Key Takeaways: : How to Call in Sick the Right Way

• ✔ Call in when you're contagious, in severe pain, or mentally unwell; it’s responsible, not selfish.
• ✔ Keep your message short and clear; no need to overshare or apologize.
• ✔ Use the right method; phone, text, email, or tools like OnTheClock, depending on your workplace.
• ✔ Log your time off in your company’s system to avoid confusion and ensure accurate records.
• ✔ Know your rights; many states require paid sick leave, including for mental health or family care.

You wake up groggy, head pounding and vision blurry. Your shift starts in less than an hour, and your body is telling you it’s time to call in sick.

But then the guilt creeps in. Will your team be short-staffed? Will your boss think you’re slacking? In today’s fast-paced work culture, taking a sick day can feel selfish, but it’s actually one of the most responsible things you can do.

Showing up sick doesn’t make you a hero; it slows your recovery, risks your coworkers’ health, and drags down productivity. You’re not helping anyone by pretending you’re okay.

In this guide, I’ll walk you through exactly how to call in sick professionally:

• When it’s okay to take a sick day
• What to say (with message examples)
• How to notify your manager using text, email, phone, or tools like OnTheClock
• And your rights under state sick leave laws

Let’s get into it, so you can take care of your health without second-guessing it.

When Should You Call in Sick?

Sick days aren’t just for emergencies; they’re part of working responsibly, especially when symptoms affect your performance, safety, or your team’s well-being.

Here are four clear signs it’s time to stay home:

If You’re Contagious or at Risk of Spreading Illness

If you have the flu, COVID-19, or any other contagious illness, the best thing you can do is stay home. Coming to work while sick puts your coworkers at risk, and can spread the illness across your entire team.

Watch for these common symptoms:

• Fever or chills
• Coughing or sneezing
• Sore throat
• Vomiting or diarrhea
• Body aches or fatigue

Even if you think you can power through, a contagious illness is a valid reason to call in sick. Most workplaces recommend staying home until you're symptom-free for at least 24 hours, especially if you’ve had a fever.

If Your Symptoms Are Severe

If your symptoms are severe in nature, regardless of whether the illness is contagious or not, it’s probably time to stay home. Pushing yourself in this condition could make things worse. Severe symptoms include uncontrollable coughing, severe fatigue, significant pain, or extreme dizziness.

If You Need a Mental Health Day

Studies show mental health is just as important as physical health. If you’re dealing with stress, anxiety, depression, etc., a well-planned day off can work wonders for your overall wellness.

If You’re Caring for a Sick Family Member

Sometimes, you’re not the one who’s sick, but someone close to you needs care. If you’re staying home to support a child, partner, or parent, your absence may still qualify as a sick day.

Depending on your company’s policy, this time off might fall under:

• Personal sick leave
• Family sick time
• FMLA (Family and Medical Leave Act) protections

Some states, like Oregon and California, allow workers to use sick leave to care for a family member. Check both your company handbook and state laws to understand your options.

How to Call in Sick: Step by Step

Calling in sick doesn’t have to be awkward, confusing, or stressful. Whether you’re new on the job or just unsure what’s appropriate, there’s a simple, professional way to notify your team.

Follow these clear steps to call in sick the right way:

Step 1: Check Your Company’s Sick Leave Policy

Before calling in, review your company’s policy on sick leave. This step is easy to skip, but it can save you from confusion or headaches later.

Look for key details like:

• Preferred communication method (call, text, email, or app)
• Required notice time (e.g., “at least 2 hours before your shift”)
• Whether documentation is needed after a certain number of days
• If caring for a family member counts as a sick day

You can usually find this info in your employee handbook, on your company intranet, or by asking HR directly.

Step 2: Choose the Right Way to Notify Your Team

If your company’s sick leave policy doesn’t explain how to report an absence, choose the method that fits your team’s communication style and how urgent the situation is.

Here are the four most common ways to call in sick, and when to use each:

How to Call In Sick by Phone

Calling in sick by phone is one of the most traditional and direct ways to notify your employer that you won’t be at work. It allows for clear, immediate communication and shows your manager that you're taking the absence seriously, especially if it’s short notice or your role directly impacts the day’s operations.

Why a phone call works well:

• It’s personal and hard to misinterpret
• You can explain the situation in real time
• Your manager can ask follow-up questions if needed
• It leaves little room for confusion about whether your message was received

When a phone call is best:

• You’re calling out last minute or within hours of your shift
• Your absence will leave a gap in coverage
• Your manager typically prefers verbal updates
• There’s no clear company policy on communication

Limitations of phone calls:

• Your manager might not answer, especially outside work hours
• It doesn’t leave a written record unless followed up with an email or system message
• Some people may feel nervous making a call when they’re already not feeling well

How to Send a Sick Day Text Message

Texting has become a common, and often preferred, way to call in sick, especially in fast-paced or shift-based workplaces. It’s quick, convenient, and creates a written record of your message, which can help avoid misunderstandings.

Unlike a phone call, texting doesn’t require the other person to be available right away. You can send a clear, time-stamped message that includes all the details your manager needs to know.

Why a Text Message Works Well:

• It’s quick and doesn’t require your manager to be immediately available
• It creates a written record of your absence
• It allows you to send all the necessary details in one short message
• It can serve as a backup if your call goes to voicemail

When a Text Message Is Best:

• Your workplace already uses texting for regular communication
• Your manager has previously accepted texts for schedule changes or updates
• You’re feeling too unwell to speak, or it’s early in the morning
• You need to notify someone fast, and can’t get through by phone

Limitations of Text Messages:

• Some employers may see it as too casual or informal
• Not all managers check texts during off-hours
• It may feel impersonal if there’s no established texting relationship
• Policies may still require follow-up through a PTO management system

How to Email Your Sick Day Notice

Email is a reliable and professional way to call in sick, especially in offices, remote teams, or situations where written documentation is preferred. It gives you time to think through what you want to say and ensures your message is saved, timestamped, and easy to reference later.

Why Email Works Well:

• It creates a formal, written record of your absence
• You can send a thoughtful, detailed message without pressure
• It’s ideal when you’re not expected to respond immediately
• It fits best with remote teams, corporate environments, or HR-managed communication

When an Email Is Best:

• You’re notifying your team in advance (e.g., the night before)
• You work remotely, or your team doesn’t use phone/text communication regularly
• Your company prefers official records for absences
• You want to send a CC to HR or another manager for coverage purposes

Limitations of Email:

• It may not be seen right away, especially early in the morning
• It can feel too formal in a fast-moving or shift-based environment
• You may still need to confirm receipt by text, call, or app

How to Submit a Sick Day Through a Time Tracking App

If your company uses a time tracking system like OnTheClock, logging your sick time through the app may be the easiest and most efficient option. It automatically records your absence, notifies your manager, and keeps everything organized without requiring a separate message or call.

Why a Time Tracking App Works Well:

• It logs your sick time in real-time with a digital record
• Your manager is instantly notified through the system
• It reduces back-and-forth communication, especially for larger teams
• It keeps your sick leave history accessible for future reference

When a Time Tracking App Is Best:

• Your team uses OnTheClock or similar software to manage time off
• You’ve already set up your account and know how to use the system
• You want to report the absence quickly without sending separate texts or emails
• Your company prefers centralized communication for all time-off requests

Limitations of Time Tracking Apps:

• It may feel impersonal if your manager expects a direct message as well
• You might still need to follow up if the system doesn’t send notifications automatically
• Not all teams check the app in real-time, especially early in the morning

How to Call in Sick Using OnTheClock

If your company uses OnTheClock, requesting a sick day is fast and straightforward. Here’s how to do it:

• Step 1: Log in to your OnTheClock account.
• Step 2: Click on “PTO” in the top menu.
• Step 3: Click “Request PTO.”
• Step 4: Choose “Sick” from the “Type” dropdown.
• Step 5: Select your Start Date.
• Step 6: Select your End Date (Thru Date).
• Step 7: Enter Hours Per Day (e.g., 8 hours).
• Step 8: Optionally, add a Note (e.g., “Out sick, mild flu symptoms”).
• Step 9: Click “Submit for Approval.”

Once submitted, your manager will be notified and the sick time will appear in your PTO balance and time records automatically.

What’s the Best Way to Call In Sick for Your Workplace?

There’s no one-size-fits-all approach. The best way to call in sick depends on your company’s communication style, your role, and how urgent the situation is.

Here’s a quick way to decide:

• Call by phone if your absence is urgent or you’re expected at work soon. It’s also the best option if your manager prefers direct communication.
• Send a text message if your team already uses texting and you need to notify someone quickly, especially outside business hours.
• Email your absence if you're working remotely, giving advance notice, or want a formal record.
• Use a time tracking app like OnTheClock if your team logs time off digitally and expects requests to go through the system.

Pro Tip: If you're unsure, default to a phone call and follow up with a quick message to confirm.

Step 3: Keep Your Message Short and Clear

Before you contact your manager, take a moment to think through what you want to say. Calling in sick doesn’t require a long explanation; your manager just needs the essentials.

Keep it brief, respectful, and to the point. There is no need to share personal medical details or over-apologize.

A simple sick day message should include:

• Your name (especially if texting or emailing)
• That you’re calling in sick
• The date you’ll be out
• When you expect to return (if you know)

Step 4: Call or Send Your Message Early

Once you know what you’re going to say, don’t wait; send your message as soon as possible.

Giving your manager early notice helps them adjust the schedule, plan coverage, and avoid surprises. Even if you’re not sure how long you’ll be out, it’s better to give a heads-up than to delay.

Step 5: Say If You’ll Be Available (Optional)

Depending on your role and how you’re feeling, it might be helpful to mention whether you’ll be reachable during the day. This is completely optional and should only be offered if you're well enough to check in.

Let your manager know:

• If you’ll be available for urgent questions
• If you’ll be checking email occasionally
• Or if you’ll be completely offline to rest

Step 6: Follow Up if You Need More Time Off

While you might think you’ll bounce back quickly, recovery doesn’t always go as planned. If you're still feeling unwell the next day or your symptoms get worse, follow up with your manager to let them know you’ll need additional time off.

A quick update shows responsibility and keeps your team in the loop. You don’t need to go into detail, just confirm you’re still out and give an estimate for when you’ll check in again.

Step 7: Log the Sick Day in Your System

Once you’ve notified your manager, make sure your sick day is officially recorded. If your company uses a time tracking system, log your absence through the platform so it's reflected in your time records.

Properly logging your sick time helps:

• Keep your PTO and sick leave balances accurate
• Ensure payroll reflects your absence correctly
• Give managers a clear view of team availability
• Avoid confusion later, especially if your company tracks points or patterns

Even if you’ve already called or texted, adding the sick day to your system closes the loop. If your team doesn’t use a tracking app, follow your company’s process, like emailing HR or submitting a paper form.

What to Say When Calling In Sick (Templates + Scripts)

Knowing you need to call in sick is one thing; figuring out what to say is another.

You don’t need to overthink it. A professional sick day message should be short, respectful, and clear. Whether you’re texting, calling, or emailing, the goal is to inform, not justify.

Below are ready-to-use examples you can adapt to your situation, whether you’re home with the flu, caring for a family member, or taking a mental health day.

Example: Phone Call Script for Calling Sick

If you’re calling your manager directly, keep your message clear and respectful. You don’t need to apologize repeatedly or explain every symptom, just let them know you’re not coming in and, if possible, when you expect to return.

Here’s a simple script you can follow:

Example: Sick Day Text Message for Calling Sick 

Texting in sick is quick and convenient, but it still needs to be clear and professional. Your manager should know who you are, that you’re taking a sick day, and whether you’ll follow up later. The goal is to keep it short, respectful, and easy to understand.

A strong sick day text should include:

• Your name (even if they likely have your number saved)
• A brief statement that you’re calling in sick
• The date you’ll be out
• When you plan to follow up or expect to return
• Optional availability if you’ll be reachable during the day

If you’re looking for a simple template to follow, here are a few quick and professional text messages you can use when calling or texting, in sick:

1. Simple and Direct: "Hi [Manager's Name], it’s [Your Name]. I’m feeling unwell today and won’t be able to come in. I’ll keep you updated on my condition ASAP. Thank you."
2. Mentioning Symptoms: "Hi [Manager's Name], it’s [Your Name]. I’m experiencing [specific symptoms] and think it’s best to stay home today. I’ll check in later with an update. Thanks for understanding."
3. Focusing on Recovery: "Hi [Manager's Name], it’s [Your Name]. I’m not feeling well today and need to take the day off to rest and recover. I’ll keep you posted on how I’m feeling tomorrow. Thank you."
4. Doctor's Appointment: "Hi [Manager's Name], it’s [Your Name]. I’m feeling under the weather and have scheduled a doctor’s appointment for today. I’ll update you on my status after the visit. Thanks."
5. Overnight Illness: "Good morning [Manager's Name], it’s [Your Name]. I woke up feeling quite ill and won’t be able to make it to work today. I’ll let you know how I’m feeling later. Thank you."
6. Offering Availability: "Hi [Manager's Name], it’s [Your Name]. I’m not feeling well today and need to take a sick day. I’ll be available by phone/email if anything urgent comes up. Thanks."
7. Last-Minute Illness: "Hi [Manager's Name], it’s [Your Name]. I’ve suddenly fallen ill and won’t be able to come to work today. I’m really sorry for the short notice. I’ll keep you updated. Thanks."
8. Mentioning Contagion: "Hi [Manager's Name], it’s [Your Name]. I’m feeling unwell and showing symptoms that might be contagious. I think it’s best if I stay home today. I’ll keep you informed on how I’m doing. Thank you."I’m not feeling well today and would like to use a PTO day to rest and recover. Request for PTO: "Hi [Manager's Name], it’s [Your Name]. t. I’ll keep you updated on my condition. Thanks."
9. Following Company Policy: "Hi [Manager's Name], it’s [Your Name]. Per our company’s policy, I’m notifying you that I’m ill today and won’t be able to work. I’ll keep you updated on my progress. Thank you."

Example: Email Script for Calling in Sick 

If your workplace prefers written communication or you’re working remotely, email is a professional and reliable way to notify your manager. It creates a clear record of your absence and allows you to be thoughtful and respectful without over-explaining.

Here’s a simple template you can use:

Create and Send a Sick Day Message in OnTheClock

If your team uses OnTheClock, you can notify your manager about a sick day right from your dashboard; there is no need to make a separate call or send an external email.

Here’s a step-by-step guide to send a sick day message using OnTheClock’s built-in Live Messaging feature:

• Step 1: Log in to your OnTheClock account. This works for admins, managers, and employees, so everyone stays informed.
• Step 2: Click on the chat icon in the top-right corner of the dashboard. This opens your messaging center.
• Step 3: Click the “New” button to start a fresh message. This is your direct line to whoever needs to know you're taking the day off.
• Step 4: Fill in the “Subject” line and choose your “Participants.” Want to notify just your manager or the whole team? Select the right recipients here.
• Step 5: Click “Create.” This sets the stage for your message.
• Step 6: Type your sick note and hit “Send.” Keep it clear and to the point, something like:

“Hi [Manager], I’m feeling unwell and will be taking a sick day today. I’ll check in tomorrow with an update.”

Tips to Manage Sick Time Without the Stress

Calling in sick doesn't need to be awkward, last-minute, or disorganized. A few simple habits can make the process smoother for both you and your manager.

Here are three ways to handle sick days with less stress and more confidence:

Communicate Early and Honestly

The sooner you notify your manager, the easier it is for them to plan coverage or adjust the schedule. Even if you're not sure how long you'll be out, a quick message goes a long way.

Be honest about your situation without feeling guilty. Needing a day to rest doesn’t make you unreliable; it makes you responsible.

Don’t Overshare Health Details

You don’t need to list symptoms or explain your medical history. A simple “I’m not feeling well and need to take a sick day” is enough.

Stick to the facts:

• You’re sick
• You won’t be in
• You’ll follow up as needed

This keeps communication professional while respecting your privacy.

Use Tools Like OnTheClock to Stay on Track

If your team uses OnTheClock, make it part of your routine. Logging your sick day in the system helps:

• Keep your records up to date
• Notify the right people automatically
• Avoid forgotten messages or missing time entries

Plus, everything stays documented without needing multiple follow-ups.

Know Your Sick Leave Rights by State

Sick leave laws in the U.S. vary widely depending on where you live. While some states require employers to offer paid sick time, others leave it entirely up to the company. Knowing your state’s policy can help you plan time off without stress or surprises.

As of now, the following states and Washington, D.C. have laws requiring some form of paid sick leave:

Let’s take a closer look at a few examples:

California

• Employees earn 1 hour of paid sick leave for every 30 hours worked
• Employees can accrue and use up to 24 hours (or 3 days) per year
• In San Francisco, paid sick leave is required for all employees at a rate of 1 hour for every 30 hours worked. Accrual caps and carryover rules vary depending on the size of the employer.

New York

• Paid sick leave ranges from 40 to 56 hours per year, depending on employer size
• Larger employers are required to offer more leave time
• Sick leave can be used for self-care or to care for a sick family member

Massachusetts

• Employees earn 1 hour of sick leave for every 30 hours worked, up to 40 hours per year
• Companies with 11+ employees must offer paid leave
• Smaller companies must still allow sick leave, but it may be unpaid

Washington

• Employees earn 1 hour of paid sick leave for every 40 hours worked
• No cap on the total number of hours an employee can accrue
• Seattle has its own paid sick leave rules, with different accrual rates depending on employer size.

Note: Some cities and counties have stricter rules than their states. Always check local laws and your company’s policy to understand your rights fully.

Taking a Sick Day Is the Professional Choice

In today’s fast-paced work culture, taking a sick day isn’t slacking, it’s smart. Whether you're dealing with the flu, burnout, or a family health emergency, stepping away from work to recover protects your well-being and supports your team.

Calling in sick shows you understand what it means to work responsibly:

• You’re protecting coworkers from illness
• You’re giving yourself time to rest and return stronger
• You’re reducing long-term burnout by recognizing when to pause

With so many simple ways to notify your employer, text, call, email, or through a time tracking system, there’s no excuse for pushing through when your body says stop. Taking care of yourself isn’t a weakness. It’s leadership.

Start Tracking Sick Days with OnTheClock – Free Setup, No Credit Card

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• Employees can log sick days in seconds
• Managers get instant notifications and real-time reports
• PTO balances update automatically, no manual math required

Whether you're running a small business or managing a remote team, OnTheClock gives everyone visibility, accuracy, and peace of mind.

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