Sometimes, you need to take a day off from work. Maybe you’re feeling sick, dealing with a family emergency, or just need a mental health break. But how do you call out of work the right way? If you don’t handle it properly, you could upset your boss or even put your job at risk. In this guide, we’ll walk you through the best ways to call out of work professionally. We’ll also cover what to say, common mistakes to avoid, and tips to make sure you don’t get into trouble.
What Does “Calling Out of Work” Mean?
“Calling out of work” means informing your employer that you won’t be coming to work for the day. This could be due to illness, a personal emergency, or other reasons. Most companies have a procedure for calling out, whether it’s by phone, email, or an online system. Some businesses require advance notice, while others allow last-minute notifications in emergencies.
It’s important to follow company policies when calling out of work. Not doing so could lead to disciplinary action or even job termination.
Best Ways to Call Out of Work
When you need to call out of work, the key is to be professional and respectful. Here are some of the best ways to notify your employer:
- Call your boss directly: Speaking over the phone is often the best way to communicate.
- Send a professional email or text: If calling isn’t an option, an email or text is the next best thing.
- Use your company’s official system: Some workplaces have an online portal for submitting leave requests.
- Give as much notice as possible: Inform your employer as soon as you know you can’t make it to work.
Each company has different rules, so always check your employee handbook to see what method is required.
Calling Out by Phone
Calling your employer by phone is often the most professional way to notify them that you won’t be coming in. It allows for direct communication, making it easier to explain your situation and answer any questions they might have.
Sending a Text or Email
If you can’t call, sending a text or email is another option. However, keep it professional and to the point. Here’s an example of how to word your message:
Subject: Unable to Come to Work Today
Hi [Manager’s Name],
I’m feeling unwell today and won’t be able to come to work. I wanted to let you know as soon as possible. Please let me know if you need any additional information.
Thank you,
[Your Name]
Make sure your message is clear and polite. Avoid giving too many unnecessary details.
Using Your Company’s System
Some companies require employees to use an official system, like an online portal, to request time off. If your workplace has such a system, follow the proper steps to submit your request. This ensures that everything is documented correctly.
What to Say When Calling Out of Work
When calling your employer, keep your message simple and respectful. Here’s an example of what you can say:
“Hi [Manager’s Name], I’m not feeling well today and won’t be able to come to work. I wanted to let you know as soon as possible. Please let me know if you need anything else from me.”
If you’re dealing with a family emergency, you might say:
“Hi [Manager’s Name], I have a family emergency and won’t be able to come in today. I’ll keep you updated if I need more time off. Let me know if there’s anything I should do in the meantime.”
Keeping it simple and professional will help you avoid unnecessary questions.
Common Reasons to Call Out of Work
There are many valid reasons for calling out of work. Employers generally understand that life happens, and sometimes, you need a day off. Some common reasons include:
- Illness – If you’re sick, staying home prevents the spread of germs.
- Family emergency – Unexpected family issues, like a sick child or a death in the family, require immediate attention.
- Mental health day – Sometimes, you need a day to rest and recover mentally.
- Car trouble – If your car breaks down and you can’t find another way to work, you may need to call out.
- Bad weather – Severe weather conditions can make it impossible to get to work safely.
- Doctor’s appointment – If you have an important medical appointment, you may need time off.
Being honest about why you need the day off is important, but you don’t need to overshare personal details.
Calling Out Sick
If you’re sick, it’s best to stay home to recover and prevent spreading illness to your coworkers. Some companies require a doctor’s note for sick leave, especially if you take multiple days off.
When calling out sick, keep your message short and professional. You don’t need to give a long explanation.
Example:
“Hi [Manager’s Name], I’m not feeling well today and won’t be able to come in. Please let me know if you need anything from me.”
If you expect to be out for multiple days, let your employer know so they can plan accordingly.
Family Emergency
Family emergencies happen unexpectedly, and most employers understand this. If you need to take the day off, be clear and professional when notifying your boss.
Example:
“Hi [Manager’s Name], I have a family emergency and need to take the day off. I’ll keep you updated if I need more time.”
You don’t need to go into too much detail unless you’re comfortable sharing.
What Not to Do When Calling Out
- Don’t lie – Honesty is always the best policy. Lying can damage your credibility.
- Don’t wait until the last minute – Inform your boss as soon as possible.
- Don’t ignore company policy – Follow the correct procedures for calling out.
- Don’t be unprofessional – Keep your message polite and respectful.
How to Call Out Without Getting in Trouble
- Follow company rules – Every company has different policies, so make sure you follow them.
- Give notice early – If you know you’ll be absent, inform your boss ahead of time.
- Keep it professional – Use respectful language and avoid unnecessary details.
- Be honest – Employers appreciate honesty.
Tips for Calling Out of Work
- Use a professional tone – Whether calling, texting, or emailing, always be respectful.
- Check your employee handbook – Make sure you’re following the correct procedure.
- Have a backup plan – If possible, offer to make up for missed work later.
- Don’t overuse sick days – Frequent absences can make you look unreliable.
Common Reasons to Call Out of Work
Most employers understand that life happens. Some common reasons for calling out of work include:
- Flu or severe cold
- Migraine or severe headache
- Food poisoning
- Family emergency
- Car accident
- Mental health day
It’s okay to take a day off when you need it, as long as you handle it professionally.
The Bottom Line
Knowing how to call out of work the right way is important for maintaining a good relationship with your employer. Whether you’re sick, dealing with an emergency, or just need a break, always be honest, professional, and follow company policies. Giving your boss as much notice as possible and communicating clearly will help you avoid problems.
By following these simple steps, you can take the time you need while keeping your job secure. Remember, everyone needs a break sometimes—just make sure you handle it the right way!
