How to Call Out of Work Professionally (With Examples)
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What can be the best way to inform your boss that you're going to miss work today? Should you send them an email? A quick text? A phone call? Or a simple note through your company's messaging app, such as Slack? Regardless of the method, be sure to always follow your company's policy to inform your absence properly.
If you make mistakes, you risk appearing unreliable or disrespectful. This is why choosing the proper method is important when you call out of work. It also allows you to leave your absence in good standing and makes these conversations much easier on everyone.
Key Takeaways
- Learn the 4 main communication methods to inform your absence (phone, email, text & messaging apps).
- Discover what essential information to include in every absence message to maintain professionalism and protect your reputation.
- Know and avoid common mistakes when calling out of work that make employees look unreliable.
Know Your Workplace Policy
Check your employee handbook before you reach out to your manager. This handbook usually has rules about whether and how to report absences. If there is a policy on reporting absences, it can tell you exactly how your company wants you to contact them, whether it's a phone call, email, internal messaging system, or any other method. Your HR department usually details how much advance notice your company expects.
Following your company's preferred method is better to show that you respect the workplace process and pay attention to important details. This simple step helps protect you from accidentally breaking the policy, which is very important.
Choosing the Right Method to Call Out
You always have to pick the right way to contact your boss, which is really important. Let's see how each method works best:
| Method | When to Use | Why It Works |
|---|---|---|
| Phone Call | Sudden illness, family emergencies, or bereavement leave | Your boss hears your voice and responds immediately. |
| Planned time off and doctor appointments | Creates a written record and lets you explain everything clearly. | |
| Text Message | Quick updates and casual workplaces only | Fast and direct, but only if your boss is okay with texts. |
| Messaging Apps | Companies that use Slack or Teams, brief absence updates | Uses your company's normal communication tools. |
Whatever the method you choose, you must think about the workplace culture and the connection you have with your boss/manager. An email might be required in a strict corporate office, while a small team might be OK with a simple Slack message. The way your boss communicates also matters. Some favor phone calls, while others like everything in writing.
What to Include in Your Message
A proper call-out request message should essentially cover the following:
- Be clear on your dates: Don't make your immediate boss guess whether you mean today or tomorrow. Provide the dates of your absence clearly.
- Be brief with the reason: You don't have to provide every detail of the reason. Be honest and direct.
- Mention documentation: If absence documentation is necessary, mention that you could provide a doctor's note or any other relevant documents. This shows that you're aware of the company policy.
- Work arrangements: You have to think of your work task arrangements during your absence. Assure your boss about who'd cover your tasks and how they can contact you.
You're making your manager's job easier by providing these essential details. Moreover, these details are important for a smooth operation while you're on leave.
Professional Examples
Let’s find out some simple templates you can use for requesting time off. This includes some fake names, which are only for demonstration.
A) Short Email Template
Subject: Unable to attend work today (08/10/2025)
Hi Douglas,
I am feeling sick today and shall not be able to make it to work. I should be back in tomorrow, but I'll keep you posted in case there are any changes. I can present a doctor's note if any documentation is necessary.
I've already finished the Monthly Management Report (MMR) due today in the afternoon. Jeremiah can take any urgent client calls with the notes I have left on my desk.
Thanks,
Kendrick Grant
B) Phone Script
Hi Laura, this is Amalia. Unfortunately, Today I woke up with a fever and can't come to work. Sorry for that, and I am planning to get back to work tomorrow. I will call you in the morning to confirm. The presentation for today's meeting at 2 pm is already on the shared drive. Ask Philip, and he knows everything in detail.
C) Sample Text Message
Hi Samantha, I'm having a family emergency and can't come today. I'll email you more details shortly and intend to be back on Wednesday. My morning calls have been rescheduled, and the Miller project is on track.
Keep your message short but complete with all the important details. Your boss just needs the bare-bones details to plan around your absence.
Common Mistakes to Avoid
When calling out, even the best employees make some mistakes. Let's see what those are:
- Calling out last minute without explanation: It's not good to send a text message at 9 am regarding your absence when your shift begins at 8 am. Give notice and always state the reason.
- Sharing too many personal details: Your boss doesn't need to know about your relationship problems or other personal issues. "I'm ill" or "family emergency" is OK. Keep it basic.
- Using the wrong methods of communication: Don't post about your absence in the business group chat or have a coworker tell your supervisor. Use direct communication via authorized means. Also, check our guide on how to enhance business communication using AI tools.
When you call out from work, you should avoid these mistakes since they can make you unprofessional. Also, they harm your relationship with your boss.
What Really Matters When Calling Out of Work: My Experience
Having managed teams across healthcare, facilities management (FM), and financial services, I've seen how calling out properly can help or impact professional relationships.
In healthcare settings, I noticed that last-minute absences directly impact patient care. This is why clear communication is critical. In facilities management (while I worked at JLL), any absence needed immediate coverage plans since we served multiple clients and performed daily maintenance of critical equipment. The fast-paced financial environment required precise handover details when team members couldn't work.
Now leading a tech startup, I appreciate employees who communicate absences professionally. The best team members follow company policy and give adequate notice when possible. Moreover, they always think about work continuity. They understand that calling out isn't just about them. It affects the operational activities and team dynamics.
Wrapping Up
Calling out of work professionally isn't complicated, but it matters. You must select the proper approach, include essential details, respect your workplace culture, and be clear about avoiding pointless mistakes. The way you manage these circumstances will be remembered by your coworkers and employer. A thoughtful approach protects your reputation and makes future absences much easier to navigate.
FAQs
Q1: Can my boss fire me for calling out sick?
No, they don't fire you for calling out sick. However, your reasoning must be valid. Excessive absences without proper reasons or with fabricated excuses might result in disciplinary actions or even employment termination.
Q2: When should I notify my supervisor that I will be absent from work?
Notify early so they can arrange any replacement. A few days are perfect for scheduled absences. Call before the start of your shift if you have a sudden illness.
Q3: When I miss work, do I have to locate my own replacement?
Check and verify your company policy. Some employers handle replacement themselves, while others expect you to make arrangements.