What to Say When Calling in Sick: 30+ Real Examples for Every Situation
The short answer: tell your boss you are not feeling well, that you will not be coming in today, and when you expect to be back. Keep it to two or three sentences. You do not need to list every symptom, and you do not need to over-apologize. Short, honest, and early is always the right move.
If that still makes you nervous, you are not alone. A 2023 BambooHR survey of 1,500 full-time employees found that 64% of workers feel anxiety, guilt, or fear when requesting a sick day. That is nearly two in three people. This guide gives you the exact words to use for every situation, so you can take your sick day and actually rest.
What Is the Best Thing to Say When You Call in Sick?
The best thing to say when calling in sick is something short and clear. You need three pieces of information in your message: your name, the fact that you are unwell and will not be in, and when you expect to return or when you will give an update. That is all. Nothing more is required.
Here is a simple example that works in almost every situation:
“Hi [Manager’s Name], it’s [Your Name]. I’m not feeling well today and won’t be able to come in. I plan to be back tomorrow and will keep you updated if anything changes.”
This works whether you say it over the phone, send it as a text, or write it in an email. It is honest, professional, and leaves no room for confusion.
Why Do So Many People Feel Anxious About Calling in Sick?
People feel anxious about calling in sick because many workplace cultures treat absence as a problem rather than a normal human need. The 2023 BambooHR study also found that nearly 9 in 10 employees worked through an illness in the previous year. Fear of looking unreliable, falling behind, or being judged by a manager drives most of that guilt.
But here is what matters: a legitimate sick day is a responsible choice. Staying home when you are contagious protects your coworkers. Resting when you are genuinely unwell means you recover faster and return more focused. Taking care of your health is good for you and good for your team.
What Should You Do Before You Call in Sick?
Before you pick up the phone or type out a message, take two minutes to go through this checklist. It helps you come across as prepared and professional even when you are feeling terrible.
- Check your sick leave policy. Some companies require a phone call. Others accept a text or email. Your employee handbook or HR department will tell you the right method for your specific workplace.
- Know who to contact. Reach out to your direct manager first. If they are unavailable, know whether HR or a team lead should be your backup contact.
- Reach out as early as you can. If you already feel sick the night before, send a message that evening. Morning notice before your shift always beats a last-minute text.
- Flag any urgent work. Is there a meeting that needs coverage? A deadline your team should know about? A quick mention shows you are thinking about your colleagues even when you are sick.
What Do You Say When Calling in Sick Over the Phone?
When calling in sick by phone, state your name, explain briefly that you are unwell and will not be in, and mention when you expect to return or follow up. Phone calls feel more personal than texts, and many managers strongly prefer them, especially in workplaces where your absence has an immediate impact on operations.
Phone Script for a General Illness
“Hi [Manager’s Name], it’s [Your Name]. I’m not feeling well today and won’t be able to come in. I’ll check my messages and keep you updated. I plan to be back tomorrow, but I’ll let you know if that changes. Thank you for understanding.”
Phone Script for the Flu or a High Fever
“Hi [Name], I woke up with a fever and have been sick since last night. I don’t want to risk passing this on to anyone at work, so I’m going to stay home and rest. I expect to be back by [day] and will send you an update tomorrow morning.”
Phone Script for a Severe Migraine
“Hi [Name], I’m dealing with a severe migraine right now and I can’t function the way I need to. I have to take a sick day today. I’ll check in as soon as I’m feeling better and will let you know my status.”
Phone Script for a Mental Health Day
“Hi [Name], I’m not feeling well today and I need to take a sick day to rest and recharge. I should be back tomorrow. Thank you for understanding.”
You do not have to say the words “mental health” to your manager. “Not feeling well” is completely valid and fully honest. But if you trust your manager and feel comfortable being a little more open, this version works well too:
“Hi [Name], I’ve been running on empty lately and I’m not in a good headspace today. I need to take a personal day to look after myself. I’ll be back tomorrow ready to give it my full focus. I appreciate your understanding.”
Phone Script When Caring for a Sick Family Member
“Hi [Name], my child woke up sick this morning and I need to stay home to care for them. I’m going to use a personal day today. I’ll be reachable by phone and email when I can, and I plan to be back tomorrow.”
What Is a Good Text Message to Send When You Are Calling in Sick?
A good sick day text message is short, clear, and sent as early as possible. It should tell your boss you are sick, that you will not be in, and roughly when you will follow up. Texting your boss is acceptable in most modern workplaces, but always confirm that your company’s sick leave policy allows it before going this route.
Basic Sick Day Text
“Hi [Name], I’m not feeling well today and need to take a sick day. I’ll keep you updated and plan to be back tomorrow.”
Text When You Have Something Contagious
“Good morning [Name]. I woke up with a fever and sore throat. I don’t want to risk spreading it to the team, so I’m staying home today. I’ll check in by end of day.”
Text When You Have a Doctor’s Appointment
“Hi [Name], I have a medical appointment this morning that I wasn’t able to reschedule. I’ll need a half day, possibly a full day depending on how things go. I’ll keep you posted.”
Text for a Mental Health Day
“Hi [Name], I’m not feeling my best today and need a day to rest. I’ll be back tomorrow. Let me know if anything urgent comes up.”
Text When Caring for a Sick Child
“Good morning [Name], my child is sick and I need to stay home with them today. I’m sorry for the short notice. I’m available by phone or email if anything needs my attention.”
Text When Sick for a Second Day in a Row
“Hi [Name], unfortunately I’m still not well enough to come in today. I want to make sure I’m fully recovered before returning. I’ll follow up tomorrow morning and I’m sorry for the continued absence.”
Last-Minute Sick Text on the Morning of Your Shift
“Hi [Name], I’m so sorry for the late notice but I woke up feeling really unwell. I won’t be able to make it in today. I’ll be available by message if anything urgent comes up and will give you a full update this evening.”
How Do You Write a Sick Day Email to Your Boss?
A sick day email should have a clear subject line, a brief explanation of your absence, an estimated return date, and an offer to handle anything urgent if you are able. Emails work well in formal workplaces and create a written record of your communication. Keep the body to three to five short sentences.
Standard Sick Day Email
Subject: Sick Day Today
Hi [Manager’s Name],
I wanted to let you know that I’m not feeling well and won’t be coming in today. I plan to rest and expect to be back tomorrow.
I’ll monitor my email for anything urgent and will keep you updated if my situation changes.
Thank you for understanding.
[Your Name]
Sick Day Email for a Mental Health Day
Subject: Taking a Sick Day Today
Hi [Manager’s Name],
I’m not feeling well today and need to take a sick day. I want to come back rested so I can give my full attention to my work.
I’ll be available by email for anything urgent and plan to return tomorrow.
Thank you,
[Your Name]
Email When You Will Be Out for Multiple Days
Subject: Out Sick for a Few Days
Hi [Manager’s Name],
I’m dealing with an illness that will likely keep me out for two to three days. My doctor has advised me to rest before returning.
I have already let [colleague’s name] know about [urgent task] and will check my email periodically for anything pressing.
I will send an update by [specific day] with my status. Thank you for your patience.
[Your Name]
Email When Caring for a Sick Family Member
Subject: Personal Day Today
Hi [Manager’s Name],
My [child/spouse/parent] is sick today and needs my care. I will need to use a personal day and am sorry for the short notice.
I will be checking messages and can respond to anything urgent by email. I plan to be back tomorrow once I have arranged care.
Thank you for understanding.
[Your Name]
What Should You Say If You Need a Mental Health Day?
When calling in sick for a mental health day, you are not required to explain your specific mental health condition to your employer. A simple “I’m not feeling well and need to take a sick day” is both honest and legally sufficient in most workplaces. Mental health conditions are recognized medical conditions under the Americans with Disabilities Act, and employees have the same right to take time off for them as they do for any physical illness.
The 2023 BambooHR survey found that 64% of employees feel guilt or anxiety around sick days in general. That pressure is even stronger when mental health is involved. But taking one day to recover often prevents a much longer absence down the road. Rest is not a luxury. It is part of doing your job well.
Here are two options depending on how much you want to share:
- Minimal disclosure: “I’m not feeling well today and need to take a sick day to rest. I’ll be back tomorrow.”
- More open approach: “I’ve been struggling a bit lately and I need a personal day to focus on my wellbeing. I’ll be back tomorrow ready to give it everything I have.”
Both options are honest. Both are professional. You choose what feels right for your relationship with your manager.
What Do You Say When Calling in Sick for a Second Day in a Row?
When you need a second consecutive sick day, send a message as early as possible, acknowledge the continued absence, briefly confirm you are still unwell, and give a realistic update on your expected return. Most employers are understanding about genuine illness when communication is clear and timely.
“Hi [Name], unfortunately I’m still not feeling well enough to come in today. I want to make sure I’m fully recovered before returning so I don’t risk making things worse. I’ll follow up again tomorrow morning with a status update. I’m sorry for the continued absence.”
If you have been out for three or more days, many companies will ask for a doctor’s note or medical certification. Check your sick leave policy so you are not caught off guard. In the United States, the Family and Medical Leave Act (FMLA) may also apply if your condition is serious enough and lasts long enough, providing eligible employees with up to 12 weeks of job-protected leave per year.
What Should You NOT Say When Calling in Sick?
Knowing what not to say is just as important as having the right script. These are the most common mistakes employees make when calling in sick, and some of them can damage trust with your manager or put your job at risk.
- Too much medical detail. Listing every symptom makes you sound like you are working too hard to prove you are sick. A brief reason is more than enough. Over-explaining raises suspicion, not sympathy.
- Obvious lies or outrageous excuses. More than one in five employers have fired an employee for using a fake sick day excuse, according to CareerBuilder survey data. Honesty is always the safer choice.
- Vague, uncommitted language. Saying “I’ll try to come in if I feel better later” when you know you will not is unfair to your manager and team. Be clear and direct about your situation.
- Reaching out too late. If you felt sick the night before, let your manager know that evening. Last-minute messages cause real disruption and make you look less reliable than you are.
- Mixing in complaints about work. Adding “I’ve just been so burnt out lately” to your sick message is not the right time or place. If burnout is a real issue, have that conversation separately and intentionally with your manager or HR.
- Over-promising on your return. If you say you will be back tomorrow and then call in again, send a follow-up note with an explanation. It shows you respect your team’s planning needs.
What Do You Do If Your Boss Pushes Back When You Call in Sick?
If your boss pushes back when you call in sick, stay calm, restate your situation clearly, and hold your ground without being confrontational. You have the right to use your sick days. Most employers understand genuine illness, but some managers may question you or pressure you to come in anyway.
If Your Boss Asks What Is Wrong
You are not required to share a detailed diagnosis. These brief, honest answers work well in most situations:
- “I have a stomach bug and I’m genuinely not in a state to work.”
- “I’ve got a severe migraine and I need to rest.”
- “I’m dealing with some health issues and my doctor has recommended I stay home today.”
If Your Boss Pressures You to Come In Anyway
“I really do appreciate you checking in. But I genuinely am not well enough to be effective today. I want to recover properly so I can come back at full strength. I will keep you updated and I appreciate your patience.”
If Your Boss Asks for a Doctor’s Note
“Of course, I will bring that when I return.”
In the United States, most employers can only legally require a doctor’s note after three or more consecutive sick days. If you are being asked for documentation after just one day off, check your employee handbook and speak with HR to understand exactly what your sick leave policy requires.
What Do You Say When You Return to Work After Being Sick?
When you return to work after being sick, send a brief “I’m back” message, catch up on what you missed, thank anyone who covered for you, and move forward without over-apologizing. How you handle your return matters just as much as how you called out.
- Send a short return note. “Good morning, I’m back and feeling much better. Thanks for covering while I was out.” That is all it needs to be.
- Catch up on your own. Check your emails, messages, and tasks without waiting to be briefed. It shows you are responsible and self-directed.
- Thank anyone who helped. If a colleague stepped in or absorbed extra work while you were out, acknowledge it. A short thank you builds real goodwill.
- Move forward, not backward. Being sick is normal. Do not spend the whole day apologizing for it. Show up, do your job well, and let your work speak for itself.
Frequently Asked Questions About Calling in Sick
Is it okay to text your boss instead of calling in sick by phone?
Yes, texting your boss to call in sick is acceptable in most modern workplaces. However, always check your company’s sick leave policy first. Some managers prefer a phone call, especially when your absence will directly affect operations or time-sensitive responsibilities.
Do you have to tell your boss what illness you have when calling in sick?
No. Employees are not legally required to share their specific diagnosis when calling in sick. Saying “I am not feeling well” is completely sufficient. Under the Americans with Disabilities Act (ADA) and general employee privacy principles, your detailed medical information remains private.
Can you call in sick for a mental health day?
Yes. Mental health is real health, and employees are entitled to take a sick day for mental health reasons just as they would for a physical illness. You do not need to disclose your specific mental health condition to your employer. A simple “I’m not feeling well and need to rest” is both honest and appropriate.
What happens if you need to be out of work for more than three days?
After three or more consecutive sick days, many employers will request a doctor’s note or medical certification. In the United States, the Family and Medical Leave Act (FMLA) may provide eligible employees with up to 12 weeks of job-protected, unpaid leave per year for serious health conditions. Contact your HR department for guidance specific to your workplace and situation.
Can your employer fire you for calling in sick?
An employer generally cannot fire you for taking a legitimate sick day and following your company’s sick leave policy. However, if an employee is found to have provided a false excuse or repeatedly abused sick leave, disciplinary action is possible. According to CareerBuilder research, more than one in five employers have terminated an employee for giving a fake sick day reason. Honesty and following company policy are always the safest approach.
How early should you notify your boss when calling in sick?
Notify your boss as early as possible, ideally before your shift begins. If you know the night before that you will be too sick to work, send a message that evening. Early notice allows your team to plan accordingly and shows genuine respect for your colleagues’ time and workload.
What should you say when calling in sick right before an important meeting or deadline?
Acknowledge the commitment, express regret, and suggest a practical solution. For example: “I know we have the Tuesday meeting and I’m sorry I won’t be able to attend. Sarah might be able to share the key update, or we could move it to Wednesday if that works for everyone.” Showing awareness of the impact and offering a path forward demonstrates real professionalism even on a sick day.
What is the FMLA and when does it protect you when calling in sick?
The Family and Medical Leave Act (FMLA) is a United States federal law that allows eligible employees to take up to 12 weeks of unpaid, job-protected leave per year for serious health conditions, caring for a seriously ill family member, or bonding with a new child. To qualify, you must work for an employer with 50 or more employees and have been employed there for at least 12 months. If your illness requires extended time away from work, speak with your HR department about whether FMLA coverage applies to your situation.
The Bottom Line on Calling in Sick
Calling in sick does not have to be a guilt-filled, nerve-wracking experience. Keep your message short. Be honest. Reach out early. Give a clear sense of when you will be back. That is genuinely all it takes to handle a sick day the right way.
You work hard. Your health matters. When you are genuinely unwell, taking a sick day is the right decision for you and for the people around you. A rested, recovered employee always does better work than a sick one who pushed through and made everything harder.
Use the scripts in this guide, adjust them to fit your own voice and your workplace’s culture, and go take care of yourself. Your inbox will still be there when you get back.
