You wake up groggy. Your head is pounding. Your vision's blurry. Unfortunately, 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?
While taking a sick day can oftentimes feel selfish, 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 OK.
To call in sick professionally, notify your manager as early as possible using your company's preferred method — phone, text, or email. Keep your message brief: state your name, that you're unwell, and whether you expect to be out for the day. You don't need to explain your symptoms or over-apologize. This guide walks you through exactly what to say, with scripts and templates you can use right now.
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Prioritizing your health and appropriately accommodating your absence is simple when you know what to say and how to deliver the message. Let's show you how to do just that without second-guessing your decision to miss work.
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 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:
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 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.
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.
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:
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.
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:
Before calling in, review your company’s sick leave policy. This step is easy to skip, but it can save you from confusion or headaches later.
Look for key details like:
You can usually find this info in your employee handbook, on your company intranet, or by asking HR directly.
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:
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:
When a phone call is best:
Limitations of phone calls:
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:
When a Text Message Is Best:
Limitations of Text Messages:
Email is a reliable and professional way to call in sick, especially for large 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.
If your company uses a time tracking system, like OnTheClock, logging your sick time in 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:
When a Time Tracking App Is Best:
Limitations of Time Tracking Apps:
If your company uses OnTheClock, requesting a sick day is fast and straightforward. Here’s how to do it:
Once submitted, your manager will be notified, and the sick time will be automatically added to your PTO balance and time records.
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:
Pro Tip: If you're unsure, default to a phone call and follow up with a quick message to confirm.
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:
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.
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:
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.
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:
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.
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 some 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.
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:
“Hi [Manager’s Name], this is [Your Name]. I wanted to let you know I’m not feeling well today and won’t be able to make it to work. I started feeling [brief description: sick to my stomach, flu symptoms, etc.] last night, and I think it’s best I rest and avoid spreading anything to the team.
I’ll check in with you tomorrow to let you know how I’m feeling and whether I expect to be back. Let me know if there’s anything you need from me in the meantime. Thanks for understanding.”
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:
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:
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:
Subject: Sick Day – [Your Name] – [Date]
Email Body:
Hi [Manager’s Name],
I’m feeling unwell today and won’t be able to work. I’ll be taking a sick day to rest and recover. If needed, I’ll provide an update tomorrow on how I’m doing and when I expect to return.
Please let me know if you need anything from me in the meantime.
Thanks for understanding,
[Your Name]
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:
“Hi [Manager], I’m feeling unwell and will be taking a sick day today. I’ll check in tomorrow with an update.”
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:
The sooner you notify your manager, the easier it is for him or her 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.
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:
This keeps communication professional while respecting your privacy.
If your team uses OnTheClock, make it part of your routine. Logging your sick day in the system helps:
Plus, everything stays documented without needing multiple follow-ups.
Sick leave laws in the U.S. vary widely depending on where you live. Use our PTO calculator to estimate how much sick time you accrue annually. While some states require employers to offer paid sick time, others leave it up to employers. 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:
California
New York
Massachusetts
Washington
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.
While most employees have a strong allegiance to their employers, 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:
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.
OnTheClock makes it easy to manage sick time without spreadsheets, guesswork, or last-minute stress.
Whether you're running a small business or managing a remote team, OnTheClock gives everyone visibility, accuracy, and peace of mind. For more on managing time off, see our guides on what paid time off is and how to build an employee scheduling system your
team can rely on.
Ready to simplify how your team handles time off?
Start tracking sick days with OnTheClock — your first 30 days are free!