It can be uncomfortable to inform your manager that you are unwell, and many professionals feel uneasy about missing work for health reasons. Developing the skill to communicate your absence professionally is part of building a positive reputation. Clearly and responsibly handling this conversation reinforces your credibility and the trust your manager and colleagues have in you.
Key Information to Include
When notifying your manager, your message should be clear and concise. State directly that you are unwell and will be unable to work to avoid ambiguity. It is also helpful to provide an expected duration of your absence, such as “for the day” or a different timeframe if you anticipate a longer recovery.
Your communication should also set expectations for your availability. State whether you will be checking emails periodically for urgent matters or if you plan to be completely offline to rest. Finally, briefly update them on the status of any time-sensitive projects, mentioning that a specific task is complete or where materials can be found.
What to Avoid Saying
What you leave out of your message is also important. Avoid sharing overly specific or graphic details about your illness. A simple “I’m not feeling well” is sufficient and maintains a professional boundary, as oversharing is unnecessary and can make colleagues uncomfortable.
Resist the urge to be overly apologetic for being sick; you are notifying your employer of a fact, not asking for forgiveness. Avoid vague statements like “I might try to come in later,” as this creates uncertainty for your team. Frame your message as a notification, not a request, using confident language like “I will be taking the day off” instead of “I was hoping I could take today off.”
Choosing the Right Communication Method
The appropriate channel for your message depends on your workplace’s culture and policies. Before you need to call in sick, check your employee handbook for specific procedures. Some companies have a formal requirement to make a phone call, especially in roles where a same-day absence has a significant operational impact.
Email is a widely accepted professional standard for this type of communication because it provides a documented record of your notification. For more modern or fast-paced environments, an instant message via a platform like Slack or Microsoft Teams might be acceptable. Observe how your colleagues handle similar situations to gauge what is standard practice.
Professional Phrasing and Examples
Email Template for a Full Day Absence
A clear subject line is important so your manager can see it quickly.
Subject: Absence Today – [Your Name]
Hi [Manager’s Name],
I am writing to inform you that I will be unable to come to work today because I am not feeling well.
I will be monitoring my email for any urgent matters. I have completed the report for the marketing meeting, and it is saved in the shared drive. I expect to be back in the office tomorrow.
Best,
[Your Name]
Email Template for Leaving Work Early
If you fall ill during the workday, your communication can be more direct.
Subject: Leaving Early – Not Feeling Well
Hi [Manager’s Name],
I am not feeling well this afternoon and will be heading home for the rest of the day to rest. I have finished my immediate tasks and have notified [Colleague’s Name] about the status of the XYZ project. I will be available on my phone for the next hour if anything urgent comes up.
Thanks,
[Your Name]
Phone Call or Voicemail Script
For workplaces that require a call, keep the script short and to the point.
“Hi [Manager’s Name], this is [Your Name]. I’m calling to let you know that I’m not feeling well and won’t be able to make it into work today. I will be offline for the day but have already updated my team on urgent project timelines. I’ll check in with you tomorrow morning.”
Instant Message Example
For a less formal, but still professional, approach on a platform like Slack:
“Good morning. I’m not feeling well today and will be taking a sick day. I’ll be offline but will let the team know who to contact for urgent needs.”
Preparing for Your Absence
After you have notified your manager, taking a few additional steps can minimize disruption for your team. Setting up an automated out-of-office reply on your email is a good practice. This message should state that you are out of the office and provide contact information for a colleague who can handle urgent requests in your absence. This manages expectations for anyone trying to reach you.
Blocking off your calendar for the day or days you will be out prevents colleagues from scheduling meetings with you. This simple action provides a clear visual cue to others about your unavailability. For those you work with most closely, consider sending a brief, separate note. Informing your direct reports or key collaborators about your absence and directing them to the appropriate point of contact ensures that workflows continue smoothly.