When the dreaded day arrives that you wake up feeling under the weather, the prospect of calling in sick can fill you with anxiety. Whether you’re battling a fever, stomach bug, or persistent cough, knowing how to approach your boss or HR department professionally can alleviate stress and ensure a smooth process.
Begin by gathering your thoughts and assessing the severity of your illness. If possible, contact your doctor or healthcare provider for a diagnosis and obtain a medical note if necessary. Having medical documentation will strengthen your case and demonstrate that you’re genuinely unwell. Next, consider the company’s sick leave policy. Determine how much advance notice is required and whether there are any specific procedures to follow. Contacting HR or your supervisor as soon as possible is essential.
When making the call, be clear, concise, and respectful. State your name, position, and the reason for your absence. Avoid vague or overly personal details, and focus on how your illness will impact your work performance. Inquire about any missed deadlines or urgent tasks that need attention. Offer to work from home or make up the time if feasible. A professional and considerate approach will reflect positively on your commitment to the company and ensure a swift and supportive response.
Assess Your Symptoms
Before calling in sick, it’s important to assess your symptoms and determine the severity of your illness. Consider the following factors:
Severity of Symptoms
Assess the intensity and persistence of your symptoms. Are they mild, moderate, or severe? Do they make it difficult to function or perform your job responsibilities effectively?
Type of Symptoms
Identify the specific symptoms you’re experiencing. Common symptoms of illness include fever, cough, sore throat, headache, nausea, vomiting, diarrhea, and body aches. Consider whether these symptoms are treatable with over-the-counter remedies or require medical attention.
Duration of Symptoms
How long have you been experiencing these symptoms? If your symptoms have persisted for more than a few days, it may be advisable to seek medical advice. Also, consider whether your symptoms are improving or worsening over time.
Underlying Conditions
Do you have any underlying health conditions that could affect the severity of your illness? For example, if you have a weakened immune system or a chronic illness, it’s important to be cautious and seek medical attention sooner rather than later.
| Symptom | Mild | Moderate | Severe |
|---|---|---|---|
| Fever | <101°F (38.3°C) | 101-103°F (38.3-39.4°C) | >103°F (39.4°C) |
| Cough | Occasional, non-persistent | Frequent, productive | Severe, persistent, or bloody |
| Sore Throat | Mild discomfort | Painful swallowing | Excruciating pain, difficulty breathing |
Choose the Right Time to Call
Call Early in the Morning
* Contact your employer as soon as possible after waking up to give them ample time to make necessary arrangements.
* This allows your manager to start looking for a replacement or adjusting the workload in advance.
Avoid Calling at the Last Minute
* Do not wait until the last minute to call in sick. This can create a sense of urgency and stress for your colleagues.
* Even if you feel better by the time you call, it’s still advisable to give your employer as much notice as possible.
Consider the Severity of Your Illness
* If you have a minor illness, such as a headache or a cold, it may be acceptable to call in sick a few hours before your shift begins.
* For more serious illnesses, it’s crucial to inform your employer immediately so they can take appropriate measures.
| Illness Severity | Recommended Notice Time |
|---|---|
| Minor illness (e.g., headache, cold) | A few hours before shift begins |
| Moderate illness (e.g., flu, fever) | The night before or early morning of shift |
| Serious illness (e.g., injury, hospitalization) | Immediately |
Be Honest and Direct
Be honest with yourself and your employer about why you need to take a sick day.
Don’t try to sugarcoat your symptoms or pretend to be sicker than you are. Your employer will appreciate your honesty, and it will be easier for them to approve your request if they know exactly what’s going on.
Be direct with your request.
Don’t beat around the bush or make your request sound tentative. Simply state that you’re not feeling well and need to take a sick day. For example, you could say, “I’m sorry, but I’m not feeling well and I need to take a sick day today.”
Provide Specific Details
In addition to being honest and direct, it’s also important to provide your employer with specific details about your symptoms. This will help them to understand the severity of your illness and make a decision about whether or not to approve your request. For example, you could say:
Provide specific details about your symptoms:
| Symptom | Details |
|---|---|
| Fever | 101 degrees Fahrenheit |
| Cough | Productive, green mucus |
| Sore throat | Swollen and painful |
| Headache | Severe and throbbing |
Offer a Detailed Explanation
1. Preparation
Before calling in sick, it’s helpful to gather the following information:
- Your symptoms and how they are affecting your ability to work
- When you started feeling sick
- Your expected return date (if known)
- Any doctor’s appointments or test results you have
2. Contact your Supervisor
Call your supervisor as early as possible to let them know you’re unable to come to work. The best time to call is before the start of your shift, or as soon as you realize you’re too sick to work.
3. Explain your Situation
Briefly explain that you’re calling in sick due to illness. Be clear and concise, but also professional. It’s not necessary to go into excessive detail about your symptoms.
4. Discuss your Return to Work
If you know when you’ll be able to return to work, let your supervisor know. If you’re unsure, provide an approximate timeline. It’s best to be cautious and give yourself a little extra time to recover.
Consider your symptoms and how quickly you expect them to improve. You may also want to factor in any doctor’s appointments or test results that could affect your return date.
Here’s a table with some examples of how to phrase your expected return:
| Expected Return Date | Phrasing |
|---|---|
| Today or tomorrow | “I expect to be back in the office tomorrow/later today.” |
| Later this week | “I plan to return to work on Thursday/Friday.” |
| Next week | “I anticipate being back in the office next week.” |
| Unsure | “I’m not sure when I’ll be able to return to work, but I’ll keep you updated.” |
5. Offer to Provide Documentation
If your supervisor requests it, offer to provide documentation from a doctor or other healthcare professional. This is especially important if you’re expected to be out of work for an extended period of time.
How to Call in Sick in English
1. Speak Clearly:
Call your supervisor and speak clearly and politely.
2. State Your Name and Purpose:
Start by saying your name and stating that you’re calling in sick. For example, “Hi, this is [Your Name]. I’m calling to report that I will be unable to work today due to illness.”
3. Provide Symptoms:
Briefly describe your symptoms without going into too much detail. For instance, “I’m experiencing a fever, chills, and body aches.”
4. Estimate Time Off:
Inform your supervisor about how long you expect to be out. Avoid being too specific or vague. Instead, say something like, “I expect to be back in the office by Wednesday.”
5. Provide a Tentative Return Date:
In this section, it’s crucial to provide a tentative return date that aligns with your doctor’s advice or your recovery progress. Here are some tips for setting a return date:
| Consideration | Explanation |
|---|---|
| Doctor’s Advice: | If you’ve visited a doctor, follow their recommended recovery period and communicate it to your supervisor. |
| Symptoms and Recovery: | Assess your symptoms and how quickly you’re recovering. If you’re feeling better, set an earlier return date. |
| Work Responsibilities: | Consider any pending projects or important deadlines before committing to a return date. Ensure it allows enough time for recovery while avoiding unnecessary delays in work. |
| Flexibility: | Be prepared to adjust the return date if your recovery takes longer than expected. Communicate any changes promptly to your supervisor. |
| Professionalism: | Provide a tentative return date that is reasonable and aligns with your health condition. Avoid setting unrealistic return dates or unnecessarily extending your absence. |
6. Express Regret and Offer Assistance:
Apologize for any inconvenience your absence may cause and offer to help out in any way possible. For instance, “I’m sorry for any disruption this may cause. I’ll check my emails and messages if there’s anything urgent I can help with remotely.”
Express Understanding
Acknowledge the caller’s situation with empathy and understanding. Use phrases like:
- “I understand you’re not feeling well.”
- “I know how much this must be disappointing.”
- “I appreciate the notice.”
Offer Support
Express concern and support by offering words of encouragement:
- “I hope you feel better soon.”
- “Let me know if there’s anything I can do to help.”
- “I’ll keep you updated on your assignment status.”
Confirm Details
Verify the absence details clearly:
- Start date of absence
- Anticipated end date
- Reason for absence (if applicable)
Document Absence
Record the caller’s information accurately in the appropriate system or ask them to complete a sick leave form.
Discuss Coverage (Optional)
For extended absences, consider discussing arrangements for coverage during the employee’s time away.
Follow-Up (Optional)
For extended or complex absences, schedule a follow-up call or meeting to discuss updates or provide further support.
Example Conversation:
| Caller: | Hi, this is John. I’m calling to report that I won’t be able to come to work today. |
| Agent: | I understand, John. I’m sorry to hear that you’re not feeling well. |
| Caller: | Yeah, I’ve got a bad cold and a fever. |
| Agent: | I hope you feel better soon. Were you planning on coming in tomorrow? |
| Caller: | I’m not sure yet. I’ll let you know. |
| Agent: | Okay, just keep me updated. I’ll make sure your assignments are covered in the meantime. |
| Caller: | Thanks, I appreciate that. |
| Employee | Employer |
|---|---|
| Provide documentation to support the absence, such as a doctor’s note or a positive COVID-19 test result. | Set a clear policy on documentation and communicate it effectively to employees. |
| Keep accurate records of absences and documentation provided. | Review and analyze documentation to ensure its authenticity and accuracy. |
| Understand and abide by any company policies regarding documentation. | Handle requests for documentation in a timely and professional manner. |
Be Willing to Provide Documentation
Employee Responsibilities:
Provide documentation to support the absence, such as a doctor’s note or a positive COVID-19 test result. Keep accurate records of absences and documentation provided. Understand and abide by any company policies regarding documentation.
Employer Responsibilities:
Set a clear policy on documentation and communicate it effectively to employees. Review and analyze documentation to ensure its authenticity and accuracy. Handle requests for documentation in a timely and professional manner.
Follow Up Appropriately
Once you’ve called in sick, it’s important to follow up appropriately. This shows your employer that you’re still interested in your job and that you’re not just trying to get a day off. Here are a few things you can do to follow up:
Let your employer know when you expect to return
This will help your employer plan for your absence and make necessary arrangements. If you’re not sure when you’ll be back, give your employer an estimate.
Provide updates on your condition
If you’re still feeling sick, let your employer know how you’re doing. This will help them understand your situation and make sure you’re getting the support you need.
Be prepared to answer questions
Your employer may have questions about your illness. Be prepared to answer these questions honestly and completely. This will help them understand why you’re calling in sick and how long you expect to be out.
Offer to help out if possible
If you’re feeling up to it, offer to help out your colleagues while you’re out. This could involve checking email, answering phones, or completing assignments. This will show your employer that you’re still committed to your job.
Return to work as soon as you’re able
It’s important to return to work as soon as you’re able. This will help you get back into the swing of things and avoid falling behind on your work. If you’re still feeling sick, talk to your doctor about when you should return to work.
Call-In Procedures
Many companies have specific procedures for calling in sick. These procedures may vary depending on the company’s size and industry. Here are some common procedures:
| Company Size | Procedure |
|---|---|
| Small | Call your supervisor directly. |
| Medium | Call the company’s main phone number and follow the prompts. |
| Large | Call the company’s HR department or use an online call-in system. |
Consider Your Audience
When calling in sick, it’s important to tailor your message to the specific audience you’re addressing. Consider the following factors:
- Supervisor or Manager: Be professional and respectful, explaining your symptoms and the expected duration of your absence.
- Doctor or Healthcare Provider: Provide specific details about your symptoms, any treatments you’re receiving, and when you expect to return to work.
- School Attendance Officer: For school children, provide a brief explanation of your child’s illness and the approximate time frame for their absence.
- Friend or Family Member: Be honest and open about your condition, but keep the details brief and appropriate to the situation.
In general, it’s best to err on the side of politeness and respect when calling in sick. Use a professional tone, be clear and concise, and avoid being overly chatty or vague.
9. Follow Up (Optional)
Depending on the circumstances and the audience you’re addressing, it may be appropriate to follow up after calling in sick. Here are some guidelines:
For Supervisors or Managers: Send a follow-up email or message providing an update on your condition and the expected date of your return. This shows that you’re keeping your supervisor informed and that you’re committed to returning to work as soon as possible.
For Doctors or Healthcare Providers: Follow up promptly if your symptoms worsen or if you require additional care. This ensures that your healthcare provider is aware of your changing condition and can provide appropriate guidance.
For School Attendance Officers: If your child’s illness is expected to last for more than a few days, it’s a good idea to provide periodic updates to the attendance officer. This helps ensure that your child’s schoolwork is being addressed and that they’re not falling behind academically.
For Friends or Family Members: If you’re feeling well enough, it’s considerate to check in with friends or family members who may be worried about you. This reassures them that you’re on the mend and that you’re not struggling alone.
Maintain a Professional Demeanor
Here are some specific tips for maintaining a professional demeanor when calling in sick:
1. Be clear and concise
When you call in sick, be clear and concise about the reason you’re not able to come to work. Don’t go into too much detail, but provide enough information so that your manager understands the situation.
2. Be respectful
Even though you’re not feeling well, it’s important to be respectful of your manager’s time. Call in as early as possible, and be prepared to provide a doctor’s note if necessary.
3. Be positive
Even though you’re not feeling well, try to stay positive. A positive attitude will help you get through the day and make your manager more likely to be understanding.
4. Be organized
Before you call in sick, take a few minutes to gather your thoughts. This will help you stay organized and make sure you don’t forget anything important.
5. Be prepared to answer questions
Your manager may have some questions about your condition. Be prepared to answer these questions honestly and concisely.
6. Be willing to help out
If possible, offer to help out in any way you can. This shows that you’re still committed to your job, even though you’re not feeling well.
7. Be apologetic
It’s important to apologize for any inconvenience your absence may cause. This shows that you’re aware of the impact of your absence and that you’re sorry for it.
8. Be appreciative
Thank your manager for their understanding. This shows that you appreciate their support and that you’re grateful for the opportunity to take the day off.
9. Be honest
It’s important to be honest about the reason you’re not able to come to work. Don’t make up an excuse, as this could damage your credibility.
10. Use a professional tone
When you call in sick, use a professional tone of voice. This will help your manager take you seriously and understand that you’re not just trying to get out of work.
| Situation | Professional Tone |
|---|---|
| I woke up this morning with a fever and chills. | I’m sorry, but I’m not feeling well this morning and I won’t be able to come to work. |
| I have a bad case of the flu and I’m contagious. | I’m afraid I won’t be able to come to work today due to a contagious illness. |
| I’m having a panic attack and I need to take a mental health day. | I’m currently experiencing a panic attack and I’m not able to come to work today. |
How To Call In Sick
Calling in sick to work can be a daunting task, but it’s important to follow proper protocol to maintain a professional relationship with your employer. Here are some steps to consider when calling in sick:
- Call as early as possible: Inform your supervisor or a designated contact person as soon as possible, ideally before the start of your shift.
- Be honest and specific: Clearly explain that you are unable to come to work due to illness. If possible, provide a brief description of your symptoms without going into excessive detail.
- Offer documentation if necessary: If your illness is expected to last more than a few days, your supervisor may request a doctor’s note or other documentation to support your absence.
- Check company policy: Familiarize yourself with your company’s sick leave policy to understand any specific requirements or expectations regarding calling in sick.
- Be prepared to answer questions: Your supervisor may ask questions to determine the severity of your illness and whether you are expected to return to work soon.
People Also Ask About How To Call In Sick
How to call in sick if you don’t have a phone?
If you are unable to call in sick by phone, you can try the following methods:
- Email: Send an email to your supervisor or a designated contact person, explaining your situation and providing your expected return date.
- Text message: Send a text message to your supervisor or a designated contact person, briefly stating that you are sick and will not be able to work.
- Have someone else call: Ask a friend, family member, or coworker to call in sick on your behalf, provided that you have authorized them to do so.
How to call in sick for a mental health day?
Calling in sick for a mental health day can be more challenging, as it may not be as easily understood or accepted by your employer. Here are some tips:
- Be honest and upfront: Explain to your supervisor that you are not feeling emotionally or mentally well and need a day to rest and recover.
- Offer a brief explanation: If you feel comfortable, provide a brief explanation of your symptoms or concerns without going into excessive detail.
- Understand company policy: Check if your company has a specific policy regarding mental health days or absences.
- Suggest alternative arrangements: If possible, offer to work remotely or adjust your schedule to make up for the missed day.
