We’ve all been there—waking up feeling under the weather or facing a personal emergency, knowing you can’t make it to work. The thought of calling your boss can feel daunting. What should you say?
How do you sound professional yet honest? Figuring out what to say when calling out of work is key to maintaining trust with your employer while taking care of yourself.
Whether it’s a sudden illness, a family matter, or another valid reason, this guide will help you navigate the conversation with confidence.
With clear examples and practical tips, you’ll learn how to communicate effectively, keep things professional, and avoid common pitfalls.
Let’s dive into how to handle this tricky situation with ease! 😊
Why Honesty Matters When Calling Out
Being truthful builds trust with your employer. When you’re clear about why you can’t come to work, it shows respect and professionalism. However, you don’t need to share every detail—just enough to explain your absence.
Scenario: Sarah has a bad cold and can’t work her retail shift. She wants to call out without sounding unprofessional.
What to Say: “Hi [Boss’s Name], I’m sorry, but I’m unwell today and won’t be able to come to work. I’ll ensure my tasks are covered and will be reachable if needed.”
What Not to Say: “I don’t feel like coming in today.”
This vague excuse sounds unprofessional and may harm your credibility. Always give a valid reason, even if it’s brief, to maintain trust.
Timing Your Call: When to Reach Out
Calling out as early as possible shows responsibility. Most workplaces expect you to notify them before your shift starts, ideally hours in advance. This gives your team time to adjust.
Scenario: Mike’s car breaks down on his way to work. He needs to call out but isn’t sure when to do it.
What to Say: “Good morning [Boss’s Name], I’m having car trouble and won’t make it to work today. I’ll arrange to complete my tasks remotely if possible.”
What Not to Say: Waiting until midday to say, “I couldn’t come in this morning.”
Late notifications can frustrate your team. Aim to call or message as soon as you know you can’t make it, even if it’s early in the morning.
Keep It Short and Professional
When calling out, you don’t need a long explanation. A brief, polite message respects your boss’s time and gets the point across clearly.
Scenario: Emma’s childcare falls through, and she needs to stay home with her kids.
What to Say: “Hi [Boss’s Name], I’m sorry, but I have a family emergency today and can’t come to work. I’ll follow up on my projects tomorrow.”
What Not to Say: “My babysitter canceled, and I don’t know what to do, so I’m not coming in.”
Oversharing can sound unprofessional. Stick to the essentials to keep the conversation focused and respectful.
Offer Solutions to Ease the Impact
Showing you care about your work can make calling out less stressful. Offer to cover your tasks, work remotely, or catch up later. This shows team spirit and responsibility.
Scenario: John has a doctor’s appointment and needs to miss a team meeting.
What to Say: “Hi [Boss’s Name], I have a medical appointment today and can’t attend the meeting. I’ll review the notes and follow up with the team.”
What Not to Say: “I’m out today, so someone else needs to handle my work.”
Avoid pushing your responsibilities onto others without a plan. Suggesting how you’ll manage your tasks shows you’re still committed.
Know Your Workplace Policies
Every workplace has rules about absences. Some require a doctor’s note, while others have specific call-out procedures. Understanding these policies helps you avoid mistakes.
Scenario: Lisa sprains her ankle and needs a day off but isn’t sure if she needs documentation.
What to Say: “Hi [Boss’s Name], I injured my ankle and won’t be able to work today. Let me know if you need a doctor’s note.”
What Not to Say: “I’m not coming in because I hurt my foot.”
Ignoring policies can lead to issues. Check your employee handbook or ask HR to ensure you’re following the correct steps.
How to Handle Follow-Up Questions
Your boss might ask for more details or when you’ll return. Be prepared to answer calmly and professionally without oversharing.
Scenario: Tom calls out due to a personal issue and his boss asks for more information.
What to Say: “Hi [Boss’s Name], I’m dealing with a personal matter today and won’t be in. I plan to return tomorrow and will keep you updated.”
What Not to Say: “It’s private, so I don’t want to talk about it.”
This can seem defensive. Offer a general explanation and a timeline to reassure your employer while keeping boundaries.
Final Thoughts
Knowing what to say when calling out of work can make a tough situation easier. By being honest, timely, and professional, you show respect for your job and team. Keep your message short, offer solutions, and follow workplace rules to maintain trust.
Whether it’s a sudden illness or a personal emergency, a thoughtful approach ensures you handle the call-out smoothly. Next time you need to miss work, use these tips to communicate with confidence and keep your professional reputation strong. You’ve got this! 😊
