How to call in sick to work

We all have those days when we wake up feeling terrible. Maybe you’ve got a pounding headache or a runny nose – or perhaps you just need a day off to focus on your mental health. 

While you might feel a pang of guilt about calling in sick to work, here’s the truth: your organisation will cope without you there for a day or two. Personal leave is a government-mandated entitlement for employees in Australia, and one you should use whenever you need to. The important thing with sick leave is communicating your absence in a timely, professional manner, so that your team can manage your workload while you’re gone.

In this article, we provide a step-by-step guide to calling in sick to work. Here are some tips and templates for what to say, and how to call in sick professionally. 

When should you call in sick?

Knowing when to call in sick helps protect the wellbeing of both you and your colleagues. Here are some common scenarios where you should consider taking a sick day.

• Physical illness: whether it’s for the ’flu or food poisoning, taking time off lets you rest and prevents the spreading germs to colleagues.

• Mental health: if you're feeling overwhelmed or burnt out, a self-care day can help you recharge.

• Contagious conditions: if you’re showing symptoms of something contagious, it’s responsible to stay home.

• Injuries: from a sprained wrist to a back strain, injuries can make it difficult to do your work, and may get worse if you don’t rest.

Always put your health first – this keeps your workplace safe and productive too. 

What to consider before calling in sick

If you’re wondering whether to call in sick or tough it out for a day, the following factors should weigh in on your decision.

How much sick leave do you have?

In Australia, full-time employees are entitled to at least 10 days of paid sick and carer’s leave per year. Part-time employees receive pro-rata entitlements. 

Unused sick leave typically rolls over to the next year, so check your accrued leave balance to figure out how much time you can take off. Depending on your employer, you may benefit from more paid time off than the minimum – check your company’s policy to be sure.

What’s your company’s protocol for calling in sick?

Your company will have certain processes to follow when calling in sick. Look through your employee handbook or HR policies for specifics like:

• Should you call, email or text your manager?

• Do you need to submit a medical certificate?

• Who else needs to be informed besides your manager?

• By what time do you have to call in sick?

Following these protocols ensures that your leave is recorded properly.

Do you have the option to work from home?

Sometimes, working from home may be a good alternative to calling in sick if your company allows it. For example:

• You have mild cold symptoms but still feel well enough to work.

• You need to care for a sick family member but can juggle work duties.

If your employer allows remote work, this option is a convenient compromise. Plus, it helps avoid spreading germs at the office. You should let your employer know your intentions as soon as you decide to work from home. 

How to call in sick to work: 5 steps

Acting promptly when calling in sick minimises disruption for your teammates; it's the professional thing to do. Here’s a step-by-step guide.

Step 1: Notify your boss ASAP

As soon as you’ve decided to call in sick, let your manager know. The earlier you let your boss know, the more time they have to plan for your absence and reassign work and the less disruptive your absence will be.

Depending on your company's rules, you can choose to call, text, or email your manager. Tell them you need to take sick leave, how long you’ll likely be out, and any urgent tasks they need to be aware of in your absence.

Step 2: Provide a general reason for your absence

It's polite to provide a general reason for why you’re calling in sick, but there's no need to be specific. Casual employees aren’t required to give a reason, though permanent employees may be expected to provide some context. Here are a few ways you can phrase your sick leave message:

• I’m feeling unwell and need to take the day off.

• I’m recovering from food poisoning.

• I have a last-minute doctor’s appointment today. 

• I need to care for my child who’s sick today. (Carer’s leave.)

• I’m experiencing severe cramps and need a day to rest.

• I’ve twisted my ankle and can’t walk without pain.

• I’ve received news of a family emergency.

• I need a mental health day.

Step 3: Hand over urgent work

Now that your boss is aware of your absence, think about what you need to do to cover your work. For tasks with urgent deadlines, collaborate with your manager or teammates to delegate urgent work. If you have meetings scheduled during your sick leave, reach out to reschedule or ask a colleague to help you take notes.

If you’ll be out longer than two days, put together a document with status updates and information about the projects you’re working on. This ensures that your team has all the necessary resources to take over your work.

Step 4: Set up an out-of-office message

Beyond your immediate team, consider who else might be affected by your absence. This includes clients, external vendors, and colleagues from other teams.

Set up an out-of-office message to ensure that anyone who emails you knows not to expect a response. Include details on when you’ll be back and who to contact for urgent matters.

Here’s an example of an effective out-of-office message:

Thanks for your email! I am currently out of the office due to illness and will return on [date]. For urgent matters, please contact [colleague’s name] at [email/phone number].

Step 5: Follow up when you’re back

Once you’ve recovered, touch base with your manager and colleagues to catch up. Check in with teammates to find out whether the work they’ve covered during your absence is on track.

Depending on your company protocol, you may need to submit certain documentation for your sick leave such as a doctor’s note.

What to say when calling in sick: Templates

Example 1: Informing your boss that you’re sick

Hi [manager’s name], I’m feeling unwell and won’t be able to come into work today. I’ll be heading to the doctor’s later and I’ll keep you updated on whether I need more time off. Thank you!

Example 2: Calling in sick for mental health

Dear [manager’s name], I’m feeling exhausted today and would like to take a day off to rest. I can hand [urgent tasks] over to [colleague’s name]. I appreciate your understanding and support.

Example 3: Requesting carer’s leave to care for a sick child

Hi [manager’s name], my child is down with [illness], and I need to take the day off to care for them. I should be back at work tomorrow. I will check Slack occasionally to see if there’s anything urgent.

Example 4: Taking time off for a doctor’s appointment

Dear [manager’s name], apologies for the last-minute heads-up. I have an urgent doctor’s appointment this afternoon and need to take the day off. I’ll make up for any missed work tomorrow.

Example 5: Explaining that you have a family emergency

Dear [manager’s name], I just received word about a family emergency and need to take a personal day off. I’ll keep you updated if I require additional time off. 

Final tips for calling in sick professionally

• Follow up if required: if your company requests documentation, such as a doctor’s note, submit it promptly.

• Be mindful of workplace policies: understand and follow your company’s sick leave protocols.

• Take sick days when you need them: remember, using sick leave when needed is responsible and helps you stay productive in the long term.

You don’t have to feel guilty about calling in sick to work. By following your company policies and taking steps to minimise the impact on colleagues, you can make your sick leave manageable for both you and your team – and get back to work when you’re feeling 100%. 

FAQs

When should I call in sick to work?

You should call in sick when you feel unwell, need a mental health day, have an injury that affects mobility, or are suffering from a contagious condition. Doctor appointments or family emergencies are also valid reasons. 

This not only helps you recover but also ensures you’re not putting others at risk. Recognising when you need rest is crucial for your wellbeing.

What’s the best way to inform my manager when I’m sick?

The best approach is to notify your manager as soon as possible, using the communication method outlined in your company handbook or HR policies. This could be a phone call, email, or text message. 

Be concise yet clear about your situation and how long you expect to be on leave. This shows accountability and helps with team planning.

How do I call in sick to work through text?

Craft a professional yet straightforward text to explain your situation. You don’t need to go into detail, but always be clear and maintain a polite tone.

Hi [manager’s name], I’m sorry to inform you that I’m feeling unwell today and need to take a sick day. I’ll keep you updated if I need more time off.

What if my boss refuses my sick day?

If your request is denied, calmly explain the situation, emphasising the importance of your health. You can offer to provide a medical certificate and formal doctor’s recommendation. 

If your manager continues to refuse your sick leave request, get in touch with your HR department (if you have one) to understand your rights and options. 

Can I call in sick for a single day or part of a day?

Yes. Many workplaces offer single-day or partial-day sick leave. Notify your manager early and clearly state when you’ll be back at work.

How many hours’ notice do I need to call in sick to work?

Aim to notify your manager as soon as you realise you need a sick day. Ideally, this should be before the start of your workday to give your colleagues time to adjust their workload and schedules. Failing to call in on time may be classified as a “no show”, which might result in a warning. 

Do I need to provide a reason for calling in sick?

While too much detail isn’t necessary, you do need to provide a brief reason, such as “I’m unwell” or “I have a personal emergency”. This is courteous and maintains transparency with your boss.

How can I prepare for calling in sick to make it easier on my team?

You can prepare for your sick leave by communicating clearly about any urgent responsibilities. Reassign key tasks and reschedule meetings that happen during your leave. 

You can also prepare a brief handover document with essential information about the projects you’re working on. 

Should I provide a doctor’s note?

This depends on your company’s policies. Some employers require a medical certificate for absences beyond a certain duration, such as two or more days. Check with your HR department and be ready to provide documentation if needed. Employers are allowed to request a medical certificate for even a partial day off work.