How to Call in Sick to Work: A Complete Guide
- Deb
- Jun 19
- 4 min read
Calling in sick to work can feel stressful, but it’s an essential step in maintaining your health and well-being. Whether you’re dealing with a cold, flu, or mental health day, knowing the right way to notify your employer is important for professionalism and workplace etiquette. This guide covers when to call in sick, how to communicate effectively, and how to navigate workplace policies while ensuring a smooth process.
1. Understanding When You Should Call in Sick
Many employees hesitate to call in sick, fearing it might make them look unprofessional or unreliable. However, recognizing when to stay home is critical for your health and for preventing the spread of illness. Here are key situations when calling in sick is appropriate:
You Have a Contagious Illness
If you have the flu, COVID-19, a stomach virus, or any other contagious disease, staying home protects your coworkers from infection.
You Are Too Unwell to Perform Your Job
If your symptoms—such as severe headaches, nausea, dizziness, or body aches—prevent you from performing your tasks effectively, rest and recovery should be your priority.
You Need a Mental Health Day
Mental health is just as important as physical health. If you’re experiencing burnout, anxiety, or overwhelming stress, taking a mental health day can help you reset and return to work refreshed.
You Have a Doctor’s Appointment or Medical Procedure
If you have a scheduled medical procedure or doctor’s appointment that requires rest or recovery, not
ifying your employer in advance is recommended.
2. Checking Your Workplace’s Sick Leave Policy
Before calling in sick, review your company’s policies regarding sick leave:
Paid vs. Unpaid Sick Leave: Some companies offer paid sick days, while others may require you to use vacation or personal days.
Notification Requirements: Some workplaces require advance notice, while others may allow same-day notification.
Documentation Needs: Your employer may require a doctor’s note, particularly for extended absences.
Being familiar with these policies ensures you follow the correct procedures.
3. How to Call in Sick Professionally
When calling in sick, clarity and professionalism are key. Here’s how to effectively communicate your absence:
Notify Your Employer Early
Inform your supervisor as soon as you know you won’t be able to work. The earlier you notify them, the better they can adjust workloads.
Choose the Best Communication Method
Depending on your workplace culture, you may notify your employer through:
· A phone call
· Text message
· Workplace messaging platforms (e.g., Slack, Microsoft Teams)
Keep It Brief and Professional
Your message should be clear and to the point. Here’s a simple script:
Example Phone or Email Message:
“Hi [Manager’s Name], I wanted to inform you that I’m feeling unwell today and won’t be able to come to work. I will keep you updated if I need additional time off. Please let me know if you need anything from me before I log off. Thank you for understanding.”
If you’re taking multiple days off, you might add:
“I visited my doctor and was advised to rest for [number of days]. I will update you if my condition changes.”
Offer Assistance if Necessary
If possible, inform your team about any urgent tasks or delegate responsibilities before logging off.
4. When You Might Need a Doctor’s Note
Some employers require a doctor’s note for extended absences, typically beyond two or three days. If your company has this policy:
Schedule a virtual or in-person visit with your doctor.
Request a note specifying your inability to work.
Submit the note as per company guidelines (email, HR portal, etc.).
5. How to Call in Sick for Different Work Environments
Remote Workers
Even if you work from home, you may still need to take a sick day if you’re too unwell to be productive. Notify your team as you would in an office setting and adjust any deadlines accordingly.
Shift-Based or Hourly Jobs
If you work in retail, hospitality, or healthcare, calling in sick may require finding a replacement or informing your team in advance to adjust schedules.
Freelancers and Self-Employed Professionals
Taking a sick day as a freelancer means adjusting deadlines and notifying clients about potential delays. Planning buffer time in contracts can help accommodate unexpected sick days.
6. What to Avoid When Calling in Sick
Lying About Illness: Always be honest. Making up excuses can backfire if your employer discovers the truth.
Oversharing Symptoms: Keep details minimal—your employer doesn’t need an extensive medical history.
Waiting Until the Last Minute: Notify your employer as soon as possible to allow for planning and adjustments.
Being Unreachable (If Not Necessary): If you’re genuinely sick, focus on rest. Avoid checking work emails unless absolutely necessary.
7. Returning to Work After Being Sick
When returning to work:
Update your manager on your availability.
Catch up on missed work or meetings.
Follow company protocols for returning, such as submitting a doctor’s note if required.
If still recovering, discuss potential accommodations like a lighter workload or remote work options.
8. When to Seek Legal Advice
If your employer penalizes you for taking legitimate sick leave, consider seeking legal counsel. Employees are often protected under:
Family and Medical Leave Act (FMLA) (for extended medical leave)
Americans with Disabilities Act (ADA) (for chronic conditions requiring time off)
State-Specific Paid Sick Leave Laws
Understanding your rights can prevent unfair treatment in the workplace.
Conclusion
Calling in sick to work is a necessary part of maintaining overall well-being. By following your company’s sick leave policies, notifying your employer professionally, and prioritizing rest, you can ensure a smooth and stress-free sick day. Remember, taking time to recover benefits both you and your workplace in the long run.
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