How you communicate a sick day reflects your professionalism and respect for your colleagues. A clear, concise notification allows your team to adjust for your absence with minimal disruption. Handling this communication effectively maintains your professional standing and helps create an efficient work environment.
Determine the Best Communication Method
The first step is to identify the correct communication channel. Your company’s employee handbook or official policies will specify the required procedure, whether it’s an email, a phone call, or a message through a specific system. Adhering to the stated policy is the best way to ensure your notification is received and processed correctly.
For many office-based roles, email is standard as it provides a written record. A phone call is often required in positions where your absence creates an immediate need for coverage, such as in retail, food service, or healthcare. This allows for immediate confirmation and planning.
Using text or an instant messaging platform like Slack or Teams can be appropriate in certain workplace cultures. This method is typically for less formal environments or as a secondary notification after an official email has been sent. Consider your team’s communication habits and your boss’s preferences, but if you are unsure, it is safer to choose a more formal method like email.
What to Include in Your Sick Message
Regardless of the method you use, your message should be direct and contain four key pieces of information to ensure clarity for your team:
- A clear statement that you are unwell and will not be able to work. A simple sentence like, “I am writing to inform you that I will be unable to come to work today due to illness,” is sufficient.
- The expected duration of your absence. If you anticipate being out for a single day, state that. If you might need more time, mention you will provide an update later about your status for the next day.
- Your availability for communication. You might mention, “I will be checking my email periodically for any urgent matters,” or if you need to fully disconnect, “I will be offline for the day to rest.” This prevents your team from wondering if they can reach you.
- A brief plan for any time-sensitive tasks. Point a colleague toward a specific file or provide the name of a contact person for an urgent project, such as, “For any immediate needs regarding the Miller account, please contact Jane.”
Sick Message Examples
For a standard one-day absence via email, a professional message could be structured as follows. “Subject: Sick Day – [Your Name]. Dear [Boss’s Name], Please accept this email as notification that I will be out sick today, [Date]. I anticipate being back in the office tomorrow. I will be checking emails intermittently for anything urgent. For immediate assistance with the Q3 report, Sarah has the latest draft.”
If your workplace culture allows for text messages, a concise note is effective. “Hi [Boss’s Name]. I woke up feeling unwell and won’t be able to make it in today. I’ll keep you updated about tomorrow. I’ve already asked Mark to cover the morning check-in.” This approach is direct and provides the necessary information.
When a phone call is required, the script can be straightforward. “Hi [Boss’s Name], I’m calling to let you know I am sick and won’t be able to come in today. I expect to be back tomorrow, but I will let you know if that changes. I have already briefed my team on the day’s priorities.” This verbal communication allows for immediate acknowledgment.
What to Avoid When Calling in Sick
When notifying your boss, avoid providing excessive or graphic details about your illness. A simple statement that you are unwell is professional and sufficient. Sharing too much information can be uncomfortable for the recipient.
Frame your message as a statement, not a request. You are informing your boss of your absence, not asking for permission to be sick. Phrasing it as a question, such as “Can I take today off?” undermines your professionalism.
While a simple “I’m sorry for any inconvenience” is acceptable, avoid apologizing profusely. Taking a day to recover when you are ill is a normal part of employment. It is also wise to refrain from posting on social media about your “day off,” as this can create a perception that you were not truly sick.
Handling Longer Absences
If your illness extends beyond a single day, ongoing communication is important. It is good practice to send a brief update to your boss each day you are out, unless you have been given a specific return date by a doctor. This keeps your manager informed and helps them manage team workload.
For absences lasting more than a few days, your company may require a doctor’s note, so you should review your employee handbook for the specific policy. When you communicate your extended absence, you can mention that you are seeking medical advice and will provide any required documentation upon your return.