5 Essential Steps to Calling In Sick Professionally

Featured Image: [Image of a person calling in sick from work while under the covers in bed]

Calling in sick is an unavoidable part of working life, but it can be a stressful experience. No one wants to be the person who lets their team down, but sometimes it’s necessary to take a day off to recover from an illness or injury. If you’re not sure how to go about calling in sick, don’t worry, we’re here to help. In this article, we’ll provide you with a step-by-step guide on how to call in sick without feeling guilty or like you’re inconveniencing your colleagues.

Before you pick up the phone, it’s important to think about what you’re going to say. You want to be clear and concise, but you also want to be respectful of your employer’s time. Start by stating your name and the reason why you’re calling. For example, you could say, “Hi [boss’s name], this is [your name]. I’m calling to let you know that I won’t be able to come into work today because I’m not feeling well.” If you’re comfortable, you can provide more details about your symptoms. However, it’s not necessary to share every detail of your medical condition.

Once you’ve explained why you’re calling, be prepared to answer any questions your employer may have. They may ask about when you expect to be back in the office or if there’s anything they can do to help. Be honest and upfront with your answers. If you’re not sure when you’ll be back, say so. And if there’s something your employer can do to help, don’t hesitate to ask. Finally, thank your employer for their understanding and let them know that you’ll keep them updated on your condition.

Contacting Your Supervisor

How to Inform Your Supervisor

When you need to call in sick, it is important to contact your supervisor as soon as possible. This gives them enough time to make necessary arrangements and ensures that your absence is covered. Here are the steps to follow when contacting your supervisor:

1. **Call in early.** Aim to call your supervisor as soon as you know you will be unable to work. The earlier they know, the more time they have to adjust schedules and assign tasks.

2. **Be clear and concise.** Explain the reason for your absence without going into excessive detail. For example, you might say, “I am calling to report that I will be unable to come to work today due to a sudden illness” or “I tested positive for COVID-19 and will be isolating.” Avoid using vague terms like “feeling under the weather” or “not feeling well.”

3. **Indicate the expected duration of your absence.** Let your supervisor know how long you anticipate being out of work. If you are unsure, estimate based on the symptoms you are experiencing or the advice of a healthcare professional.

4. **Offer assistance.** If possible, suggest how your work might be covered during your absence. For example, you could offer to provide a list of your current projects and priorities, or suggest a colleague who could take over some of your responsibilities.

Steps to Call in Sick to Your Supervisor
1. Call in early.
2. Be clear and concise about the reason for your absence.
3. Indicate the expected duration of your absence.
4. Offer assistance to help cover your work during your absence.

Providing a Valid Excuse

Providing a valid excuse is crucial when calling in sick. While it’s not necessary to disclose your specific symptoms, it’s important to convey that you’re genuinely unwell and unable to perform your usual work duties. Here are some tips for presenting a believable reason:

1. Be Specific and Detailed: Avoid vague excuses like “I don’t feel well.” Instead, describe your symptoms as accurately as possible, such as “I have a severe headache that’s making it difficult to concentrate” or “I’m experiencing nausea and vomiting.”

2. Explain Your Inability to Work: Elaborate on how your symptoms affect your ability to perform your job effectively. For example, you could say “The headache is affecting my vision and making it impossible to read or use a computer” or “The nausea is causing me frequent trips to the bathroom and preventing me from being productive.”

3. Provide Supporting Evidence: If possible, provide documentation to support your claim of illness. This could include a doctor’s note, a prescription, or a screenshot of a positive COVID-19 test result. While you’re not obligated to provide this information, it can add credibility to your excuse and potentially prevent your employer from questioning your absence.

Symptom	Valid Excuse
Headache	“I have a throbbing headache that’s making it difficult to focus and write emails.”
Stomach Ache	“I’m experiencing severe stomach pain, nausea, and diarrhea, which are preventing me from being able to sit at my desk for long periods.”
Flu	“I have a high fever, body aches, and sore throat, which are making it impossible to concentrate or get out of bed.”

Following Up

After calling in sick, it’s crucial to follow up with your supervisor or colleagues to ensure that your absence is understood and that any necessary arrangements have been made. Here are some steps to consider:

1. Email or Message:

Send a brief email or message to your supervisor, informing them of your continued illness and the date you expect to return. This provides documentation of your absence and keeps your colleagues informed.

2. Set Out-of-Office Notifications:

Update your out-of-office notifications on your email and voicemail, stating that you are out sick and will respond to messages as soon as possible. This helps manage expectations and prevents unnecessary interruptions.

3. Delegate Responsibilities:

If possible, delegate any urgent tasks or responsibilities to colleagues before leaving work. This ensures that essential work continues smoothly in your absence.

4. Check In Regularly:

While you’re out sick, consider checking in with your colleagues or supervisor periodically via email or message. This shows that you’re staying informed about work-related matters and that you’re committed to returning as soon as possible.

Checking in regularly demonstrates your professionalism and helps ensure that you’re not missed in any critical decisions or discussions.

Returning to Work

After being ill, it’s important to return to work gradually. Here are some tips to help you make a smooth transition:

Give yourself plenty of time to recover. Don’t rush back to work if you’re still feeling under the weather. Take the time you need to rest and regain your strength.
Start back slowly. Don’t jump into your normal workload all at once. Start with a few hours of work each day and gradually increase your hours as you feel stronger.
Delegate tasks. If you’re not feeling up to doing everything yourself, don’t be afraid to delegate tasks to colleagues or team members.
Take breaks. It’s important to take breaks throughout the day, especially if you’re feeling tired. Get up and move around every hour or so, and take some time for yourself to relax and recharge.
Listen to your body. If you’re starting to feel overwhelmed or tired, don’t push yourself. Take some time off and rest. It’s better to take a few days off to recover than to get sick again.
Be patient with yourself. It may take some time to get back into the swing of things after being sick. Don’t be hard on yourself if you don’t feel 100% right away.

Tips for Returning to Work	Benefits of Returning to Work
Give yourself plenty of time to recover	Reduces the risk of relapse
Start back slowly	Prevents burnout
Delegate tasks	Frees up time for more important tasks
Take breaks	Improves focus and productivity
Listen to your body	Reduces the risk of injury
Be patient with yourself	Boosts morale and motivation

Doctor’s Notes

If you are unable to provide a doctor’s note due to extenuating circumstances, such as a lack of health insurance or access to a doctor, your employer may accept an alternative form of documentation. This could include a self-certification form, a statement from a family member or friend who witnessed your illness, or a record of over-the-counter medications you purchased.

Sick Leave

Sick leave is a benefit that allows employees to take time off from work due to illness or injury. Most employers offer a certain number of sick days per year, which can be used for a variety of reasons, including:

Physical illness
Mental health issues
Dental appointments
Medical procedures
Caring for a sick family member

Paid sick leave is a legal requirement in many countries, including the United States. However, the amount of paid sick leave that employees are entitled to varies from state to state. In some states, employees may be eligible for up to 12 weeks of unpaid sick leave under the Family and Medical Leave Act (FMLA).

To qualify for sick leave, employees must typically provide their employer with advance notice of their absence, unless it is an emergency. Employees may also be required to provide a doctor’s note or other documentation to verify their illness.

Type of Leave	Reasons for Leave	Duration
Paid Sick Leave	Physical illness, mental health issues, dental appointments, medical procedures	Varies by state
Unpaid Sick Leave	Caring for a sick family member	Up to 12 weeks under FMLA

How To Call In Sick

When you’re sick, the last thing you want to do is go to work. But if you don’t call in sick, you could end up spreading your illness to your coworkers. Here are some tips on how to call in sick:

1. **Call as early as possible.** The sooner you call, the more likely your boss will be able to find someone to cover your shift.
2. **Be honest about why you’re calling in sick.** Don’t say you’re sick if you’re not. Your boss will be able to tell if you’re lying.
3. **Be specific about your symptoms.** Don’t just say you’re not feeling well. Tell your boss what your symptoms are, such as a fever, cough, or sore throat.
4. **Offer to provide a doctor’s note.** If you have a doctor’s note, it will help your boss understand that you’re actually sick.
5. **Be polite and respectful.** Even though you’re not feeling well, it’s important to be polite and respectful to your boss.