Whether you work part-time or full-time, there will be days when you have to miss work for a variety of reasons.
However, for some people, calling (or emailing) outside of work can be a very inconvenient and cumbersome process.
That's why we've rounded up some valuable tips on how to cancel work correctly, as discussed by employers and HR experts alike.
Index
- Get straight to the point right away
- keep it short
- Offer a solution to your absence
- Let them know how you can be reached.
- Provide one day return
- The best way would be to notify as much in advance as possible when they call due to lack of work.
- Explain to your employer exactly what you planned to do that day
- provide a reason
- Apologize
- Be brief and avoid justifications
- When it comes to unplugging from work, the catchphrase is “communication, communication, communication”
- make work arrangements
- Depending on the type of emergency, you can also volunteer to work remotely.
- If you are sick at work, start by reviewing the company policy, which is usually found in the employee handbook.
- My advice for calling outside of work is to keep it simple.
- When canceling due to illness or emergency situations, it is recommended that you contact your supervisor as soon as possible.
- Notify as far in advance as possible
- Choose the correct communication channel to notify your team
If you're sick or just need time off, it's important to tell your supervisor or boss that you won't be working as soon as possible. Here are some things to consider if you choose to write an email, text, or leave a voicemail:
Get straight to the point right away
Just say you're writing or calling to let them know you won't be working.
keep it short
State why you need time off, but don't go into details. If you are not feeling well, say so and if you need to take care of personal matters, briefly explain the matter at hand and leave it at that.
Offer a solution to your absence
If you anticipate that your absence may unnecessarily burden your colleagues or have an impact on your clients or the work process, arrange for someone to take your place.
Doing this yourself will make things easier for your boss and show him that you are a caring and responsible teammate.
Let them know how you can be reached.
It is very important that you keep all lines of communication open to avoid creating potentially costly delays caused by your absence. Let your boss know the easiest way to reach you while you're away.
Provide one day return
Finally, if possible, let your boss know when you will return to work. If you can't give an exact date, the best thing to do is assure them that you are committed to returning to work soon. If you anticipate that you might need more time off, offer to work from home during your free time.
In short, always adhere to company policy when you leave work.
Employers' main concern when you call for work is to cover any gaps that may appear in their team's workflow due to your absence. There are a few ways to make this task easier for them.
The best way would be to notify as much in advance as possible when they call due to lack of work.
If it's due to illness, try calling the night before and saying you're not feeling well and may not make it. If it is due to an emergency that you can anticipate as possible in the near future, send out an alert call as well.
Explain to your employer exactly what you planned to do that day
Recommend how these tasks can be completed by others. Be prepared to send any instructions or documents that may facilitate this coverage.
provide a reason
As for the reason for the absence, as long as it is not ridiculous, it is secondary to facilitating the coverage of the absence as much as possible.
Apologize
By all means apologize to your employer and suggest ways to catch up on work when you're next.
Be brief and avoid justifications
As the CEO of a company developing a time tracker, you'd think I'd obsess over every minute my employees are away. I have seen emails and text messages detailing the reasons for their absence from work, as if they were desperately trying to justify themselves.
Sometimes employers can be seen as big bad wolves who will destroy your email because we absolutely need it in the office that day. The truth is far from that.
Every CEO worth their salt knows that life gets in the way, as do situations and other people.
If you don't have a history of frequently missing work for a variety of reasons, we'll trust you. Therefore, a one or two sentence explanation is more than enough: You cannot come to the office because of a health problem or a family emergency, or because of a broken pipe in your apartment.
Just say when you'll be away and for how long (if you know).
If one of your colleagues can fill in for you that day, it's good to include them as well. Plus, we're busy people, so walls of emails and texts tend to get pushed aside for later or not read at all. Remember: brief and concise is desirable.
However, if you still feel the need to explain why you missed work, wait until you return to the office and speak with your team leader or manager.
mateo sims
Editor-in-Chief, CarInsurance.org
When it comes to unplugging from work, the catchphrase is “communication, communication, communication”
Let's say you're calling for a legitimate reason. If this was not an event you could plan for, you will want to contact your work at the time the situation arises so they can plan accordingly.
In my work environment, we have a team of 50+ writers and editors who rely on someone else to get the job done and organize their schedules accordingly. Communicating with as much initiative as possible is a good way to follow the golden rule.
make work arrangements
Depending on your work environment, you may want to make sure that all of your projects are on track and/or anything urgent that you have arranged for someone to follow up and complete for you.
On the other hand, don't be the team member who always asks for favors but never returns them. We all have emergencies, so whenever possible, help others and expect others to do the same for you.
Depending on the type of emergency, you can also volunteer to work remotely.
Some situations may prevent this, but with technology advancing and telecommuting becoming more prevalent, it's a solid solution to offer whenever possible.
If you are sick at work, start by reviewing the company policy, which is usually found in the employee handbook.
In my personal experience, it's a good idea.email your boss ASAP when you call in sick. Blind copy of your personal and professional email address so that you have proof of the communication. I like to do this instead of just leaving a voicemail, as this doesn't allow the employee to establish a paper record or documentation.
Some managers prefer to receive calls through text messages. I encourage you to take screenshots of the communication. Again, get the message out as soon as possible so your boss can schedule someone to cover your shift if it's a customer like in retail or hospitality.
Familiarize yourself with the policy because some companies have policies that require you to use vacation and personal time off when you are sick.
You'll want to know what's required and how to prepare financially if your time off is unpaid or requires a doctor's visit to get a doctor's note.
My advice for calling outside of work is to keep it simple.
Don't detail a long list of unhealthy symptoms you're experiencing. Do it fast too. If you find out that he had gastroenteritis the night before and will not be able to work the next day, contact his employer to let him know that you will be leaving as soon as possible.
This gives them time to cover their role for the day as needed and let the rest of the team know you'll be away.
When canceling due to illness or emergency situations, it is recommended that you contact your supervisor as soon as possible.
Send a short email informing them of your absence and when they can expect you to return. If you plan to keep up with the different communication platforms in the office, let your supervisor know that they can still contact you directly.
If you don't hear from your supervisor until the start of the workday, be sure to contact your supervisor to confirm your absence.
Notify as far in advance as possible
Whether a person is sick, has a family emergency, has car trouble, or just needs a mental health day, I think it's important to give employers as much advance notice as possible. That way, managers can make the appropriate adjustments as quickly as possible. A simple email to the appropriate supervisor is all that should be required.
However, I also believe that from a business owner's perspective, we should respect the privacy of our employees. This means that if the employee does not provide a reason for the absence, we must not prejudge them for a "valid reason" for requesting time off. We need to respect our employees and never let them feel bad about missing work. Life happens.
Choose the correct communication channel to notify your team
Every company tends to handle this slightly differently, so clarifying your preferred channel is an important check to do as an employee. For example, we encourage our team to notify their manager in Slack instead of calling directly to reduce the impact on managers outside of business hours.
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FAQs
How to Call Outside of Work (According to 9 HR Experts and Employers)? ›
Keep it brief
It's usually best to give your employer only the most basic details of why you need to miss work. Be sure to express an interest in getting back to work soon, and offer a means of assisting those who will be impacted by your absence.
Keep it brief
It's usually best to give your employer only the most basic details of why you need to miss work. Be sure to express an interest in getting back to work soon, and offer a means of assisting those who will be impacted by your absence.
In the private sector, a number of laws prohibit employers from intruding into their employees' lives outside of work. Some state constitutions specifically include a right to privacy, which prevents private employers from looking into their employees' off-duty activity.
What are good reasons to call out of work? ›- Car (or Other) Accident. Accidents are unexpected events and usually qualify as legitimate requests for sudden leave, especially if serious injuries are involved. ...
- Death of a Loved One. ...
- Personal Illness. ...
- Child's Illness. ...
- Emergency. ...
- Car Problems. ...
- Medical Appointments. ...
- Miscellaneous Absences.
- Communicate the situation to your employer. ...
- Find out Your Company's Protocols. ...
- Request time off and Possible Timeline for Missing Work. ...
- Gather all the relevant documents. ...
- Be Proactive with Coworkers to Cover Your Job. ...
- Make sure you have access to financial resources.
- Reason for your absence.
- Number of days that you will be out of the office.
- Whether or not you will answer urgent emails and calls.
- Doctor's note, if applicable.
- Name of the contact person who will handle your workload.
Example 1 for calling out:
Hi Tim, I woke up feeling under the weather this morning and think I may have a stomach bug. I'm not going to be able to come in today, but I should be back to work tomorrow. I'll try to answer client emails as they come, but I may be unavailable resting. Thanks for understanding.
Employees are typically required to answer only if there is a good business reason that the employer needs to know, or a legal one, such as taking a family medical leave. Employees generally do not have to specifically disclose private information, but may need to provide more general information.
Is it ethical for employees to be contacted outside of work hours? ›Legally, unless you operate in one of the few countries that have already made it illegal, you can text your employees during, before, and after business hours. But before you do, a note of caution: Do it only in an emergency. For managers, try putting yourself in your employee's shoes for a moment.
Do I have to answer my boss after hours? ›The United States does not have laws forbidding employers from contacting employees after work hours yet. But the survey suggests it could be necessary because it happens with regularity. Most employed workers are contacted after hours at least once a week by their employers.
How many hours do you have to call out of work? ›
Anytime you need to call out you should give your supervisor as much notice as possible before your shift begins, when possible you should contact your employer at least 2 hours before your shift so that they can plan and prepare for your absence.
How do I call off work for mental health? ›- “I'm putting in a day of mental health leave. Thank you for your understanding.”
- “I'm feeling unwell and I'd like to use a day of my allotted mental health leave to recover.”
You can use a personal day for various reasons, such as voting, attending a doctor's appointment or handling a family emergency. More and more companies are offering paid personal days as an added benefit to their salary packages, so it's important to understand when you should use these days off.
Do I have to explain why I'm calling out? ›A note on mental health days
Well, according to the Americans with Disabilities Act and HIPAA, you don't have to tell anyone why you're taking sick time. That means you can use sick days to focus on your mental health — because it's just as important as your physical health.
Your call-out policy should prioritize your employees' well-being and build mutual respect for both company and employee time. Give employees a certain number of sick days or personal days that they can use to call out of work at their discretion.
Can a job ask why you're calling out family emergency? ›In short, yes, an employer can ask for proof of a family emergency before providing leave. In most cases, you can also choose to deny them leave, but while that's technically possible, whether you should or not is another story.
What do you text your boss to call out of work? ›“Hi [Manager Name], so sorry for the last-minute text message, but I've had an unexpected illness come up, and I will have to take a sick day tomorrow. I've contacted [Name], who will be able to cover my shift in my absence. I hope to be better and able to work the following day, and will confirm with you tomorrow.
What should I say to my boss when calling out? ›When informing your boss about your sick leave, keep things to the point without over-explaining your illness and symptoms. Instead, briefly explain why you're taking a sick leave (e.g. contagious illness such as flu and cold, stomach flu or family issues) and state your approximation of the period you'll be away.
What do you say when calling out to your employer? ›"I'm feeling very ill, so I think it's best if I take the day off from work. I appreciate your flexibility and I plan to be back tomorrow."
How do I call out of work for back pain? ›Report any pain or signs of back pain to your employer as soon as possible. If you are suffering from mild back pain, you can be off work for a week or two. If you are suffering from severe back pain, you can be off work for four weeks or more.
How do you say I can't come to work today? ›
- Confirm your schedule. ...
- Ask to have a conversation. ...
- Give as much notice as possible. ...
- Acknowledge your obligation. ...
- Provide a reason. ...
- Plan ahead for your workload. ...
- Offer to make up the time. ...
- Understand the consequences.
Hi, [PROSPECT'S NAME]. I'm [YOUR NAME], from [COMPANY]. I'm calling you because we do a great job at solving [PROBLEM]. Since [PROSPECT'S COMPANY] does [INDUSTRY], I imagine you might be looking for a solution.
Can I be fired for refusing to come in on my day off? ›Can an Employer Force You to Work on Your Day Off? Your employer can require that you work on your day off. You can refuse to work on your day off, but your employer will have the right to fire you if they wish to.
Can my boss tell me what to do outside of work? ›Generally, an employee's off-duty conduct is off-limits as far as employers are concerned. Exceptions do exist if there is some relationship between the off-duty conduct and your business and if misconduct outside of the workplace poses a risk for your business.
How do you approach your boss with concerns? ›Set up a meeting, practice addressing the topic in a composed manner, and then go into the appointment with confidence, armed with evidence. Begin the conversation graciously and acknowledge your desire to do good work. Then, in a respectful way, be honest about the problem and how it's affecting your performance.
Can you be fired for talking about your boss outside of work? ›Employers cannot fire or retaliate against employees for validly complaining about workplace conduct that is unsafe, illegal, or discriminatory, or that creates a hostile work environment.
Is it ethical for employers to monitor employees during non work hours? ›Under the National Labor Relations Act (NLRA), it is illegal for an employer to monitor or conduct any surveillance of employee union activities, including off-the-job meetings or gatherings.
Is it workplace harassment if it happens outside of work? ›No. Federal law protects you from job discrimination and harassment, whether it occurs on or off the work site. For example, you may have a potential claim for sexual harassment if your manager pressures you for dates while at a work-related conference.
Is my boss allowed to text me off the clock? ›Employers who often send emails or text to their employees outside their working hours while not paying them for working off-the-clock risk a potential FLSA violation. Encouraging off-the-clock work while not paying your non-exempt employees for these activities is illegal.
Can my boss text me on my day off? ›The bottom line: Texting outside of work is OK in moderation
Use your best judgment in reaching out to employees off the clock, and if you're hesitant about texting them, ask yourself if the text is necessary to send right away.
Is it professional to text your boss at night? ›
Timing is important, too. If it's late at night or you know your boss in is in a meeting, a text can be intrusive and disruptive, says Shah. "For information that can wait, use email so your boss can decide when to respond."
What is considered excessive calling out? ›SHRM defines excessive absenteeism as “two or more occurrences of unexcused absence in a 30-day period.”2 That's a valuable data point to use as a gauge for what counts as excessive absenteeism.
What is a good excuse to call out of work last-minute? ›The best last-minute excuses to miss work include personal illness, family emergency, doctor's appointments, child care, mental health challenges, death of a loved one, and household problems. In fact, any unforeseen circumstance that requires your attention is among the best last-minute excuses to miss work.
How many days of work is OK to call in sick? ›Many companies use the three-day guideline for sick days, but be sure you don't run afoul of any mandatory sick leave law that your company may be subject to.
How do I call out of work for anxiety? ›You may only need to tell your employer that you can't make it in today, or may be required to provide a letter or note from a medical or mental health professional. It can be difficult to share about anxiety, stress, and depression, but you may or may not need a note in order to take the day off.
How do you tell your boss you're struggling mentally? ›- Be clear and direct. This isn't the time to sugarcoat things. ...
- Make it an ongoing conversation. ...
- Discuss your roles and responsibilities. ...
- Come prepared and know your resources.
- Explain how your work is impacted. The purpose of asking for a mental health leave from work should be directly connected to your ability to perform the responsibilities of your gig. ...
- Listen and learn. ...
- Be creative and flexible. ...
- Advocate for yourself.
- Alert your supervisor as soon as possible. Let your employer know as soon as possible that you need to take the day off.
- Be brief. Avoid a long-winded explanation about your illness or any doctor's appointments you might have. ...
- Choose the proper mode of communication. ...
- Prepare for your return.
Emergency: Some urgent, non-medical reasons to call out of work may include an emergency home repair, like a flood or fire, or a death in the family. Personal: If your employer offers you personal days to use throughout the year, you can usually take them without having to give a specific reason.
Can your boss deny you a personal day? ›Yes, employer may deny a personal day if you cannot provide evidence or any other information on what the personal day will be used for. They could require a doctors not or a death certificate. Most employers will understand if you need one for any family emergencies or medical emergencies.
Can an employer refuse a call off? ›
However, an employer has the right to deny a vacation or personal day off request, but they must usually provide a reasonable explanation for such a denial. If you recently encountered problems while trying to request time off from work, contact a Los Angeles employment attorney to determine if the refusal was legal.
Are employers allowed to ask why you are calling in? ›No federal law prohibits employers from asking employees why they are out sick. They are free to ask questions such as when you expect to return to work. They may also require you to furnish proof of your illness, such as a note from a physician.
Is it OK to call out of work? ›It's an age-old excuse for missing a meeting — but it's okay to step away from work to address your medical needs. If you need another reason to get checked out (you don't): It's in your company's best interest for you to address an issue early, so that you don't get sicker and need to be out longer.
How many no call no shows before termination? ›Employers generally have discretion to determine how many consecutive absences without notice will be considered job abandonment, but the most common threshold is three.
Do you have to tell your manager why you are off sick? ›It's better to simply say you won't be in and leave it at that. It is good form to explain why you won't be coming in, but you don't necessarily have to share any specifics of your illness. Providing lengthy explanations as to why you can't come to work also might give the impression you are exaggerating or lying.
Why does my boss keep asking if I'm OK? ›Companies are now more aware of mental health and many are training their managers to identify certain signs and make sure people are OK. This may explain why they are asking. (I'm not entering into if they do this out of concern for their people or just because it may hurt their balance sheet).
Do I need to give a reason for a sick day? ›Regardless of how lengthy your sick day email or message is, it should include the following information: Reason for your time off: A general explanation for why you're taking sick leave (e.g., feeling ill, taking maternity leave, or having “private medical reasons”).
How do I say I'm not coming to work? ›- Confirm your schedule. ...
- Ask to have a conversation. ...
- Give as much notice as possible. ...
- Acknowledge your obligation. ...
- Provide a reason. ...
- Plan ahead for your workload. ...
- Offer to make up the time. ...
- Understand the consequences.
Sick Text Message Examples:
“Hi [Manager Name], so sorry for the last-minute text message, but I've had an unexpected illness come up, and I will have to take a sick day tomorrow. I've contacted [Name], who will be able to cover my shift in my absence.
When informing your boss about your sick leave, keep things to the point without over-explaining your illness and symptoms. Instead, briefly explain why you're taking a sick leave (e.g. contagious illness such as flu and cold, stomach flu or family issues) and state your approximation of the period you'll be away.
How do I call off last-minute work? ›
- Email Template and Text Examples to Miss Work.
- 1 You're not feeling well.
- 2 You've got a sick child to take care of.
- 3 You have a last-minute doctor's appointment.
- 4 You've got food poisoning.
- 5 You've got a dental emergency or appointment.
- 6 You're coping with a migraine.
Bosses typically should not deny your request for sick time off, whether they're happy about it or not. Interestingly, however, employers are generally not required to have a policy providing for paid or unpaid time off or sick leave, or to grant such time off or leave when it has been requested.
What is a sophisticated word for excuse? ›- justification.
- reason.
- apology.
- plea.
- alibi.
- defense.
- pretext.
- rationale.
Enablers enable in a number of ways, such as by making excuses for the person, justifying their behavior, or helping them to avoid the consequences of their actions.
How do you politely make excuses? ›You start off with something polite first, what you cannot do, then a small compliment. “Please let me know when… Sorry I cannot make it…. thanks for your understanding”. or “I'm sorry that doesn't fit in my schedule…
How do I talk smartly to my boss? ›- Schedule a meeting. Reach out to schedule a meeting with your boss. ...
- Rehearse the conversation. Rehearsing is a common preparation tool that helps people feel calm, focused and prepared. ...
- Keep notes. ...
- Be direct about the problem. ...
- Ask for guidance.