Informing your boss that you are unwell can feel uncomfortable, but it is a standard part of professional life. Navigating this conversation with clarity and professionalism ensures your needs are met while workplace responsibilities are managed effectively. This guide provides a straightforward approach to communicating your absence without adding stress to your recovery.
When to Notify Your Boss
The timing of your notification is a significant factor. It is best to inform your boss as early as possible, ideally before your scheduled work hours begin. This advance notice provides your manager with time to rearrange schedules or delegate your urgent tasks, minimizing disruption to the team’s workflow. An early message also demonstrates respect for your colleagues’ time.
If symptoms appear suddenly before you start your day, the principle of immediate notification still applies. Send a message as soon as you realize you cannot work. A last-minute notification is understood in cases of unexpected illness, as the goal is to give your employer a clear picture of the day’s staffing situation.
Choosing the Right Communication Method
Before sending your message, consult your company’s employee handbook or official policies. Many organizations have a required protocol for reporting absences to ensure the information is logged correctly. Following the established procedure is the most professional course of action.
If your company does not have a formal policy, choose the most appropriate channel. A phone call is a direct method, but it can be difficult if you are very ill. Email is often preferred in professional settings because it creates a written record and allows you to provide all necessary details in one place.
For workplaces with a more informal culture, a text or instant message through a platform like Slack or Microsoft Teams may be acceptable. This method is most appropriate if it is the established norm within your team for such matters. Consider your boss’s preferred communication style and the company culture when making your choice.
Crafting Your Message
Your sick day message should be clear, concise, and professional. State directly that you are unable to work due to illness. A simple sentence like, “I am writing to let you know that I woke up feeling unwell and will not be able to come into the office today,” is sufficient. There is no need to provide an exhaustive list of your symptoms.
Next, clearly state your availability for the day. You might say, “I will be offline for the day to rest,” or if you feel able, “I will check my emails periodically for any urgent matters.” Conclude by mentioning the steps you have taken to cover your work, such as, “I have already briefed my team on my urgent projects,” or, “I will provide an update this evening about my status for tomorrow.”
What to Leave Out
Avoid sharing graphic or excessive details about your illness; a simple “I’m not feeling well” is enough. Refrain from using overly apologetic language, as taking time off to recover is a normal part of employment. Finally, do not make definitive promises about when you will return, as you cannot be certain how you will feel.
Sick Day Message Templates
Having a template can simplify the process of notifying your boss. These examples can be adapted to fit your specific situation and company culture. They incorporate the key elements of a good sick day message without excessive detail.
Here is a template for a formal email:
Subject: Sick Day – [Your Name]
Dear [Boss’s Name],
I am writing to inform you that I will be unable to come to work today, [Date], as I am feeling unwell.
I will be offline for the day to focus on recovering. I have already updated [Teammate’s Name] on my urgent tasks to ensure a smooth workflow. I will keep you posted on my condition and my ability to return to work tomorrow.
Thank you for your understanding.
Best regards,
[Your Name]
For a more casual workplace where a text or Slack message is appropriate, a more concise version works well:
“Hi [Boss’s Name]. I’ve woken up feeling unwell and won’t be able to work today. I will be offline but have let my team know about urgent tasks. I’ll let you know about tomorrow later today.”
Handling Specific Scenarios
If you start to feel ill while at the office, speak with your boss directly and in person, if possible. Explain that you are not feeling well and need to go home. Before you leave, discuss a plan for handing off any immediate or time-sensitive tasks to a colleague.
When you work remotely, the notification process requires extra clarity regarding your availability. You should communicate whether you will be completely offline for the day or if you plan to work at a reduced capacity. For example, you might feel well enough to answer emails but not to attend meetings. A clear message helps your team manage the day’s workload.