Calling out of work is sometimes unavoidable, whether due to illness, personal matters, or unexpected emergencies. However, how you handle the situation can make a significant difference in maintaining your professional reputation and ensuring your absence doesn’t negatively affect your team.
This guide provides a detailed roadmap on how to call out of work the right way, covering:
Valid and professional reasons to call out
The best ways to notify your employer
What to say (and what not to say) when calling out
Professional etiquette and communication tips
Common mistakes to avoid
By following these guidelines, you can handle your absence responsibly and maintain your credibility in the workplace.
When Should You Call Out of Work?
Not every situation warrants a day off. It’s essential to know when it’s appropriate to call out, balancing your well-being with your professional responsibilities. Taking unnecessary days off can damage your reputation, while ignoring legitimate needs can harm your health and productivity.
Below are valid reasons for calling out of work and why they are justified.
Calling Out Due to Illness or Injury
If you’re feeling unwell or injured, staying home is often the best choice for both you and your coworkers. Working while sick can lead to reduced performance and risk spreading illness to others.
Why Illness Justifies Taking a Day Off:
Reduced Productivity: When you’re unwell, your focus, energy, and efficiency suffer.
Preventing Contagion: Attending work with a contagious illness can infect others, leading to more absences.
Faster Recovery: Resting helps your body heal more quickly, preventing long-term issues.
Avoiding Accidents: If your illness or injury affects alertness, working could pose safety risks.
Examples of Valid Health-Related Reasons:
Fever, flu, or severe cold
Food poisoning or stomach illness
COVID-19 or other contagious conditions
Migraine or debilitating pain
Injuries that prevent safe performance (e.g., sprains, fractures)
When Not to Call Out:
Mild sniffles or seasonal allergies (unless symptoms are severe)
Minor discomforts that don’t affect performance
Calling Out for a Family Emergency
Unexpected family situations can make it impossible to focus at work. Employers generally understand that urgent personal matters sometimes take precedence over professional duties.
Valid Family Emergencies Include:
A family member being hospitalized or critically ill
Death of a close family member
Sudden childcare issues (e.g., babysitter cancellation or sick child)
Major home emergencies such as fires, flooding, or break-ins
Tip: Inform your employer as soon as possible, even if you don’t yet know how long you’ll need off. Offer to stay in touch about updates.
Calling Out for a Mental Health Day
Mental health is just as important as physical health. If stress, burnout, or emotional exhaustion is impacting your ability to perform, taking a mental health day can be a responsible and necessary choice.
Signs You Need a Mental Health Day:
Persistent stress or anxiety affecting work
Emotional exhaustion or burnout
Difficulty concentrating or making decisions
Experiencing grief, trauma, or emotional distress
Professional Way to Communicate It:
You don’t need to go into detail, a simple statement like “I need to take a personal day today” is enough. Most managers appreciate honesty without oversharing.
Calling Out for a Doctor’s Appointment or Procedure
Medical appointments can sometimes only be scheduled during work hours, especially specialist consultations or procedures.
Acceptable Medical Reasons Include:
Surgery or recovery periods
Medical testing (MRI, X-ray, bloodwork, etc.)
Specialist consultations (dentist, therapist, or physiotherapist)
Tip: For routine appointments, try scheduling them early in the morning, during lunch breaks, or late in the day to minimize disruption.
How to Call Out of Work Professionally
Once you’ve determined that your reason for calling out is valid, the next step is communication. How you deliver your message is just as important as why you’re taking time off.
Notify Your Employer as Early as Possible
Always give notice as soon as you know you can’t attend work. The earlier you communicate, the easier it is for your team or manager to adjust schedules.
Why Timely Notification Matters:
Allows your manager to find temporary coverage.
Prevents delays in work or project handovers.
Demonstrates responsibility and respect for your team.
If you work shifts or in customer service, try to call out at least one to two hours before your scheduled start time.
Use the Appropriate Communication Channel
Follow your company’s preferred method for reporting absences. Some organizations require phone calls, while others accept emails, messages through HR software, or texts.
Common Communication Methods:
Phone Call: The most professional and direct approach, especially for unexpected absences.
Email: Best for formal communication and planned absences.
Text Message: Acceptable for informal workplaces but should remain polite and professional.
Tip: If your manager doesn’t answer your call, leave a clear voicemail and follow up with an email or text.
Keep Your Message Short, Clear, and Professional
You don’t need to give unnecessary personal details. A brief, polite message is always best.
Example, Professional Sick Leave Message:
“Hi [Manager’s Name], I’m not feeling well today and need to take a sick day. I’ll keep you updated if I’m unable to return tomorrow. Thank you for understanding.”
What to Avoid:
Overexplaining or exaggerating your symptoms.
Using vague excuses like “I just can’t make it in.”
Sounding uncertain (“Maybe I’ll come in later if I feel better”).
Offer Solutions or Follow-Up Plans
If your absence affects important tasks, offer to complete them later or delegate them responsibly.
Examples:
“I’ve informed [Colleague’s Name] about my pending work for today.”
“I’ll catch up on the report first thing tomorrow morning.”
This shows accountability and teamwork, even when you’re unavailable.
Professional Examples of Calling Out
The tone and wording of your message matter. Below are examples tailored to specific situations:
Calling Out Due to Illness
Phone Call Example:
“Hi [Manager’s Name], this is [Your Name]. I’m feeling unwell today and won’t be able to come in. I wanted to let you know early so you can plan accordingly. Please let me know if you need anything from me.”
Email Example:
Subject: Sick Leave for [Date]
“Hi [Manager’s Name], I’m feeling unwell today and will need to take a sick day. Please let me know if documentation is needed. Thank you for understanding.”
Calling Out for a Family Emergency
Phone Call Example:
“Hi [Manager’s Name], I have a family emergency that requires my immediate attention, and I won’t be able to come in today. I’ll keep you updated if I need additional time off. Thank you for understanding.”
Email Example:
Subject: Family Emergency: Unable to Work Today
“Hi [Manager’s Name], I’m dealing with an unexpected family emergency and won’t be available for work today. I apologize for the inconvenience and appreciate your understanding.”
Calling Out for a Mental Health Day
Phone Call Example:
“Hi [Manager’s Name], I need to take a personal day today to rest and recharge. I’ll make sure to catch up on any pending work tomorrow. Thank you for understanding.”
Email Example:
Subject: Request for Personal Day
“Hi [Manager’s Name], I’d like to take a personal day today to focus on my well-being. Please let me know if any follow-up is needed. Thank you for your support.”
Calling Out for a Doctor’s Appointment
Phone Call Example:
“Hi [Manager’s Name], I have a medical appointment today that can’t be rescheduled. I’ll be unavailable during work hours but will check messages if anything urgent comes up.”
Email Example:
Subject: Out for Medical Appointment
“Hi [Manager’s Name], I have a scheduled medical appointment today and won’t be at work. I’ll ensure all pending work is completed tomorrow. Thank you.”
Tips for Maintaining Professionalism When Calling Out
Communicate Early: Don’t wait until your shift starts to notify your manager.
Be Honest: Provide a truthful reason without oversharing unnecessary details.
Follow Policy: Check your employee handbook for call-out procedures.
Stay Accessible (If Appropriate): If your role allows, be reachable for urgent issues.
Use PTO or Sick Leave Properly: Don’t misuse personal time, maintain trust with your employer.
What to Avoid When Calling Out
Avoid these common mistakes that can harm your credibility:
Calling out too frequently or last-minute without valid reasons.
Giving inconsistent explanations between calls, texts, or emails.
Being unresponsive during your absence.
Posting on social media while claiming to be sick.
Failing to notify HR or your manager properly.
Frequently Asked Questions (FAQ) About Calling Out of Work
What should I do if my manager doesn’t answer when I try to call out?
If your manager doesn’t answer, don’t panic, the key is to document your communication attempts. Start by leaving a professional voicemail that clearly explains your situation and expected absence. Then, follow up immediately with an email or text message confirming your call. This creates a record of your effort to notify them promptly.
If your company has an HR department or a designated backup contact, notify them as well. Always ensure your message includes your name, date, reason for absence, and estimated return time if known.
Example voicemail:
“Hi [Manager’s Name], this is [Your Name]. I wanted to let you know I won’t be able to make it to work today due to [reason]. I’ll check in later if needed. Thank you for understanding.”
Can my employer deny my request to take a day off?
In most workplaces, employers cannot deny sick leave or emergency leave when it’s legitimate and in accordance with company policy or labor law. However, requests for non-urgent absences, such as personal days or vacation time, can be denied based on staffing needs or timing.
If your employer refuses your request for a legitimate reason (such as illness or family emergency), calmly explain the situation, reference company policy if necessary, and offer to provide documentation if required.
How often can I call out before it becomes a problem?
Occasional absences for valid reasons are normal, but frequent or last-minute call-outs may raise concerns. Most organizations have attendance policies that outline acceptable limits, often including a “point system” where repeated absences can result in warnings or disciplinary action.
If you notice that you’re needing time off often due to ongoing issues (chronic illness, family care responsibilities, or stress), consider discussing flexible scheduling, remote work, or protected leave (like FMLA) with HR to prevent attendance issues.
Is it acceptable to take a mental health day?
Yes, mental health days are increasingly recognized as legitimate reasons for absence. Taking time to rest, reset, or manage stress helps prevent burnout and long-term productivity loss. When requesting a mental health day, keep your explanation simple. You can say:
“I need to take a personal day to recharge and focus on my well-being.”
There’s no need to share personal details unless you choose to. Maintaining mental wellness benefits both you and your employer by ensuring sustained focus and performance.
Can I call out if I just don’t feel like working?
Everyone occasionally feels unmotivated, but calling out without a legitimate reason can harm your professional reputation. Instead of faking illness or making up an excuse, consider alternatives:
Use paid time off (PTO) if available.
Take a mental health day (and communicate it appropriately).
Address workplace stress or burnout proactively with your manager.
Misusing sick leave or being dishonest about absences can damage trust, which is far more difficult to rebuild than simply requesting legitimate time off.
Can my employer ask for proof when I call out sick?
Yes, many companies have policies requiring documentation if you’re absent for multiple consecutive days or after frequent sick leave. Employers may request a doctor’s note to verify that your absence was health-related.
They might also ask for official proof for jury duty, bereavement, or other leave types. Always check your company’s attendance policy so you know when documentation is required. Providing legitimate proof helps protect both you and your employer.
What if I have a chronic illness and need to call out frequently?
If you live with a chronic condition that requires recurring absences, you should inform HR or your manager so they can provide reasonable accommodations. Depending on your location and employer, you may qualify for:
FMLA (Family and Medical Leave Act) protections (in the U.S.)
Flexible scheduling or work-from-home options
Reduced workload or task reassignment
Being transparent ensures your employer can plan coverage while respecting your health needs, and it helps prevent misunderstandings about your attendance record.
What if I feel guilty about calling out?
Many professionals feel guilty when they need to take time off, but it’s important to remember that everyone requires rest and recovery at times. Working while sick, stressed, or distracted often leads to decreased performance and greater errors.
A well-timed day off can actually benefit your employer, it allows you to return with renewed focus, energy, and clarity. As long as you notify your supervisor responsibly and follow company policy, there’s no need to feel guilty.
Taking care of yourself isn’t a sign of weakness; it’s a sign of professionalism and self-awareness.
Optional 9th (Add-on for completeness if you wish)
What if I oversleep or am running late, should I still call out?
If you oversleep, notify your manager immediately instead of skipping work entirely. Apologize sincerely, provide an estimated arrival time, and make an effort to catch up on missed work. Occasional lateness happens, but repeated incidents can signal reliability issues. Taking responsibility right away demonstrates maturity and professionalism.
Conclusion
Calling out of work professionally is about balancing honesty, communication, and responsibility. Emergencies, illnesses, and personal needs are part of life, what matters is how you handle them.
By notifying your employer promptly, communicating clearly, and respecting company policies, you can take necessary time off without damaging your reputation or disrupting your workplace.
Handled correctly, a professional call-out demonstrates maturity, reliability, and respect, qualities that strengthen your standing as a dependable employee.