Tell your manager as soon as you can, using the workplace’s usual call-in channel. Say which shift or date you’ll miss, when you’ll provide an update if you don’t know how long you’ll be out, and what you’ll do about any handoff. You generally don’t need to disclose a diagnosis; if the absence could involve protected leave, give enough context for the employer to recognize that possibility.
What to text or say when you’re calling in sick
Keep the message factual, brief, and direct. You do not need to apologize at length or provide a list of symptoms. Adapt this template to your workplace’s reporting procedure:
Hi [Manager], I’m ill and unable to work today. I’ll update you by [time/date] about whether I expect to return tomorrow. Please let me know if I need to complete any leave or call-in steps.
If you know the shift affected, name it. If a colleague needs a handoff, provide only the work information they need, through an appropriate channel. Don’t imply that leave has been approved; report the absence and follow the employer’s process.
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For a one-day absence
Hi [Manager], I’m sick and can’t work my [shift] today. I’ll check in by [time] with an update about tomorrow. I’ll follow the usual absence-reporting process.
If you don’t know how long you’ll be out
Hi [Manager], I’m unable to work today because of a health issue. I don’t yet know how long I’ll be out; I’ll update you by [time/date]. Please send me any required leave forms or call-in steps.
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If the condition may require continuing or protected leave
Hi [Manager], I need time away for a serious health condition and expect to be out through [date, if known]. Please tell me how to contact HR or the leave administrator about the applicable leave process. I can provide required information through the appropriate process.
This wording does not establish that you qualify for protected leave. Contact HR or the leave administrator to ask about the next steps and any information they need.
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When to notify your manager
Notify your workplace as promptly as you can, following its usual call-in policy or reporting channel. If you’re seeking leave under the U.S. Family and Medical Leave Act (FMLA), the Department of Labor says employees generally must follow the employer’s normal procedure unless they are unable to do so. For an unexpected need, give notice as soon as possible and practical. See the Department of Labor’s guidance on talking to an employer about FMLA leave.
For FMLA leave that is foreseeable, federal guidance generally calls for 30 days’ notice when practicable. If the need arises less than 30 days ahead, notify the employer as soon as practicable. For an unexpected need, notify the employer as soon as possible and practical. The exact timing depends on the circumstances; consult the Department of Labor’s FMLA employee notice fact sheet.
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If illness prevents you from contacting your manager yourself, use an alternative the workplace allows or ask someone to contact the workplace when feasible. If you work in a setting with a specific call-in deadline or safety rules, check the policy and follow it where you can.
How much medical information to share
For an ordinary sick-day notice, say you’re ill and unable to work, and provide the information needed to report the absence. You usually do not need to volunteer your diagnosis or detailed medical history. The Department of Labor says, in the context of FMLA notice, “You do not have to tell your employer your diagnosis.”
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There is an important distinction if the condition may qualify for FMLA leave. A bare “I’m sick” may not give the employer enough information to recognize that FMLA could apply. You do not have to use the word “FMLA” for a first request, but you should describe the relevant circumstance at an appropriate level—for example, that you need time away for a serious health condition—and ask how to contact HR or the leave administrator. The employer may require medical certification in some circumstances; ask about the applicable process rather than sending more medical detail than requested.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Ordinary sick time and FMLA are not the same
A routine absence is not automatically FMLA leave. FMLA is unpaid, job-protected leave for certain medical situations, and coverage depends on eligibility and employer conditions. If your absence may be related to a qualifying serious health condition, provide enough information to alert the employer that protected leave may be relevant, then ask HR or the leave administrator about eligibility and documentation.
These are U.S. federal rules, not a complete account of every workplace’s rights or obligations. The Department of Labor says federal law does not generally require paid sick leave; state or local laws, contracts, and employer policies may provide different or additional rights. Check your handbook and applicable local rules, or ask HR. The Department of Labor’s sick leave page summarizes the federal baseline.
Why staying home can matter in some workplaces
If you may be contagious, staying home can help protect coworkers and customers. CDC respiratory-virus guidance recommends that employers provide paid time off and flexible leave or telework policies to support workers staying home when sick or caring for sick family members. These are public-health recommendations, not a general legal requirement for every employer.
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