How do you call out of work?
Calling out, calling off and calling in sick all mean the same thing: telling your employer you cannot work a scheduled shift. (“Ring in sick” is the British version.) Follow these steps:
- Check your attendance policy. It may say who to contact, how (call, text, app) and how early.
- Reach out as early as possible. Ideally before your manager starts building the day’s schedule, and at least a few hours before your shift.
- Contact your direct manager, not a coworker. Copy HR or a scheduling line only if your policy says to.
- Keep it short. Say you cannot work, give a brief reason and say when you expect to return.
- Flag anything urgent. Mention deadlines, meetings or tasks someone needs to cover.
- Follow up. Log the absence in your time system and send any documentation your policy requires.
How much detail should you give when calling out?
Less than you think. Your manager needs to know that you are out, for how long and what needs coverage. They usually do not need your symptoms or diagnosis.
| Share this | Skip this |
|---|---|
| That you are sick or have an emergency | Specific symptoms or a diagnosis |
| When you expect to be back | Long apologies |
| Urgent work that needs a handoff | Details about family members’ health |
| Whether you can check messages | Promises to work while sick, if you cannot |
If your employer asks for a doctor’s note, follow the policy. Rules on when employers can require one vary by state, and if a request seems unusual, your state labor department can tell you what applies.
Should you call, text or email to call out?
| Method | Best for | Tip |
|---|---|---|
| Phone call | Shift work, healthcare, retail, restaurants, or when policy requires it | Leave a voicemail and follow with a text if no one answers |
| Text | Teams that already text about scheduling | Send it to your manager directly, not a group chat |
| Office and remote jobs with flexible hours | Use a clear subject line and set an out-of-office reply | |
| Scheduling app | Workplaces that track call-outs in an app | Still message your manager if you are a key opener or closer |
Scripts for calling out of work
Replace the names and details. Each script uses fictional people and companies.
Calling in sick
Text:
Hi Dana, I woke up sick and won’t be able to make my 9 a.m. shift today. I expect to be back tomorrow and will update you tonight. Sorry for the short notice.
Email:
Subject: Out sick today, Jordan Lee
Hi Dana,
I am sick today and will not be working. I plan to be back tomorrow, and I will let you know tonight if that changes.
The client report for Northwind Logistics is saved in the shared drive and ready for review. Priya has the login for the vendor portal if anything urgent comes up.
Thank you,
Jordan Lee
Phone:
“Hi Dana, it’s Jordan. I’m sick and won’t be able to come in today. I expect to be back tomorrow. The report is in the shared folder, and Priya can cover the 2 p.m. call. I’ll text you tonight with an update.”
Family emergency
Text:
Hi Mr. Chen, I have a family emergency and need to take today off. I’ll call you this afternoon once I know more about tomorrow.
Email:
Subject: Family emergency, out today
Hi Mr. Chen,
I have a family emergency and need to be out today. I will be checking email only occasionally, but I can respond by phone at (214) 555-0163 if something cannot wait.
I will update you by 5 p.m. about tomorrow.
Thank you for understanding,
Taylor Nguyen
Mental health day
You can treat a mental health day like any other sick day. “Not feeling well” is accurate and enough.
Text:
Hi Dana, I’m not feeling well today and need to take a sick day. I’ll be back tomorrow. Nothing urgent is due, and my calendar is cleared.
Email:
Subject: Taking a sick day today
Hi Dana,
I am not feeling well and am taking a sick day. I have moved my 11 a.m. meeting to Thursday and will be back online tomorrow morning.
Best,
Alex Rivera
If you need more than a day or two for a mental health condition, read the FMLA section below. Mental health conditions can qualify for FMLA leave.
Car trouble
Text:
Hi Ms. Brooks, my car broke down on the way in and I’m waiting for a tow. I can’t make it in for my shift. If you need coverage, Sam said he may be free. I’ll let you know if I can make it in later.
Phone:
“Hi Ms. Brooks, it’s Marcus. My car broke down and I’m waiting for a tow, so I won’t make my shift at 7. I’m sorry for the late notice. I already texted Sam to see if he can cover, and I’ll let you know as soon as I hear back.”
Childcare problem
Text:
Hi Dana, my son’s daycare closed unexpectedly today and I don’t have backup care. I won’t be able to come in. I can take calls during his nap from 1 to 3 if anything urgent comes up.
Email:
Subject: Out today, childcare issue
Hi Dana,
My daughter’s school closed today, and I was not able to find backup care in time, so I need to take the day off. If it helps, I can work a few hours this evening on the inventory report.
Thank you,
Priya Shah
For a polished ending on any work email, see our guide on how to end an email professionally. The emails hub has more templates for workplace messages.
Do you get paid when you call in sick?
It depends on your employer and your state. According to the U.S. Department of Labor, there are currently no federal legal requirements for paid sick leave. Many employers offer it anyway, and several states and cities require it.
Here are a few verified examples:
| Location | What the law provides |
|---|---|
| Washington | At least 1 hour of paid sick leave for every 40 hours worked; use can begin 90 calendar days after you start (WA L&I) |
| New York State | Up to 56 hours of paid sick leave a year at employers with 100 or more employees, up to 40 paid hours at employers with 5 to 99 (NY.gov) |
| Oregon | At least 1 hour for every 30 hours worked, up to 40 hours a year; paid at employers with 10 or more Oregon employees, or 6 or more with a Portland location (Oregon BOLI) |
| New York City | Its own law provides most employees 40 or 56 hours of paid protected time off a year (NYC DCWP) |
Rules on eligibility, carryover and documentation differ, so check your state labor department or your handbook. Our PTO calculator can help you estimate how much paid time you have built up.
What is FMLA leave and when does it apply?
The Family and Medical Leave Act gives eligible employees up to 12 workweeks of unpaid, job-protected leave in a 12-month period for certain family and medical reasons, according to DOL Fact Sheet #28. Qualifying reasons include your own serious health condition and caring for a spouse, child or parent with a serious health condition.
Who is covered:
- Private employers with 50 or more employees in 20 or more workweeks in the current or previous calendar year, plus all public agencies and local education agencies.
- Employees who have worked for the employer at least 12 months, have at least 1,250 hours of service in the 12 months before leave, and work at a location with 50 or more employees within 75 miles.
That 1,250-hour rule works out to roughly 24 hours a week over a year. Our guide to how many work hours are in a year shows how to count yours.
Notice rules: When leave is unexpected, the DOL says to give notice as soon as possible and practical, and generally to follow your employer’s usual call-in procedures (Fact Sheet #28E). For planned leave, give at least 30 days’ notice when you can.
Mental health: A serious health condition can include a mental health condition that requires inpatient care or continuing treatment (Fact Sheet #28O).
FMLA rules have many details, so talk with HR, and consider an employment attorney if your situation is unclear.
Mistakes to avoid when calling out
- Texting a coworker instead of your manager. It may not count as notice.
- Waiting until your shift starts. Late notice is what managers remember.
- Posting on social media while you are out. Even innocent posts can be misread.
- Over-explaining. One sentence is enough.
- Calling out often without a plan. If a recurring issue like childcare keeps causing absences, ask about a schedule change. If the job no longer fits your life, our guide on how to quit your job explains how to leave on good terms.