What to Say When Calling in Sick to Work

Here’s how to let your manager know you’re unable to work.

Whether you have a stomach bug, the flu, or something even worse, being sick is no fun. As if battling your symptoms wasn’t bad enough, there’s another thing on your mind. You have no idea what to say when calling in sick. If the stress of speaking to your manager has gotten you down, you’ve come to the right place. Let’s take a look at how to handle this conversation.

What to consider when calling in sick

You’ve woken up feeling groggy and you need to let someone know about it pronto. Before calling in sick to work, there are some key things you need to consider.

Sick leave policies

First up, you need to take a look at your company’s sick leave policy. You might have a designated amount of sick leave available or have to take unpaid sick days. Be aware that there are no federal legal requirements when it comes to sick leave. Only 78% of private sector workers in the US are currently entitled to paid sick days.

Proper procedure

What is the procedure in your workplace? Who do you have to contact? Do you have to call or email? Can you text? These are all the main questions you should be asking yourself. Knowing the proper procedure is a must when calling in sick to work.

Sickness symptoms

Next, consider the symptoms you have. Be clear on whether you have some of the most common symptoms of sickness and what they are. Your manager will likely want a full rundown of the symptoms you have, how long you’ve had them, and whether you’ve seen a doctor.

Remote work

You may not be well enough to go into a physical office, but are you well enough to work from home? Is this possible in your workplace? Think about whether this is a better option. If so, you might find that you save yourself the time and hassle of calling in sick.

How to call in sick: tips to follow

When you’re ready, you need to know what to say when calling in sick to work. There are some common rules you should follow when calling out sick.

Contact your employer the right way

After you figure out the proper procedure and the company guidelines, you probably also need to consider the management style of the company. There are also legalities to consider – HIPAA rules, for example, dictate that you don’t have to overshare the details of your illness.

Be honest about your symptoms

There’s no value in lying about your symptoms. When you’re calling in sick, you need to be 100% honest. Exaggerating how unwell you are could bite you later down the line. This is especially true if your employer asks for a note from your doctor or other forms of evidence.

Prepare for follow-up questions

Your manager or boss may have follow-up questions when you’re calling in sick. For that reason, you need to prepare for them in advance. They might ask how long you’ve been sick, whether you’ve seen a doctor, and what symptoms you have.

Keep in mind that if your illness relates to a medical condition protected under the Americans with Disabilities Act (ADA), they can only ask job-related questions. Should that be the case, it may be worth reading up on your rights before you end up making the call.

Act as quickly as possible

Dragging your feet because you don’t know what to say when calling in sick to work is a bad move. You need to let your manager know promptly so they can take proper action. For example, they may need to cover your absence. Most of the time, company policy will outline the deadline for calling in sick.

Communicate with the wider team

If it’s appropriate, you may need to let the wider team know. This is true if your being off will impact them directly. Speak to your manager and see what they want you to do about this issue. You may find they want you to reach out to your colleagues and delegate any tasks you have. It’s all about keeping the wheels turning while you’re on sick leave.

Avoid using social media

If your social media profiles are public or your boss and colleagues follow you, you might want to think twice about using them while sick. Posting things online could be used against you, especially if any of it implies that you’re well. Staying offline may be the best course of action.

Prepare to come back to work

When you’ve recovered from your sickness, you need a plan to return to work. This may involve a call with your manager or a formalized process. You need to make sure you plan for this well in advance. Do as much research as you can. Understanding what to expect when calling in sick will help you prepare and get all of the information that you need.

Examples of what to say when calling in sick

Now that you understand how to call in sick let’s talk about what to say. There are a few different ways you can approach this conversation. Here are some examples of what you can say when calling in sick:

Example 1: Fever

“Hey Melanie, this is Maria Smith. I’m calling to say that I’m too sick to work today. I have a fever and know that company policy states we should not come in when we have a fever. I understand this will count as an unpaid sick day. Please let me know what the process is and whether I need to let the wider team know about it.”

Example 2: Flu

“Hi John, it’s Marshall Jones. I am calling as I have the flu. I’ve had a fever, headache, and nausea. I think it may be a good idea if I stay home, especially if I am contagious. I checked, and I have four sick days left, so I would like to use one now.”

Example 3: Migraine

“Hey Cara, it’s Jennifer Brown. I am calling to say that I am too sick to work. I have a migraine, which is related to a long-term medical condition. I understand the management team is aware of this condition. I have some sick days left and would like to use one now. If you need me to, I can also call my manager to let them know I will not be well enough to work.”

How to follow up, explained

When you’ve called in sick, you can focus on getting better. However, it’s also important to follow up if possible. Once you’ve recovered, you may find your boss asks you to confirm your sick leave. This process is known as “self-certification.” Be sure to follow the policy.

Additionally, you may have to attend a return-to-work interview. Find out what type of questions you may be asked during this conversation.

Call in sick, then rest to get better

It can be hard to know how to call in sick to work, especially if you haven’t done it before. The exact procedure will depend on your workplace. However, you can use the advice we’ve shared in this guide to help you along the way. Remember, it’s important to be prompt and let your manager know as soon as possible. Now, it’s time to rest, relax, and get back to full health!

Is it time to search for a new job? If you’re ready to throw in the hat, why not submit it for a free resume review to find out?