15 Text Message Templates for Calling In Sick

There are days when you don’t feel like showing up for work. Your body and mind deserve some rest and that’s okay. While having sick days is normal, getting your sick leaves approved requires a tactful approach.  

A poorly drafted text can create unnecessary confusion. Say too little, and your boss might think you’re slacking off. Say too much, and you risk oversharing. Worse, if your timing is off, you might disrupt work schedules and frustrate your team. 

Asking for sick leaves doesn’t have to be awkward. In this blog, you’ll learn exactly how to call in sick the right way—with clear, professional text message templates, workplace etiquette tips, and smart ways to handle any pushback. Keep reading so the next time you fall sick, you can rest without worry.  

How to Call In Sick With a Text Message 

When you're too sick to work, sending a well-drafted text message ensures clarity and professionalism. An unclear or unprofessional message can cause chaos. Here’s how to call in sick through text while keeping it professional and respectful. 

Check Your Company’s Sick Leave Policy 

Before texting your boss, review your company’s sick leave policy. Some companies require employees to notify HR, while others prefer direct communication with managers. Many organizations also outline acceptable reasons for sick leave and specify if a doctor’s note is necessary. Checking these guidelines helps you send a message that aligns with workplace expectations and avoids unnecessary follow-ups. 

For example, if your company requires a doctor’s note after two sick days, you should mention in your text whether you plan to visit a doctor. If there’s a dedicated reporting system, use it alongside your message to maintain compliance.  

Many companies require employees to notify HR, while others prefer direct communication with managers. Keeping track of these policies can be confusing, but businesses can simplify internal communication using Udext’s AI-powered messaging solutions. Utilizing platforms like Udext, employers can effortlessly share and update sick leave policies, ensuring every team member is informed and aligned with company protocols.  

Be Clear and Concise 

Your message should be direct and to the point. Avoid excessive details about your illness—your employer doesn’t need to know every symptom. Simply state that you’re unwell and unable to work. If possible, mention how long you expect to be out. 

For example, you can send a message like:

"Hi [Manager’s Name], I’m feeling unwell today and won’t be able to come in. I’ll keep you updated if I need more than a day off." 

If your illness extends beyond a day, follow up as necessary. Keeping communication simple prevents unnecessary back-and-forth messages while ensuring your employer has the information needed to plan accordingly.  

Use a Professional Tone 

Even if you have a friendly relationship with your manager, keep your message professional. Avoid slang, emojis, or overly casual phrasing. At the same time, don’t be overly apologetic—sick leave is a right, not a favor. 

Instead of saying: "Hey! Super sick today, can’t make it. Sorry! 😷". You should say: "Good morning [Manager’s Name], I’m feeling sick today and won’t be able to work. Please let me know if you need anything from me." 

Maintaining professionalism ensures that your absence is taken seriously and doesn’t come across as an excuse.  

Offer to Help With Work Arrangements (If Feasible) 

If your role involves time-sensitive tasks, offering a solution can help minimize disruption. While you’re not obligated to work while sick, a quick note about task delegation shows responsibility. 

For example, you could say:

"Hi [Manager’s Name], I’m sick today and unable to work. If needed, [Colleague’s Name] can cover urgent tasks. Let me know if anything requires my attention when I’m back." 

For remote workers, this might mean ensuring key deadlines are still met or providing a brief update on pending tasks before logging off. 

Knowing how to call in sick professionally makes the process smoother for both you and your employer. Now, let’s look at some ready-to-use text templates for different situations. 

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15 Text Message Templates for Calling In Sick

Here are 15 text message templates tailored for different situations, from general illness to family emergencies. 

General Illness Templates

If you’re feeling unwell but expect to recover soon, keep your message simple and direct.  

1. Casual & brief:

"Hey [Manager's Name], I’m feeling under the weather today and need to take the day off. I’ll let you know if I feel better by tomorrow. Thanks!" 

2. Professional & slightly formal:

"Good morning, I’m feeling unwell today and won’t be able to work. Please let me know if you need me to arrange any handovers. I appreciate your understanding." 

3. Includes an offer to provide updates:

"Hi [Manager's Name], I woke up feeling sick and won’t be able to make it in today. I’ll rest and check in later if I’m feeling better. Thanks for your support."

Severe Illness or Extended Sick Leave

For serious illnesses requiring multiple days off, provide an estimated return date if possible. 

4. Providing an estimated return date:

"Hi [Manager's Name], I’m feeling quite unwell and will need at least a couple of days to recover. I’ll check in after visiting a doctor and update you accordingly." 

5. Formal & includes a doctor’s note offer:

"Good morning, I’ve been diagnosed with [illness] and will need to take sick leave for the rest of the week. I can provide a doctor’s note if needed. Let me know if there’s anything urgent I should address before then." 

6. For serious illness without a definite return date:

"Hi [Manager's Name], I wanted to inform you that I’m experiencing a severe illness and may need extended time off. I’ll update you once I have more clarity from my doctor. Thanks for understanding." 

Last-Minute or Early Morning Sick Leave

If you need to call in sick at the last minute, send your message as early as possible. 

7. Apologetic tone for last-minute notice:

"Hi [Manager's Name], I just woke up feeling extremely unwell and won’t be able to work today. Apologies for the short notice. Let me know if you need anything urgent." 

8. Direct & concise:

"Good morning, I’m suddenly feeling very sick and won’t be able to work today. I’ll update you later if needed. Thanks for your understanding."  

9. Mentions willingness to update if necessary:

"Hi [Manager's Name], I’m not feeling well and won’t be working today. I’ll rest and check in later if my condition improves. Let me know if you need anything urgent." 

Mental Health Day

Mental health is just as important as physical health. If you need a day off, a simple message works best. 

10. Direct and transparent:

"Hi [Manager's Name], I’m feeling mentally exhausted and need to take a personal day to recharge. I’ll be back tomorrow. Thanks for your understanding."  

11. More general and professional:

"Good morning, I need to take a sick day today due to personal reasons. I’ll be available for any urgent matters if necessary. Thanks." 

12. More relaxed tone:

"Hey [Manager's Name], I need a mental health day today to reset. I’ll be back at full capacity tomorrow. Appreciate your support!" 

Child or Family Emergency Sick Leave

If you’re staying home to care for a family member, keep it brief but clear. 

13. Brief and general:

"Hi [Manager's Name], I have a family emergency today and won’t be able to work. I’ll update you later if I need more time off. Thanks." 

14. Specific about childcare responsibilities:

"Good morning, my child is unwell, and I need to stay home to take care of them. I’ll check in later if there are any updates. Let me know if you need anything urgent." 

Contagious Illness Notice

If you have an illness that could spread to coworkers, informing your boss is responsible.  

15. Offers work-from-home option if applicable:

"Hi [Manager's Name], I’m experiencing flu symptoms and don’t want to risk spreading it to others. If possible, I’d like to work from home, or I can take a sick day. Let me know what works best." 

Udext offers a variety of pre-designed message templates tailored for different sick leave situations, ensuring professionalism and improving team communication.

A clear and professional sick leave message makes it easier for your employer to plan ahead. Next, let’s discuss why calling in sick the right way matters for workplace productivity and professional relationships.  

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Why It’s Important to Call In Sick the Right Way

Taking a sick day isn’t just about staying home. How you inform your employer affects workplace operations, team dynamics, and even your professional image. A clear, timely message helps your employer plan ahead while showing that you take your responsibilities seriously. Here’s why knowing how to call in sick properly matters. 

Impact on Workplace Productivity and Scheduling

When you miss work unexpectedly, tasks can pile up. Proper communication helps your team adjust. If you work in customer service, sales, or project management, your absence could delay deadlines or impact client interactions. 

For example, if you’re handling an urgent project, your employer may need to shift responsibilities to a colleague. A last-minute, unclear message can leave your team scrambling. By letting your boss know as early as possible, you allow them to rearrange schedules and minimize disruption. 

Maintaining Professional Relationships with Employers and Colleagues

Your coworkers rely on you. If you frequently call in sick without proper notice, it can create tension. Clear communication shows professionalism and respect for your team’s time. 

A well-worded sick leave message reassures your employer that you’re being honest and responsible. If you’re out for more than a day, checking in with a quick update helps maintain trust. On the other hand, vague or late messages can create doubts about your reliability. 

Ensuring Company Policies Are Followed

Many companies have sick leave policies that outline when and how to report an absence. Some require a doctor’s note after multiple sick days, while others specify communication methods. Ignoring these rules can lead to misunderstandings or even disciplinary action. 

Reviewing your company’s sick leave policy ensures compliance and prevents unnecessary back-and-forth with HR. If you work remotely, clarify whether you’re expected to be available for critical tasks. Following these guidelines keeps things professional and avoids workplace issues. 

Calling in sick the right way keeps work running smoothly and strengthens professional relationships. Next, let’s discuss common mistakes to avoid when calling in sick and how to handle sick leave professionally. 

Common Mistakes to Avoid When Calling In Sick

Taking a sick day seems simple, but small mistakes can lead to misunderstandings. A poorly written message or bad timing can create unnecessary tension with your employer. Knowing how to call in sick correctly helps you avoid these common errors. 

Being Too Vague or Overly Detailed

Your message should be clear but not excessive. Saying, “I’m not feeling well” without mentioning how long you’ll be out leaves your employer guessing. On the other hand, sharing too many personal details can be unprofessional. 

A better approach: “I’m feeling unwell today and won’t be able to work. I’ll keep you updated if I need an extra day.” This gives enough information without oversharing. 

Texting Too Late or Too Early

Timing matters when calling in sick. Sending a message five minutes before your shift creates last-minute scheduling issues. But texting in the middle of the night can come across as inconsiderate. 

Try to notify your employer as soon as you realize you can’t work. If your shift starts at 9 a.m., a message by 7 a.m. gives them enough time to adjust schedules. 

Ignoring Follow-Up Communication

Some employers may check in after you call in sick. Ignoring messages or failing to confirm when you’ll return can seem unprofessional. If your boss asks for an update, respond promptly. 

For example, if you’re still unwell after a day, send a quick follow-up: “I’m still running a fever and won’t be able to return tomorrow. I’ll let you know by the evening if I need more time.”  

Miscommunication can create unnecessary tension between employees and managers. Udext helps you streamline internal conversations with AI-powered chat solutions, ensuring every message is clear, professional, and timely. 

Lying About Being Sick

Faking an illness can backfire. If your boss finds out, it damages trust and could lead to disciplinary action. It’s better to be upfront if you need a personal day. Many companies now recognize the importance of mental health and personal emergencies.  

Instead of making up symptoms, say, “I’m not feeling my best today and won’t be able to work. I’ll be back tomorrow unless I still feel unwell.” This keeps it honest without over-explaining. 

Avoiding these mistakes ensures smooth communication and keeps professional relationships intact. Next, let’s discuss how to handle a negative response from your boss and what to do if they push back on your sick leave.  

What to Do If Your Manager Responds Negatively

Most employers understand when an employee needs a sick day. But some managers may push back, question your absence, or pressure you to work. Knowing how to call in sick while handling resistance professionally ensures you stand your ground while maintaining workplace relationships.  

Handling Pushback Professionally

If your manager reacts negatively, stay calm and professional. Avoid getting defensive, and restate your situation clearly. 

Example response: “I understand this may be inconvenient, but I’m not feeling well enough to work. I’ll keep you updated on my recovery.” 

If your manager insists you work despite being unwell, remind them that resting will help you return sooner and perform better. You don’t need to justify minor details. Keep the conversation direct and professional.   

If anyone questions your sick leave, maintaining clear documentation of your communication is crucial. Udext helps businesses keep track of internal conversations with structured messaging tools, ensuring transparency in workplace interactions. 

When to Escalate the Situation to HR

If your manager refuses to acknowledge your sick leave or threatens disciplinary action, you may need to contact HR. Many companies have formal sick leave policies to protect employees. 

Consider escalating if: 

• Your manager denies your right to take a sick day without a valid reason.
• They pressure you to work despite clear illness symptoms.
• You receive unfair treatment after calling in sick.

Send HR a written record of your request and any responses from your manager. Keeping communication documented protects you if the issue escalates further. 

Your Rights Regarding Sick Leave

Employees have rights when taking sick leave. In the U.S., companies with 50 or more employees must comply with the Family and Medical Leave Act (FMLA). Some states also require paid sick leave for full-time and part-time workers. 

Check your company’s policy to understand your rights. If your employer violates sick leave laws, you can report them to HR or a labor rights organization. 

Handling a negative response professionally helps you stand firm without damaging your work relationships.  

Ensure Clear And Professional Internal Communications With Udext 

Knowing how to call in sick the right way protects your health and keeps your workplace running smoothly. A clear, professional text message helps your manager plan for your absence. Following company policies, avoiding common mistakes, and handling pushback professionally ensure a stress-free process.  

Whether you’re requesting sick leave or handling work arrangements, the right internal communication tools make messaging seamless.

Udext provides AI-powered business communication solutions, helping teams streamline messaging, automate workflows, and improve internal communication. 

If your workplace needs smarter communication tools, Book a Demo Today and see how a well-connected workplace leads to better efficiency. 

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