The modern workplace has shifted communication norms, making text messaging a common way to handle urgent notifications. Professional standards still apply when notifying a manager of an absence due to illness. This guidance provides practical steps for navigating this specific workplace communication channel.
When Texting is Appropriate (and When It Isn’t)
The decision to text an absence notification often begins with reviewing a company’s established communication policy. In the absence of a strict rule, texting is generally acceptable in organizations with an informal culture or when the illness is mild and only requires a quick notification. Sending a text message outside of standard business hours, such as late at night, is also appropriate to ensure the manager sees the message first thing in the morning.
A phone call, however, becomes the necessary communication method in more complex situations that require a dialogue rather than a simple announcement. This includes severe emergencies, such as an injury requiring hospitalization, where nuanced details need to be conveyed immediately. Highly formal organizations or those with strict attendance protocols often mandate a direct phone conversation to discuss complex project coverage or schedule adjustments.
Essential Elements of the Sick Text Message
The primary goal of the text message is to convey necessary information efficiently. Every notification must begin with a clear statement that you will be absent from work for the day, preventing confusion about your availability status.
Following the statement of absence, include a brief, non-detailed reason for the temporary departure (e.g., migraine or stomach flu). You must then provide an expected duration for the absence, specifying a return date or committing to an update time.
The message must also address the continuity of work by confirming a plan for task coverage or outlining the status of ongoing projects. This element shifts the focus from your absence to the continued progress of team objectives.
Choosing the Right Tone and Professionalism
While the medium is informal, the delivery and style of the text must maintain professional standards. The language should be concise and direct, focusing only on necessary information. Avoid including excessive detail about symptoms, as this can sound unprofessional.
The message should include an expression of regret for the inconvenience your absence may cause the team or manager. This simple acknowledgment demonstrates awareness of the team’s workload. Proper grammar, full word usage, and correct spelling are mandatory; avoid all forms of slang, text abbreviations, or excessive use of emojis.
Text Message Templates for Different Scenarios
Standard Illness Notification
A straightforward illness notification focuses on simplicity and a clear commitment to a return date. This template is suitable for routine sick days where the absence is anticipated to be short and the impact on operations is minimal.
“Good morning, I am writing to let you know that I will be out sick today, October 23rd, due to a stomach virus. I apologize for the sudden absence. I expect to be back in the office tomorrow morning, October 24th, and have moved my afternoon calls to tomorrow. I will check my email briefly at noon for anything urgent.”
Severe or Contagious Illness
When dealing with a contagious situation or an illness requiring extended rest, the message must convey the non-negotiable nature of the absence. This template stresses complete disconnection from work duties to ensure recovery.
“I need to inform you that I will be taking sick leave for the next three days, from October 23rd through October 25th, as I have tested positive for the flu. My doctor has advised me to rest completely, and I will be completely offline during this period. I will set my out-of-office reply immediately and will check in on Friday afternoon with an update on my return to work next week.”
Needing to Work Remotely Due to Mild Illness
This scenario requires a request for accommodation rather than a notification of total absence. The focus is on confirming partial availability and outlining the limited scope of work to be performed while minimizing exposure to others.
“I am feeling unwell this morning with a persistent headache and a minor cough, so I would like to request to work remotely today, October 23rd, to avoid coming into the office. I can handle all scheduled meetings and essential tasks from home but will have limited capacity for new project work. I will be available via email and phone throughout the day and will ensure the Jones proposal is submitted by 4:00 PM.”
Managing Work Coverage and Follow-Up
Sending the text message is the initial step in a complete professional absence process. Proactively outlining who is covering specific tasks or projects within the text or a follow-up email is important. This prevents the manager from having to assign coverage during a busy morning.
If your role requires external communication, set an out-of-office email message immediately after sending the text. This message should direct urgent inquiries to a specific colleague or provide a clear timeline for your return. Check email only once for truly urgent, time-sensitive responses, then remain offline to focus on recovery.
The final administrative step involves documenting the absence according to the company’s formal procedure, such as entering the sick day into an HR system or time-off portal. The initial text serves as a quick notification, but formal follow-up ensures the absence is properly recorded.