A good sick day text is short, direct, and sent as early as possible. You don’t need to describe your symptoms in detail or apologize excessively. A message like “Hi [Manager], I’m not feeling well and won’t be able to come in today. I’ll keep you updated on tomorrow” covers everything most bosses need to hear. The rest of this guide breaks down exactly how to write that text, what to include, what to leave out, and when to send it.
When to Send the Text
Let your manager know as soon as you decide you’re too sick to work. For most people, that means first thing in the morning, before your shift or workday starts. If you’re already feeling terrible the night before, sending a message that evening is even better because it gives your boss more time to adjust schedules or arrange coverage.
The one thing you want to avoid is waiting until you’re already supposed to be at work. A text that arrives at 9:05 when your shift started at 9:00 puts your manager in a tough spot and can come across as an afterthought. Even 30 minutes of extra notice makes a difference.
Who to Text
Text your direct manager or supervisor, not a coworker. Relaying the message through a colleague is unreliable and can look like you’re avoiding the conversation. If your workplace has a specific call-out policy (some require a phone call, others use a scheduling app or HR portal), follow that process first and use a text as backup or confirmation. When in doubt, check your employee handbook or ask your manager ahead of time how they prefer to be notified.
What to Include
Your text only needs three things: that you’re sick, that you won’t be in, and a brief plan for your responsibilities. Here’s what that looks like in practice:
- A clear statement that you’re sick. “I woke up with a bad stomach bug” or “I’m running a fever” is plenty. One short phrase is enough.
- Whether you’ll be out for the day. Say you won’t be coming in, and if you already suspect you’ll need more than one day, mention that possibility.
- A note about your work. If you have meetings, deadlines, or tasks others depend on, briefly mention how they’ll be handled. “I’ll email the team to reschedule my 2 p.m. meeting” or “My project notes are in the shared drive if anyone needs them” shows you’re being responsible even while you’re out.
If your job allows remote work and you feel well enough to do some tasks from home, you can offer that option. Something like “I can check email from home if needed, but I’m not well enough to be in the office” gives your boss flexibility without overcommitting yourself.
How Much Medical Detail to Share
You are not required to give your boss a detailed medical rundown. A general description like “I’m sick,” “I have a stomach bug,” or “I have a bad cold” is sufficient. You don’t need to list every symptom or explain how your night went. Simply saying “I have a contagious stomach bug” communicates both why you’re out and why it’s better for everyone that you stay home.
Under the Americans with Disabilities Act, employers generally cannot make disability-related medical inquiries unless there’s a specific, job-related business reason. Your boss can ask why you need sick leave (that’s standard), but you can answer at a high level. If your workplace requires a doctor’s note, that requirement must apply to all employees equally, not just you. Many companies only require documentation after three or more consecutive days out, though policies vary.
One important note: don’t exaggerate your illness to make it sound more serious than it is. A straightforward, honest message is more professional and avoids awkward questions later.
Sample Texts You Can Use
Here are a few templates you can copy and adjust. Pick the one that fits your situation and your relationship with your boss.
Simple and direct:
“Hi [Name], I’m feeling sick today and won’t be able to come in. I don’t have anything urgent on my calendar, but I’ll be reachable by text if something comes up. I’ll keep you posted about tomorrow.”
When you have meetings or deadlines:
“Hi [Name], I woke up with a fever and need to stay home today. I have a 1 p.m. call with [client/team]. I’ll email [coworker] to see if they can cover, or I can reschedule. I’ll let you know how I’m feeling later today.”
When you’re sick the night before:
“Hi [Name], I’ve been sick all evening and don’t think I’ll be well enough to come in tomorrow. Wanted to give you a heads-up now so you have time to plan. I’ll update you in the morning.”
When you might be able to work remotely:
“Hi [Name], I’m under the weather and not in shape to come into the office, but I can handle email and lighter tasks from home if that’s helpful. Let me know what works best.”
For a multi-day absence:
“Hi [Name], I’m still not feeling well and my doctor recommended I rest for another day. I’m planning to be back on [day]. I’ll make sure [coworker] has what they need to cover [task] in the meantime.”
Tone and Length
Keep your text to a few sentences. This isn’t the place for a long explanation or a string of apologies. One “sorry for the short notice” is fine if it feels natural, but you don’t need to grovel. You’re using a benefit you’ve earned, and most managers just want to know the basics so they can plan their day.
Match the formality to your workplace. If your boss texts you casual updates with emojis, your sick text can be conversational. If your communication is usually more buttoned-up, keep the message professional. Either way, a respectful, brief message will land well.
Following Up
If you told your boss you’d update them, do it. A quick text later in the day like “Still feeling rough, planning to be back tomorrow” or “Feeling much better, I’ll be in tomorrow morning” closes the loop. If your absence stretches beyond one day, send a short update each morning rather than going silent.
When you return, a brief “thanks for understanding” to your manager goes a long way. You don’t need to rehash the details of your illness. Just acknowledge the flexibility and get back to work.