Informing your boss of a sick day can be stressful, but handling it professionally is a standard part of any job. This guide provides clear steps to notify your manager effectively. This allows you to focus on your health while upholding your work responsibilities.
Know the Rules Before You Need Them
The first step in handling a sick day occurs before you feel unwell. Your company has established procedures for absences, and you are responsible for knowing them. Locate the employee handbook on the company intranet or HR portal to find the section on attendance and leave.
Look for specific instructions on the required notification method, such as calling a designated line, emailing your supervisor, or using an HR system. Also, note the deadline for giving notice and the policy regarding a doctor’s note, including after how many consecutive days of absence one is required.
Choose the Right Communication Method
Once you know the official procedure, the best way to communicate also depends on your workplace culture. A phone call is direct and prevents miscommunication, but it can be disruptive. An email offers a reliable alternative, creating a written record that you and your manager can reference.
A text or instant message is the quickest option but can be perceived as informal in some professional settings. The best choice aligns with your company’s policy and the typical communication style you share with your boss.
What to Include in Your Message
Your message should be professional and informative so your team can plan accordingly. A clear and direct statement that you are unwell and unable to work is the most important component. You should also include:
- The expected duration of your absence, such as for the day or longer if known.
- A brief status update on time-sensitive projects, including any urgent tasks and who could handle them.
- Your availability, stating if you will check emails periodically or be completely offline to recover.
This information helps your manager and colleagues know whether they can reach out with quick questions.
What to Avoid Saying
To maintain professionalism, there are several things you should avoid. Being dishonest about a sick day can cause long-term damage to your professional relationships if discovered. It is always better to be straightforward.
- Avoid sharing graphic or extensive details about your illness; a simple statement is more professional.
- Do not lie or exaggerate your condition, even if taking a mental health day to prevent burnout.
- Ensure your tone does not make the absence sound like an impromptu holiday.
- Refrain from being overly apologetic, as taking a day to recover when sick is a normal part of employment.
Example Templates for Calling in Sick
For an email, use a clear subject line like “Sick Day – [Your Name].” The body can be simple: “Good morning, [Manager’s Name]. I am writing to inform you that I will be unable to come to work today because I am unwell. I anticipate being back tomorrow. I have completed [Urgent Task] and [Colleague’s Name] is aware of the status of [Ongoing Project]. I will check my email periodically for any urgent matters. Best, [Your Name].”
A text or Slack message would be more condensed: “Hi [Manager’s Name]. I woke up feeling unwell and will not be able to work today. I hope to be back tomorrow. [Colleague’s Name] can handle any urgent client requests.”
For a voicemail, be similarly brief: “Hello, this is [Your Name]. I am calling to let you know I will be out sick today, [Date]. I will check my email when I can. Thank you.”
Handling Your Boss’s Response
After sending your notification, your boss may have follow-up questions. If they ask for more details about your illness, you are not obligated to provide them. You can politely reiterate your message by saying, “I’m just not feeling well enough to be productive today and need to rest.”
If your manager requests a doctor’s note, this is often a standard procedural requirement. Comply with the request if it aligns with the established rules, especially for absences that extend beyond a day or two.