How to Call Out Sick by Text: Examples and Scripts to Copy
Quick Answer
To call in sick, send one short message to your manager as early as possible, before your shift starts. Say you are sick and can't work today, say when you will update them or expect to return, and note how any urgent work will be covered. You don't need to share medical details. Use the method your workplace policy requires, whether that is a call, text or email.
Calling in sick by text or phone takes one short, clear message: say you are out, set expectations, and cover your work. Use the free sick day message generator and the three copy-and-paste scripts below, then read how to handle updates and your return so the absence builds trust instead of hurting it.
For most people, calling in sick feels harder than it should. You wonder whether you are sick enough, what to say, and whether you need to explain everything. Then you either drag yourself to work when you should not, or send an awkward message that creates more questions than it answers. Calling in sick is not a negotiation. It is a professional communication, and handled well it shows accountability, not weakness.
Free Sick Day Message Generator
Free Sick Day Message Generator
Pick your situation and the message writes itself. Copy it into a text, email, or chat.
Why the Way You Call in Sick Matters
Calling in sick is about more than taking a day off. It protects your health, keeps the team productive, and shows how you communicate under pressure. A poorly handled call-out creates confusion, coverage gaps, and frustration for your manager and teammates. A well-handled one shows accountability, respect for the team, and strong communication skills, and that is what people remember.
The Biggest Mistakes People Make
Oversharing
You do not need to describe your symptoms. A detailed account of your night is uncomfortable for everyone and adds nothing your manager needs.
Being Vague
"I might be out today" forces your manager to follow up and leaves the team unable to plan. Be definite.
Waiting Too Long
If your shift starts at 9:00 and your message arrives at 8:58, your team has no time to adjust. Send it as soon as you know.
Sounding Guilty
Repeated apologies make a routine absence sound like wrongdoing. You are not doing anything wrong. You are communicating a reality.
Ignoring Your Work
This is the biggest one. If your message says nothing about your meetings, deadlines, or open tasks, your manager now has a problem to solve alone.
What a Professional Sick Message Includes
A strong message has only a few parts: a clear statement that you are out, a timeframe if you know it, what happens to your work, and optionally whether you can be reached. Short, clear, and respectful. The right mindset makes this easy: you are not asking permission to be sick. You are informing your workplace so it can adjust. That shift removes the anxiety and the over-explaining.
How to Structure Your Message
Use this three-part framework every time:
- State the situation. "I'm not feeling well today and won't be able to work."
- Set expectations. "I'll keep you updated if I need additional time."
- Address your work. "My meetings are rescheduled and my priorities are noted below."
How to Handle Different Situations
For a one-day illness, keep it simple and skip the detail. For a multi-day illness, give a rough expectation for your return and send a short update each day. For a last-minute call-out, be direct and fast rather than long. For an ongoing health issue, be more structured and proactive about coverage while still keeping the message brief. Follow your company's call-out policy on who to contact and how, and check whether your workplace requires a phone call rather than a text.
Three Call in Sick Scripts for Text or Phone
Use these as written or adjust the wording to sound like you. Each works as a text, email, chat message, or a phone script.
1. Simple and Direct (Best for Most Situations)
Hi [Manager Name], I'm not feeling well today and won't be able to work. I'll keep you updated if I need additional time. I've noted my priorities below and can help hand off anything urgent if needed.
2. More Detailed (When You Want to Show Coverage)
Hi [Manager Name], I'm feeling unwell and need to take today off. I've rescheduled my meetings and updated my tasks so nothing is blocked. Let me know if anything urgent comes up and I'll help where I can.
3. Short and Last-Minute (Urgent Situations)
Hi [Manager Name], I'm sick this morning and won't be able to work today. I'll follow up later with an update. Thanks for understanding.
When Should You Call in Sick?
A good rule of thumb is to call in sick when you are contagious, when you cannot focus well enough to do your job safely and accurately, or when working would slow your recovery. That matters even more in roles that involve food handling, healthcare, driving, machinery, or close contact with customers, where coming in sick puts other people at risk. If you are unsure, ask yourself whether your coworkers would want you there today. Going in sick usually costs the team more than one day without you.
Text, Phone Call, or Email: Which Should You Use?
| Channel | Best for | Tips |
|---|---|---|
| Text message | Quick notice, early mornings, teams that already text | Keep it short, send it early, and follow your manager's preferred channel. |
| Phone call | Shift-based roles, last-minute absences, companies that require a call | Say you are out, when you expect to return, and what needs coverage, then follow up in writing if asked. |
| Office roles, multi-day absences, when you need to list handoffs | Use a clear subject line such as "Out sick today" and list any urgent tasks. | |
| Team chat | Remote teams, letting coworkers know you are unavailable | Tell your manager directly first, then post a short status for the team. |
Call in Sick Examples by Situation
The right message changes a little depending on your role. Use these as starting points.
Hourly or Shift Worker
Hi [Manager Name], I'm sick and won't be able to work my shift today from [start time] to [end time]. I wanted to let you know early so you can arrange coverage. I'll update you tonight about tomorrow's shift.
Remote Employee
Hi [Manager Name], I'm not feeling well and am taking a sick day today. I've set my status to away and moved my 11:00 meeting. [Coworker] has the files for the client update if anything urgent comes up.
Manager or Team Lead
Hi [Manager Name], I'm out sick today. [Name] will lead the team standup and is the point of contact for approvals. I'll check in tomorrow morning with an update.
Caring for a Sick Family Member
Hi [Manager Name], my child is sick and I need to stay home to care for them today. I'll keep you posted on tomorrow and have noted my priorities below.
Sick Leave Policies and Doctor's Notes
Sick leave rules depend on your employer and where you work. Your employee handbook should explain how to report an absence, how much paid sick time you have, whether sick time can be used to care for family members, and when a doctor's note is required. Many employers only ask for a note after several consecutive days out. Some states and cities require employers to provide paid sick leave, and the federal Family and Medical Leave Act provides job-protected, unpaid leave for serious health conditions to eligible employees. For details, see the U.S. Department of Labor FMLA page and your state labor department.
For Managers: How to Respond to a Sick Call
How a manager responds shapes whether employees report absences honestly. Reply quickly and warmly, confirm coverage, and do not ask for a diagnosis or pressure the employee to work. A simple reply works:
Thanks for letting me know. Feel better. I'll make sure [task or shift] is covered, so focus on resting and keep me posted on tomorrow.
Then record the absence in your time off system so balances stay accurate. If you notice a pattern, such as frequent Monday absences, address it privately and fairly using your attendance policy rather than questioning individual sick days. See what is considered excessive absence for guidance.
What Managers Actually Want
From a manager's side, the goal is not your life story. Managers need clarity about whether you are out, timing for when you expect to return, and awareness of what work is affected so they can plan coverage. Give them those three things and you are doing it right. What actually hurts a reputation is not being sick. It is poor communication, a lack of clarity, and leaving the team guessing.
What to Do After You Call in Sick
The first message is only the start. Many people send one text, disappear, and come back without context, which leaves the manager wondering whether you are returning tomorrow and what needs to be reassigned. Strong performers close the loop.
Give a Short Update
If you are out more than a day, a quick check-in goes a long way: "I'm still not feeling well and will need another day. I'll update you tomorrow." That is enough.
Set Expectations for Your Return
Even a rough timeline helps your manager plan coverage, deadlines, and priorities. Without it, everything becomes reactive.
Take Ownership When You Are Back
Acknowledge the gap with something simple like "I'm back today and catching up. Let me know if anything urgent needs priority." It shows awareness and accountability.
Do Not Overcompensate
Trying to make up for a sick day by overworking often leads to mistakes or burnout. Prioritize, communicate, and get back into rhythm.
Be Clear About Availability
If you are truly sick, be offline. Only offer to check messages if you can realistically follow through without slowing your recovery. Being fully out is better than being inconsistently available.
A Better System for Sick Days
When a team struggles with sick days and coverage, the real issue is usually a lack of structure, not people. With Updoot PTO software, employees request time off or log a sick day in one place, managers approve it in one click and see availability instantly, and every absence is documented with real-time balances. No confusion and no back-and-forth.
Final Thoughts
Calling in sick professionally is about the whole interaction, from the first message to the updates to your return. Keep it simple, keep it clear, and close the loop. That is what professionalism looks like.
Opens in Google Drive. View and download for free.
Related Reading
Can an Employer Deny Sick Leave? →
Frequently Asked Questions About Calling in Sick
How do I call in sick professionally?
Notify your manager as early as possible, state clearly that you are out, give a timeframe if you know it, and explain what happens to your work. Follow your company's call-out policy.
Is it OK to call in sick by text?
In many workplaces a text is acceptable, but it depends on company policy. Some employers require a phone call, especially for shift-based roles, so check your policy first.
What should a sick day text say?
Say you are sick and will not be working, set expectations for when you will update or return, and note any urgent work or coverage. You do not need to describe your symptoms.
How early should I call in sick?
As soon as you know you cannot work, and before your shift starts. Early notice gives your manager time to arrange coverage.
Do I have to tell my boss why I am sick?
Usually no. A short statement that you are not well enough to work is enough in most workplaces. Your company policy may require a doctor's note for longer absences.
How should managers handle sick calls?
Respond professionally, plan coverage, and avoid pressuring employees to work while sick. A clear sick leave process keeps call-outs consistent and fair.
Can my employer require a doctor's note?
Many employers can require a doctor's note, especially after several consecutive sick days. The rules depend on your company policy and state or local law, so check your employee handbook.
What should I text my boss if my child is sick?
Say that your child is sick and you need to stay home to care for them, when you will update your manager, and what work needs coverage. Keep it short and send it as early as possible.