How to Call in Sick: Professional Examples, Tips, and What to Say

Knowing how to call in sick properly is essential for maintaining both professionalism and personal well-being. 

Clear communication with your employer helps minimize disruptions while ensuring your team stays informed. Balancing work responsibilities with self-care prevents burnout and allows you to recover efficiently. 

Whether dealing with a sudden illness or a planned medical appointment, handling sick leave responsibly fosters trust between you and your employer. Taking time off when necessary not only protects your health but also contributes to a healthier work environment by preventing the spread of illness and encouraging a culture of empathy and understanding.

How to Know When to Call in Sick

Understanding how to know when to call in sick is crucial for protecting both your health and workplace well-being. 

Common signs that indicate you should stay home include fever, severe headaches, sore throat, or symptoms of contagious illnesses like the flu or COVID-19. If you're too fatigued or unwell to perform your job effectively, taking time off allows your body to recover, minimizing the risk of worsening your condition.

Rest is essential for speeding up recovery and ensuring you return to work with full productivity. Overexerting yourself while sick can prolong recovery and make you more prone to errors or accidents. Also, staying home when contagious protects your colleagues and contributes to a healthier work environment.

Handling workplace expectations around sick days is also important. Familiarize yourself with your company's sick leave policy and communicate your situation promptly to your supervisor. Whenever possible, offer to catch up on missed work or delegate urgent tasks to ensure a smooth workflow.

• Select the Right Communication Method—Check your organization's policy on calling in sick. This will often outline the preferred method of communication, whether it's a phone call, email, text message, or a company chat platform. If you're unsure, think about how you would typically contact your supervisor in an emergency. Once you've selected the appropriate method, prepare a concise message about your absence.
• Notify Your Supervisor as So It's You Know it's crucial to inform your supervisor that you won't be able to work as soon as possible. Early notification allows your supervisor to plan around your absence. When you contact them, keep it brief and professional. Explain that you are unwell and taking a sick day, and estimate when you expect to return. This information helps your supervisor arrange any adjustments to the team's workflow.
• Coordinate with Your Team - Minimize any disruption caused by your absence by notifying relevant team members. Let your supervisor know which tasks may need coverage and discuss if you need someone to fill in or if they will coordinate with you. If you pass tasks to a colleague, ensure they have all the necessary resources, such as client information, notes, and access to any task management tools or files they may need to effectively carry out your responsibilities.

By following these steps, you can ensure that your absence is handled smoothly and professionally, keeping both your supervisor and team informed and prepared. This not only helps maintain the workflow but also shows your professionalism and consideration for your colleagues.

Challenges of Calling in Sick in the workplace

Calling in sick can be challenging for a variety of reasons. One common concern is the fear of being perceived as uncommitted or unreliable, especially in a competitive workplace. Employees might worry that taking a sick day could impact how their manager and colleagues view their dedication. This pressure can make it difficult to know how to call in professionally ill, often leading people to work through illness rather than rest. Over time, this reluctance can harm both health and productivity.

Another challenge is understanding and following company-specific sick leave policies, which can vary widely. Some organizations may require a doctor's note for extended absences, while others only need a simple phone call or email. Knowing how to call in sick professionally means being prepared with the proper communication method, especially if you need clarification on whether your supervisor prefers a call, text, or email.

For many employees, there's also the concern of leaving their team short-staffed. Calling in sick can feel particularly difficult if you're handling critical projects or tasks that others rely on. Understanding how to call in sick to work includes thinking ahead about any coverage needs and communicating with your team, especially in smaller teams where your absence may have a greater impact. This balance of responsibility and self-care is key to managing a professional sick day.

Finally, remote work can make calling in sick even more complex, as it blurs the line between home and the workplace. In a remote setting, many employees may feel pressured to remain partially available, even when unwell. 

However, knowing how to call in sick professionally when working remotely means clearly setting boundaries, informing your team of your unavailability, and allowing yourself the time needed to recover fully. This professional approach helps maintain balance and health without compromising on work expectations, giving you a sense of control and balance in your work life.

Reasons for Calling in Sick

If you feel unwell, requesting a sick day is a responsible decision. 

Taking time off allows you to recover and prevents a decline in productivity that often comes with working while ill. Trying to push through can worsen health in the long run, making it harder to return to work in good shape. Prioritizing self-care is crucial, as rest and recovery often lead to a quicker, more effective return to daily responsibilities.

Staying home when dealing with a contagious illness also protects your colleagues. Coming into the office while sick can expose others to the disease, potentially leading to a ripple effect of sick days within your team or workplace. This is especially important in close-contact environments or open office settings, where illnesses can spread quickly. 

By taking a sick day, you're helping yourself and practising considerate workplace behaviour.
There are numerous valid reasons to call in sick beyond common colds or the flu. 

For instance, taking time to rest is essential if you're dealing with a viral or bacterial infection. Chronic health conditions can also become difficult to manage, making it necessary to take a day to handle symptoms or attend medical appointments. Recognizing and supporting these needs is crucial for a healthy and inclusive workplace. 

For those who've recently experienced an accident, a sick day can provide the space needed for rest and healing.

Also, sick days can be a crucial tool for mental health, just as they are for physical well-being. Taking a day for mental health support can be a preventive measure against burnout, especially in high-stress roles. Other valid reasons for sick leave include managing menstrual cycle pain, attending doctor's appointments, or caring for ill family members. 

Sick days are also essential when recovering from burnout, providing a much-needed break to recharge and return to work with renewed energy and focus.

How to Call in Sick to Work

Knowing how to call in sick to work ensures smooth communication with your employer while maintaining professionalism. Inform your manager as early as possible, explaining your situation briefly and respectfully. Choose the appropriate method—whether phone, email, or text—based on company policies. 

Offer updates if needed and, if feasible, propose solutions for urgent tasks to show responsibility. Keeping the message clear and polite helps maintain trust with your team and ensures a smooth transition during your absence. Prioritizing rest when sick promotes recovery and contributes to a healthier work environment.

How to Call in Sick Professionally ​ 

Knowing how to call in sick professionally ensures clear communication with your manager while maintaining your professionalism. Start with a respectful message, either by phone or email, informing your supervisor as early as possible. Include necessary details such as how long you expect to be away and offer to provide updates if needed. For example:

"I'm feeling unwell and won't be able to work today. I'll monitor my symptoms and keep you updated if anything changes."

If feasible, show flexibility by offering to work remotely or delegate critical tasks to colleagues. This demonstrates your commitment to minimizing disruption despite your absence. However, if you're too ill, focus on recovery and avoid overcommitting. Keeping communication professional and concise builds trust with your employer while ensuring the team can adjust effectively.

How to Call in Sick via Text

Understanding how to call in sick via text is essential for situations where time is limited, such as sudden illness. A text message can be appropriate if it aligns with company policy or if you need to notify your manager quickly. Keep your message concise and respectful, mentioning the nature of your absence and how long you expect to be unavailable.

Example messages that you can use to call in sick via text:

●"Hi [Manager's Name], I woke up feeling unwell and won't be able to work today. I'll keep you updated if anything changes."

●"Good morning, I'm not feeling well and will need to rest today. Please let me know if further details are needed."

Ensure that your message is polite and clear, and follow up later if required. For longer absences, it's best to discuss the situation in more detail via phone or email.

How to Call Off Work Sick Examples

Knowing how to call off work sick examples can help you communicate clearly with your manager through different channels, such as phone, email, or text. Below are examples and templates for both short-notice and planned sick days to guide your communication.

Phone Example – Short Notice:

Email Example – Planned Sick Day:​

Text Example – Short Notice:

These templates ensure you communicate professionally, offering clarity and showing responsibility. Always keep your message brief and respectful, especially when giving short notice. For longer illnesses, consider following up with an update or additional information about your recovery timeline.

Dealing with Last-Minute Sick Days ​

How to Call in Sick Last Minute ​ 

​Knowing how to call in sick last minute ensures you notify your manager promptly and minimize disruptions. 

Contact your manager as soon as you realize you won't be able to work. 

A phone call or text is ideal for quick communication, especially if your absence impacts immediate tasks.

Be transparent but concise, explaining your situation without unnecessary details. If possible, offer to delegate urgent tasks or leave instructions for any unfinished work to ensure continuity. For instance, you might say: "I woke up feeling unwell and need to rest today. Please let me know if I can assist remotely or coordinate with someone for urgent tasks."

Taking these steps helps maintain professionalism and trust, even with little notice.

Example Messages for Last-Minute Sick Days

Here are a few concise examples for last-minute sick notifications:

●Text Example: "Hi [Manager's Name], I'm not feeling well and won't make it today. Let me know if anything needs my attention remotely."

●Phone Example: "Hi [Manager's Name], I wanted to let you know I'm suddenly feeling sick and can't come in. I'll check in later about tomorrow."

●Email Example: "Subject: Sick Day – [Your Name]. Hi [Manager's Name], I woke up unwell and need to take today off. Please let me know if I need to provide further information."

These examples keep your message polite and professional while ensuring your manager has the necessary information.

How to Call in Sick at Specific Employers 

Depending on company policy, informing your boss of a sick day by phone may only sometimes be necessary. 

If a phone call isn't required, you could contact them via email, text, or even by leaving a message on a central voicemail system.

One benefit of notifying by email or text is that it allows you to keep the message concise, avoiding in-depth discussion about your illness. And, you can send a message when you decide to take the day off without waiting for standard working hours.
However, a phone call can offer a more personal touch. 

Speaking directly to your boss may make your need for time off more credible. If you do choose to call, remember to use appropriate phone etiquette.

Be sure to confirm your boss's preferred contact method in such cases. If your company has specific sick leave guidelines, follow them closely. If you're unsure of the correct protocol, consider emailing and following up with a phone call to ensure your message has been received.

How to Call in Sick to Walmart 

​ Knowing how to call in sick to Walmart requires understanding their specific sick leave policies. Walmart associates are encouraged to report absences through the company's call-in number, typically 1-800-775-5944, or via the OneWalmart employee portal. 

You'll need your Walmart Identification Number (WIN) when calling. It's recommended to notify your manager as early as possible, especially if the absence is unexpected. Consistently following this process ensures compliance with Walmart's attendance policy and avoids unnecessary penalties or point deductions from their attendance tracking system.

How to Call in Sick at Target ​ 

Understanding how to call in sick at Target involves contacting your store supervisor or the HR team. 

Target employees can use the company's call-in hotline or notify their manager directly via phone. Some locations may also allow communication through the MyTime app. Reporting early in the shift or as soon as you know you'll be absent ensures your manager can arrange proper coverage. 

Following Target's attendance policies helps maintain a positive work relationship and avoids disciplinary action for unscheduled absences.

How to Call in Sick at Amazon​

How to call in sick at Amazon involves using the A to Z app, which allows employees to report absences and track attendance points. Employees should log in to the app and provide information about the sick day as soon as possible. If access to the app is unavailable, Amazon provides a dedicated attendance hotline. 

Regular updates on your condition may be required for extended absences. Adhering to Amazon's attendance policies ensures you avoid point deductions and maintain good standing with the company.

How to Call in Sick at Lowe's ​ 

How to call in sick at Lowe's requires notifying your supervisor or store manager early in the shift or the night before, if possible. Lowe's employees typically contact the store's main phone line or report their absence through Lowe's MyHR system. It's important to follow the company's attendance policies to avoid negative impacts on your record. 

Offering to provide updates, if required, shows professionalism and helps your team manage workloads in your absence.

Things to Consider Before Calling in Sick to Work

Here are some essential things to consider before calling in sick to work in the USA:

• It's crucial to review your company's sick leave or Paid Time Off (PTO) policy. Understanding the proper procedure for notifying your manager, the number of sick days available, and any specific requirements, like providing a doctor's note for extended absences, empowers you to navigate your sick days effectively. Following these guidelines ensures that your ill day is processed smoothly.
• Notifying your employer early in the day, ideally a few hours before your scheduled start time, is a courtesy and a responsibility. It allows your team to adjust workloads, plan for coverage, and minimize disruptions, showing your consideration for their work.
• Consider how your absence may affect ongoing tasks or deadlines. Let your manager know of any time-sensitive tasks that need immediate attention or delegate responsibilities to minimize the impact on the team.
• If you have symptoms of a contagious illness, it's not just about your health but also about protecting your coworkers. Staying home in such cases is a responsible act that many companies encourage to prevent the spread of infections, especially in high-traffic or shared office environments.
• Decide if you'll be available for urgent questions or need complete rest. Clarifying your availability helps set expectations with your team and allows them to reach out only if necessary.
• If required, prepare any necessary documentation, such as a doctor's note, especially if your company has policies regarding extended sick leave. Some employers may require documentation for absences of three or more days.
• Check if you'll use paid or unpaid sick days. Some states in the USA have laws mandating paid sick leave, while others may not, so understanding your entitlements helps you plan accordingly.
• If you anticipate needing extended time off, communicate with HR or your manager to discuss short-term disability, FMLA (Family and Medical Leave Act), or other long-term leave options.

Taking these steps ensures your absence is managed effectively, respects your team's needs, and aligns with company policies for a smooth process when calling in sick. 

What Your Manager Might Ask When You Call in Sick

 When you call in sick, your boss might ask a few questions to understand the situation and manage team responsibilities effectively. They may want to know how long you expect to be out, especially if your illness might require more than a day to recover. This helps them plan, make necessary arrangements for your workload, and decide if someone else needs to take over any time-sensitive tasks. If it's an emergency or an unexpected illness, your boss might ask that you update them about any changes.

What Are Good Excuses for Missing Work?

FAQ: A Guide to Calling in Sick

1. How to Call in Sick to Work?

To call in sick to work, check your company's sick leave policy to understand the preferred communication method. Many workplaces allow you to call, email, or text, depending on your manager's preference. When notifying, keep it professional and concise, stating that you're unwell and, if possible, providing an estimated return date.

2. How to Call in Sick Professionally?​ 

Calling in sick professionally involves notifying your manager as soon as possible, using the agreed-upon communication method (phone call, email, or text). Keep your message brief and focused, without unnecessary details about your illness. If relevant, mention any tasks that may need immediate attention during your absence to show responsibility.

3. How to Call in Sick via Text?​ 

When calling in sick via text, make sure it's a method your manager or company allows. Keep it professional by addressing your supervisor directly, stating you're not feeling well, and providing an estimated return date if you can. For example: "Hi [Manager's Name], I'm unwell and won't be able to work today. I hope to return by [expected return date]. Thank you for understanding."

4. How to Call in Sick to Walmart, Target, Amazon, or Lowe's?​ 

Each company may have its own sick leave process. For Walmart, Target, Amazon, or Lowe's, refer to their specific policies, often found on employee portals like OneWalmart or the company's HR system. Walmart associates, for example, can call the sick line at 1-800-775-5944 or use the OneWalmart portal. Following each company's guidelines helps ensure proper reporting.

5. How to Call in Sick Last Minute?​ 

 If you need to call in sick last minute, notify your manager as early as possible, ideally a few hours before your shift. Use a professional tone and, if needed, mention that the illness is sudden. Example: "Hi [Manager's Name], I woke up feeling unwell and am unable to work today. I apologize for the last-minute notice."

6. How to Know When to Call in Sick?​ 

Call in sick when you feel too unwell to complete your job duties effectively or if you have a contagious illness. Additionally, mental health days can be necessary if your workplace supports them. Consider calling in if you're experiencing severe symptoms or anything that might risk spreading illness to others.

7. Examples of How to Call Off Work Sick?

• "Hi [Manager's Name], I'm unwell and won't be able to work today. I'll keep you updated if there are any changes. Thank you for understanding."
• "Hello [Manager's Name], I have a health issue and need to take the day off. I'll check in with updates as needed. Thank you."

These FAQs offer a quick guide on how to call in sick responsibly and professionally across various scenarios.

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Wrapping up

Effectively calling in sick involves balancing professionalism with self-care. Informing your employer promptly, maintaining transparency while respecting your privacy, and following company guidelines ensure a smooth process. 

Using respectful communication builds trust with your manager and team, fostering a positive work relationship. 

Taking sick days when needed promotes recovery and helps prevent burnout, ensuring you return to work productive and engaged. By practicing responsible communication, employees contribute to a healthier workplace environment. Ultimately, prioritizing well-being benefits both the individual and the organization, creating a culture that supports both personal health and professional performance.