and words can make a big difference. We’ll guide you through the process so you feel confident in handling the situation.💪

 In this blog, you’ll learn how to call out sick, what to say when calling out sick, and how to maintain professionalism, making it easier for you to handle these situations.📞

So, let’s dive in!!!!🚀🚀

What does “Call Out Sick” Mean?

Calling out sick means telling your boss you can’t work because you’re not feeling well. It’s a formal way to ask for time off, following your company’s rules. Whether you need one day or more, it’s important to let them know kindly and on time.

Common Reasons to Call Out Sick: A Professional Guide to Communication

Sometimes, because of illness or other unexpected conditions, you will have to call out sick from work. Here are some common reasons people give for taking time off and how to address them clearly and professionally: 

I. Flu or Cold

If you’re feeling sick with a cold or the flu, it’s best to stay home and rest. Let your employer know early, and keep your message short. For example, you can say:

“Hi [Manager’s Name], I’m not feeling well and need to call out sick from work today to rest. I’ll keep you updated on my condition.”

II. Medical Appointments

If you have a doctor’s appointment or need to see a specialist, let your manager know in advance. This gives them respect and helps them also plan accordingly when you will be absent. You could say:

“Hello [Manager’s Name], I have a medical appointment tomorrow and need to leave for a few hours. I’ll make sure to catch up on work afterward.”

III. Injury

If you get injured, no matter how big or small, you should let your employer know immediately. Be honest and follow your workplace’s sick leave communication tips. Here’s an example:

“Hi [Manager’s Name], I’ve injured myself and need to stay home today to rest and recover. I’ll update you later about how I’m doing.”

IV. Mental Health Day

Sometimes, you need a break because of your mental health. Let your manager know you’re not feeling well and need a day to recharge. A simple message could be:

“Hi [Manager’s Name], I’m feeling mentally exhausted and need to take a mental health day to recover. I’ll be back to work tomorrow.”

V. Contagious Illnesses

If you are sick with a contagious something, it is responsible to call in and not spread those germs. Let your employer know you need to take a sick day. For example:

“Hi [Manager’s Name], I’m feeling sick and might be contagious, so I need to stay home today. I’ll keep you posted on my health.”

VI. Family Emergencies

Sometimes, personal situations, like a sick child or a family emergency, may require you to stay home. When this happens, let your manager know briefly and assure them you’ll stay in touch. Here’s what you can say:

“Hi [Manager’s Name], I need to call out sick from work today due to a family emergency. I’ll keep you updated and let you know when I’ll be back.”

11 Expert Tips on How to Call Out Sick Professionally

How to Call out sick is something everyone needs to do sometimes. It’s important to do it the right way so your work and team aren’t affected too much. If you’re not sure what the best way to call in sick is, here are some expert tips to follow:

1. Give Notice Early

The earlier you inform your employer, the better. Letting them know as soon as possible helps them plan for your absence and reduces disruption in the workplace.

2. Be Honest

Always be truthful about why you’re not at work. It’s easy to say you’re sick when you’re just not feeling your best, but being honest is very important. What not to say when calling out sick is making up an illness, as it can hurt your reputation.

3. Use the Appropriate Communication Method

 Some workplaces will ask for a phone call, whereas others may allow an email or text. Make sure to follow your organization’s sick leave communication tips.

4. Be Specific, But Brief

 When explaining your absence, keep it clear, but don’t overexplain. For example, saying, “I have a stomach virus and need the day to rest,” gives enough information.  Avoid saying something too vague, like “I’m not feeling well.”

5. Stick to Professional Language

Whether you send an email call-out sick or how to call in sick via text, make sure that language is formal and respectful. Don’t use slang or emojis.

6. Follow Up if Needed

 If you need more than a day off, be sure to check in with your employer and let them know how you’re doing. Keeping them informed shows professionalism and a commitment to your work.

7. Don’t Wait Until the Last Minute

 Ideally, you should call out sick the night before or first thing in the morning. Waiting until the last minute can be seen as unprofessional unless there’s an emergency.

8. Offer to Help with Urgent Work

 If possible, mention how you can assist with urgent tasks remotely or suggest how your duties can be covered during your absence. This shows initiative and responsibility.

9. Respect the Sick Leave Policy

 Each company has its own rules about sick leave. Whether it’s requiring documentation or limiting the number of sick days you can take, always respect these policies to avoid issues.

10. Be Professional and Courteous

 Even if you’re feeling terrible, always be polite and courteous when making the call or writing the email. You want to maintain a professional relationship with your employer.

11. Know Your Rights

 Make sure you understand your workplace’s sick leave communication tips and workplace sick leave rules. This includes knowing if you need a doctor’s note and how many sick days you can take, whether paid or unpaid.

What are the Key Factors to Think About Before Calling out Sick

Before calling out sick from work, there are a few key things to consider in order to make certain you are making the right decision. Here are the key points to consider:

• Your Health: Consider how you are feeling. Are you really too sick to work, or can you do your tasks from home? If you’re just a little unwell, working remotely might be an option.
• The Impact on Your Team: Consider if your absence will cause big problems at work. If you have important duties, you should tell a coworker to help cover your tasks.
• Company Policy: Make sure you know your workplace rules for sick leave. Some require a doctor’s note and others may have limitations to how many days in succession you can take off as sick.
• Timing: Let your employer know as soon as possible. How to notify work you’re sick is key to preventing issues. In an emergency, it’s fine to inform your manager right away.
• Honesty and Transparency: Be honest about your feelings at all times. What to say when calling out sick should be clear, and don’t lie or exaggerate your symptoms.

What to Say When Calling Out Sick? (With Examples)

When you need to call out sick from work, it’s important to let your employer know in a clear and professional way. Below are examples of what to say when calling out sick, including phone call scripts, email templates, and text message examples.

I. Phone Call Example: A step-by-step script for making a professional call

Making a phone call to notify your employer is one of the most personal and professional ways to call out sick. Here’s a simple script you can follow:

1. Start with a greeting

“Good morning, [Manager’s Name], this is [Your Name]. I wanted to let you know that I’m feeling [brief illness] and will need to take the day off to rest.”

2. Explain your situation briefly

“I have [mention symptoms, such as a fever, cold, headache, etc.], and I don’t want to risk spreading anything to the team.”

3. Offer a solution or ask for guidance

“I’ll keep an eye on my email in case anything urgent comes up. Would you like me to help with anything remotely today, or should I rest?”

4. Confirm your sick leave

“Please let me know if you need anything else from me for the sick leave. I’ll keep you updated if my condition changes.”

5. End the conversation politely

“Thank you for understanding. I’ll keep you posted and hope to be back soon.”

II. Email Example: Template for notifying your employer via email

If your company prefers you to call out sick via email, you can use this straightforward template to communicate your absence:

Subject: Sick Day Request – [Your Name]

Dear [Manager’s Name],

I hope you’re doing well.  I am writing to inform you that I am feeling unwell today and won’t be able to come to work. I have a [briefly describe symptoms, e.g., cold, headache, fever] and will be resting at home to recover.

I will keep you updated on my condition and will notify you if I need additional time off. If there are any urgent matters, please feel free to contact me by email or phone.

Thank you for your understanding.

Sincerely,
[Your Name]

👉This email template is clear and professional, making sure you explain your situation to your employer in a straightforward way.

III. Text Message Example: Concise and professional text message example

In some situations, a sick day text may be the quickest way to inform your manager, especially if you’re calling out on short notice. Keep the message short and respectful:

Example Text Message
“Hi [Manager’s Name], this is [Your Name]. I’m feeling unwell today and won’t be able to make it to work. I’ll check my email for anything urgent. Thanks for understanding.”

What to Avoid When Calling Out Sick?

While it’s important to know how to call out sick from work, it’s equally important to avoid common mistakes. 

Here’s a list of what not to say when calling out sick to ensure professionalism and clarity:

1. Avoid Vague Statements

Instead of just saying, “I’m not feeling well,” try to be a bit more specific. For example, say, “I have a headache and need to rest,” or “I’m feeling sick and can’t come in today.” You don’t need to share everything, but a little more detail is helpful.

2. Don’t Lie

Being honest is very important when you call out sick from work. Always tell the truth when calling out sick from work. Lying can damage your reputation if your employer finds out. If you’re sick, say it. If you need a mental health day, that’s okay too. Being honest keeps trust between you and your boss.

3. Refrain from Casual Tone

Even if you’re calling out sick via text, keep it professional. Don’t use casual phrases like “I’m really sick” or “I can’t come in.” Instead, say something like, “I’m not feeling well and won’t be able to come in today.” This keeps things respectful.

4. Avoid Last-Minute Notices

Don’t wait until the last minute to let your boss know you need to take a sick day. If possible, let them know the night before or as soon as you can. This helps your team plan and avoids last-minute problems.

👉By avoiding these mistakes when calling out sick, you can be clear, honest, and respectful. This helps protect your reputation and keeps things running smoothly at work.

Final Words 

Knowing how to call out sick the right way can help make sure your absence doesn’t cause any stress or confusion. By following the tips and examples shared in this guide, you’ll maintain professionalism, show respect for your workplace, and recover without worrying about your job.

FAQS

How do you politely call out sick?

To politely call out sick, inform your employer as early as possible, mention the reason for your absence, and offer to assist with any urgent tasks if needed. Keep it brief and professional.

What documentation might employers require?

Employers may request documentation like a doctor’s note or proof of illness, depending on company policy. Some companies might require this if you’re absent for more than a certain number of days or for specific reasons like a contagious illness.

What questions will your boss ask when You call in sick?

Your boss may ask:

• What symptoms you’re experiencing?
• How long do you expect to be off work?
• Whether you need assistance with your tasks.
• If you’re able to work remotely or need a full day off.

What happens if you misuse sick leave?

Misusing sick leave can lead to disciplinary action, including warnings, suspension, or termination. Employers may also require medical proof if sick leave is questioned.

How to call out sick via text?

Keep it brief and professional. For example: “Hi [Manager’s Name], I’m feeling unwell today and won’t be able to come in. I’ll keep you updated. Thank you.”

Can I use text to notify my employer?

Yes, you can use text to notify your employer, but it’s best to follow up with a more formal email or call if needed. Keep the message clear and professional.

How to call out sick from work?

Here are the steps to call out sick from work:

• Notify the employer early.
• Choose your preferred communication method.
• Be clear and honest about illness.
• Provide an estimated return time.
• Follow up if necessary.