Informing your boss you need a sick day can feel awkward, but it is a standard part of professional life. Navigating this conversation correctly ensures you maintain a positive relationship with your manager while taking the necessary time to recover. This process involves understanding company procedures, communicating clearly, and ensuring your responsibilities are managed in your absence.
Review Your Company’s Sick Day Policy
The first step is to understand the official procedure for taking a sick day. This information is located in the employee handbook or on the company’s internal HR portal. Familiarizing yourself with these rules ahead of time can prevent mistakes and stress when you’re already feeling unwell.
Your review of the policy should focus on specific details. Look for the required method of notification; some companies mandate a direct phone call, while others prefer an email or a submission through an HR software system. The policy will also specify who you need to inform—it might be your direct supervisor, or you may need to copy an HR representative.
Pay close attention to any deadlines for giving notice, such as the common requirement to inform your manager at least one hour before your shift begins. Finally, check the rules regarding a doctor’s note. Many employers only require a note if you are absent for a certain number of consecutive days. Knowing these details ensures you follow the correct protocol.
Notify Your Boss Promptly
The timing of your notification is a significant factor in handling your sick day professionally. As soon as you know you are too unwell to work, you should inform your manager. Giving notice as early as possible allows your manager the maximum amount of time to adjust schedules and reassign any of your time-sensitive tasks.
This advance warning helps minimize disruption to the team’s workflow. When a manager has to guess where a team member is, it can cause unnecessary stress and logistical problems. A prompt message, even if sent the night before, demonstrates responsibility and respect for your colleagues’ time and workload.
A timely alert allows your manager to make informed decisions about team priorities for the day, preventing bottlenecks and ensuring operations run smoothly. This consideration for the team’s productivity reflects well on your professionalism.
What to Say When Calling in Sick
When you communicate your absence, the message should be direct, brief, and clear. Simply state that you are unwell, will be using a sick day, and include your expected return date.
A key part of your message is setting expectations for your availability. It is acceptable to state that you will not be checking emails or messages. This helps you focus on recovery and prevents any misunderstanding about your capacity to work. A simple line like, “I will be offline for the day to rest,” is sufficient.
It is important to know what to omit from your message. Avoid sharing graphic details about your symptoms or providing your medical history; it’s unnecessary and unprofessional. Do not use uncertain language like “I think I’m sick,” and resist over-apologizing, which can undermine the legitimacy of your need for sick leave.
Email Template
Subject: Sick Day – [Your Name]
Hello [Manager’s Name],
I am writing to inform you that I will be taking a sick day today, [Date], as I am feeling unwell. I anticipate being back in the office and back online tomorrow.
I will not be checking my email today. For any urgent matters, please contact [Colleague’s Name], who is aware of my urgent tasks.
Thank you for your understanding.
Best,
[Your Name]
Slack/Teams Message Template
Good morning, I woke up feeling unwell and will need to take a sick day today. I hope to be back tomorrow. I’ve updated my status and will be offline to rest.
Final Steps Before You Sign Off
After notifying your boss, a few final actions can help ensure a smooth handover. These steps show proactivity and consideration for your colleagues. Set up an out-of-office auto-reply for your email. This message should state that you are out of the office and will respond upon your return, directing urgent inquiries to a specific colleague if necessary.
Next, update your status on any internal communication platforms your company uses, such as Slack or Microsoft Teams. Changing your status to “out sick” and pausing notifications provides immediate visibility to your colleagues. You should also block off your calendar for the day to decline any incoming meeting invitations automatically.
If your absence directly affects a teammate’s ability to complete a time-sensitive task, consider sending them a brief, direct message. This is not about managing your workload while sick, but about preventing a breakdown in a shared project. A simple message like, “Hi, I’m out sick today. A heads-up that the client report is on the shared drive if they need it,” is sufficient to prevent a colleague from getting stuck.