How to Call in Sick at Work: When to Notify Your Manager and What to Say
Feeling unwell and considering taking a sick day? For many employees, calling in sick can feel uncomfortable—especially when you don’t want to inconvenience your team. However, staying home when you’re not well is both responsible and professional. Clear communication helps your employer plan ahead and keeps work running smoothly.
In this guide, we’ll explain when and how to call in sick, what to consider beforehand, and how to handle your absence before and after your day off.
What to Consider Before Calling in Sick
Before contacting your manager, take a moment to evaluate your situation. A quick check-in with yourself can help you decide the best course of action.
Physical Health
Symptoms like fever, persistent coughing, nausea, or severe fatigue are strong indicators that you should stay home. Working while sick can slow recovery and put colleagues at risk.
Mental Health
Mental well-being is just as important as physical health. Stress, burnout, anxiety, or emotional exhaustion are valid reasons to take a sick day when needed.
Remote Work Options
If your role allows for remote work and you feel capable of handling tasks from home, you may choose to suggest this option—if your employer supports flexible arrangements.
Company Sick Leave Policy
Review your employer’s sick leave guidelines. Understanding your rights, paid leave options, and notification requirements can ease hesitation or uncertainty.
How to Notify Your Employer Properly
Good communication is essential when taking time off unexpectedly. Follow these best practices to keep things professional.
1. Use the Appropriate Communication Channel
Some workplaces prefer a phone call, while others allow email, Slack, or internal messaging tools. If you’re unsure, calling your manager directly is usually the safest choice.
2. Notify Your Manager as Early as Possible
Once you realize you won’t be able to work, reach out promptly—ideally before the start of your workday. Early notice allows managers to adjust schedules and workloads.
3. Inform Your Team if Necessary
If your absence may affect shared tasks or deadlines, a brief message to relevant colleagues helps prevent confusion and delays.
4. Keep the Message Clear and Simple
You don’t need to provide medical details. A short, direct message stating that you’re unwell and unavailable for work is sufficient.
5. Follow Up After You Return
When you’re back, check with your manager about any required documentation and thank colleagues who covered your responsibilities.
6. Ease Back Into Work
Review emails, update task statuses, and reconnect with your team to quickly get back on track.
What to Say When Calling in Sick (Examples)
If you’re unsure how to phrase your message, these examples can help.
Example 1
“Hi Sarah, this is Alex. I’m not feeling well today and won’t be able to work. Please let me know if you need anything urgent.”
Example 2
“Good morning Mark, I have a fever and need to take a sick day today. I’ll keep you updated if I need additional time.”
What to Do After You’ve Called In Sick
Once your manager has been informed, a few additional steps can help maintain workflow:
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Notify key coworkers if your absence affects shared tasks
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Update your status (out-of-office email, Slack status, voicemail)
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Offer limited support if you feel well enough to help remotely
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Reduce health risks by suggesting workspace cleaning if your illness is contagious
Most importantly, focus on rest and recovery.
Frequently Asked Questions About Calling in Sick
When should I let my manager know I’m sick?
As soon as possible. Ideally, notify your manager before your scheduled workday begins.
What’s the best way to phrase a sick day message?
Keep it professional and brief. For example:
“Hi [Manager’s Name], I’m not feeling well today and won’t be able to work.”
Is it acceptable to take a sick day for mental health?
Yes. Mental health is a legitimate reason to take a sick day. You can mention it directly or keep your explanation general.
What should I do besides informing my manager?
Let teammates know if needed, update your availability status, and prioritize your health.
Sick days aren’t a sign of poor commitment—they’re a necessary part of maintaining long-term productivity and well-being. Clear, respectful communication ensures that both you and your workplace stay on track.
