How to Call Out of Work (Examples Included!)

Not sure how to call out of work? It can be a difficult and awkward process for some. You might worry that your supervisor will think you’re lazy. Or you might stress over the possibility of taking time off too early in the year and being left without off days later when you truly need them. Worst of all, in the back of your minds, you might fear that your boss will simply respond with a “no.”

Unless you’re working in a very toxic work environment, the chances that your boss will flat out  refuse to let you take some time off is slim to none. A more realistic concern is making sure you’re not damaging your reputation or professional future by the way  you take off work. 

Here are a few tips and rules of thumb to help take the anxiety out of taking a day off.

The difference between a sick day, a personal day, and a vacation

If you're feeling unclear about how time off works at your company, be sure to check in with your HR department. Checking in with your HR department when you have a valid question is a great way to lay down some friendship groundwork.

Most of the time, the breakdown works this way:

• Sick days are for when you're too ill or injured to come into work

• Personal days are just that—flexible days you can take off for personal reasons that you don’t have to share

• Vacation days are a benefit that accrues over time, and need to be scheduled in advance

Some companies offer paid personal days and vacations, and while everyone who is traditionally employed should try their hardest to make use of their allocated time off, those fortunate souls with paid time off (PTO) should definitely make the most out of it.

When should I call out of work?

Are you one of those employees who never calls out of work because you think it's only justifiable if the world is about to end? Sure, you shouldn't call out at every minor inconvenience. However, there are a few circumstances that justify a day or more off. 

Here's five valid reasons to call out of work:

• Illness: If you're feeling sick or experiencing symptoms of an illness, you should call out of work. You're unlikely to be productive and your colleagues can be affected if it's a contagious disease such as the flu or COVID.

• Family emergency: The concept of a family emergency can vary from person to person. It can include having to drive someone to the hospital or the loss of a loved one. Regardless of your situation, family emergencies are a valid reason to call out of work.

• Personal day: This is exactly what its name says—personal. You can take a personal day to do basically anything that you wouldn't be able to if you were working. For instance, taking a pet to the vet, fixing your pool, taking your car to the mechanic, and so on.

• Last-minute emergency: Sometimes you're ready to go to work—but then you’re faced with an unexpected circumstance. Your tires break or your children's nanny calls to say they're sick and you can't find a replacement—basically any problem that you won't be able to fix in time to still do your shift that day.

7 tips on how to call out of work

What is the best way to call out work? If you've never had a day off before, it's normal to feel insecure doing it for the first time. However, it's definitely easier and simpler than it seems. 

Here's our step-by-step guide with detailed advice on how to properly call out of work:

1. Never show up to work if you're contagious

Many of us were raised to only stay out sick if we were vomiting, had a fever, or were seriously injured. But showing up to work a coughing, hacking mess, for example, is not only a distraction during meetings, but it’s also incredibly inconsiderate. 

It doesn’t make you look like a hard worker who wasn’t going to allow a silly thing like being full of mucus keep you from getting your job done. Instead, you’re just grossing everyone out by blowing your nose and risking getting them sick.

Bottom line: You don't need to go to work sick to prove that you need a day off. If you're experiencing any symptoms of an illness that could affect others, the best course of action is to stay home and contact your manager from there. (Here's how to send a "not feeling well" message to your boss.)

2. Give as much notice as possible

Your supervisor is more likely to take you calling out of work well if you let them know as far in advance as possible. This goes for any kind of day off. If you're given a deadline for scheduling your vacation, meet it. Try to give more than 24 hours notice for a personal day.  

If you wake up in the morning with a teeth-grinding migraine, try to contact your supervisor at least an hour before you're supposed to show up. People like advanced notice. It lets them know that you value their time.

3. Find the best way to get in touch

Some companies only allow contacting managers or bosses via email, while others have phone lines for calls or messages. There's no right or wrong; just use the communication method that is required by your company. This ensures your boss—and anyone else who needs to know you're calling out of work—gets your message. 

4. Be honest and straightforward

When it comes to what to say when calling out of work, keep it honest and straightforward. Explain why you need the day off. If you're taking more than one day off—due to illness or family emergency, for instance—provide a return date.

The length of your message will depend on your reason, but aim to be clear and concise. Overexplaining won't make you look more professional or truthful; it might actually have the opposite effect. Plus, your manager doesn't need extreme personal details about whatever situation you're going through at the moment.

5. Find people to cover for you

What if you have work you’re in the middle of, and can’t complete it because you’ll be out? In that case, it may help to try to find co-workers who are willing to handle some of your tasks while you’re away. Arranging this yourself so that your supervisor doesn’t have to is generally welcomed by your higher-ups. Just be sure to show your gratitude to your coworkers, leave detailed instructions, and return the favor whenever you can.

6. Foster some goodwill ahead of time

Be a team player whenever you can. This might mean taking on the tedious task that no one wants to handle or covering for someone else while they’re out. Being known as a flexible, helpful and reliable employee will go a long way in many aspects of your career, and  it also makes it a lot less annoying when you need to take a personal day on a Friday, for example. 

If you’re known as someone who does their job well and steps up when needed, people will likely be more willing to cover for you. 

7. Thank any and everyone who covered for you

If you were vacationing and can afford souvenirs for your coworkers who picked up the slack while you were busy frolicking in the sun,  pick up a little token to bring back with you. If you were out sick or took a personal day that significantly impacted a number of your coworkers, a nice gesture like bringing in baked goods is affordable and always appreciated. 

Otherwise, just be sure to send a “thank you” email, or better yet, tell them face-to-face. People like to feel appreciated and being gracious in the workplace, particularly with people who are either with or below you in the pecking order, goes a long way.

How to call out of work: Examples of what to say

Here are some examples of calling-out-of-work text messages and emails for different reasons. Use them as a guide to draft your message, remembering to personalize it accordingly.

#1: Calling out of work due to illness

Hi Anna,

I have a fever and will be taking a sick day today to visit my doctor and rest.  I plan to come back tomorrow if I wake up feeling better, but I'll keep you informed after my doctor's appointment.

In the meantime, Mariah will be responsible for taking my clients' demands. I appreciate your understanding.

Best regards,

Julia

#2: Calling out of work due to family emergency

Hi Karen, 

I'm reaching out because I need to take the day off to visit my mom at the hospital—she was involved in a car accident. I believe I will be able to return tomorrow, but I'll keep you updated. Amber has already agreed to cover for me in the meantime. I appreciate your understanding.

Best regards,

Julia

#3: Calling out of work due to mental health

Your mental health is your personal business, so  it’s understandable if you decide not to go into specifics. You could simply say that you're out due to a medical issue and your doctor's recommendation. On the other hand, if you feel comfortable discussing your mental health in your workplace, you could say something like: 

Hi Emily,

I am writing to let you know that I'll need three of my personal days to prioritize my mental health by my doctor's advice. I have finished the research and presentation you assigned me, and will finish the remaining tasks on Trello by the end of this evening. 

If you have urgent requests, Ava and Amelia are the ones in the team you can reach out to. They're already on board.

I appreciate your understanding.

Kind regards,

Charlotte

#4: Calling out of work last minute

Don't know what to say when calling out of work last minute? First of all, explain what happened and apologize for the inconvenience. If possible, offer to help remotely. Since this is an unexpected situation, it's unlikely that you'll have time to send an email. So, here is an example of a call-out-of-work text:

Hi, Shayla. I'm texting you because I need to take the day off. I woke up to an unexpected leak in my bathroom and will need to arrange the repair today as it can affect my downstairs neighbor. I apologize for the inconvenience. You can call me if you have any urgent questions.

#5 Calling out of work due to personal reasons

Hi Abigail,

I am reaching out to let you know that I'll need two of my personal days to deal with a personal matter. I edited the two videos sent yesterday and will edit the other two you sent this morning by the end of today's evening. 

I will be back by Wednesday, but if you have any urgent questions please contact me. I will do my best to answer promptly. 

Thank you for understanding.

Best regards,

Evelyn

Frequently Asked Questions

Still not feeling 100% confident about how to properly call out of work? Below, you might find the answer you're looking for:

How to call out of work without giving a reason?

It shouldn't come as a surprise that managers and bosses typically expect a reason when an employee is calling out of work—and it's advisable to give one. However, if you're going through something too personal that you don't want to disclose, one possible solution is to take your personal days and let them know it's for a personal or private matter.

How many times can you call out of work?

This varies from company to company—some offer unlimited personal days, while others don't. You must ask your boss or HR, or reread your contract to know if there's a clause about days off. Depending on your situation, it's also worth checking the Family and Medical Leave Act (FMLA), as it entitles eligible workers to take unpaid time off due to certain family and medical reasons.

Is it bad to call out of work?

There's nothing wrong with calling out of work if you really need it. Unless you're taking time off every other week, or work with someone wildly unreasonable, your boss will understand.

We are not robots. Humans need rest, relaxation and sometimes, days spent in bed with plenty of soup. Better to tend to yourself now than to burn out later.