Everybody gets sick from time to time – here's how to handle it properly

So you're calling in sick to work? You're feeling under the weather, so it's probably the last thing you want to contemplate, but needs must. So, what's the best way to call in sick? Read on as we dissect how to tell your boss you're sick and need to stay at home.

When to call in sick to work

If you've got a slight sniffle, but are otherwise fine, you probably can't justify having a day off work to catch up on your favourite box set or revel in a duvet day. Also, it's best to avoid pulling a sickie for an interview for a new job or a trip to the dentist, as it can break down any trust you have with your employer.

When calling in sick to work, you've got to have a valid reason. These are:

  • Being physically ill with symptoms – if you've got a fever, are vomiting, have diarrhoea, violent coughing, or anything else that could potentially spread germs, then call in sick to avoid spreading your illness around. If your symptoms are milder, you could consider wearing a face mask and continuing as normal.

  • You require a mental health time-out – suffering from mental health issues, such as depression, anxiety, or burnout, are all valid reasons for seeking a day away from workplace stress. For ongoing or severe mental health issues, consider employing the services of a mental health professional.

  • Specific symptoms stop you from performing daily tasks – this could be something like a migraine or fever where it would be nigh impossible to work on your laptop.

Top tip: Consider working remotely if you're contagious but feel well enough to carry out most of your duties – this shows a willingness on your part to carry on, and will minimise the impact of you being absent.

How to call in sick to work

Know what to say when calling in sick to work, and how to say it with our pointers and message examples below:

Keep your message on point

When it comes to calling in sick to work, brevity is important. In no more than two sentences, let them know that you're too unwell to work, touching only briefly on your illness or condition.

Avoid over dramatised language, as it only casts doubt on the authenticity of your message. If you feel it's a little too terse, add a line thanking your boss for their understanding and expressing an eagerness to get back to work as soon as you're well. 

Contact the correct person

Every company operates differently when it comes to sick days, so make sure you get in touch with the correct person ASAP. If you aren't familiar with employer protocols, reference the employee handbook or ask your immediate superior.

Use the right communication method

Once you've identified who to contact, it's time to get your message across. You've got three options here: 

1. Phone call

This traditional method adds a personal touch and a sense of sincerity, so it's a good option if there's a trust gap that needs to be bridged. Also, your line manager can tell from your voice if you really are ill or not. There is a risk, however, of getting sucked into a lengthier conversation than you bargained for, which isn't ideal when your main priority should be recuperating. Below's a sample of how to phone in sick:

“I'm so sorry but I've come down with the flu, and feel absolutely dreadful. I don't want to pass anything on to anyone, so I will rest at home today, and then see how I feel tomorrow. I'll keep you informed of how I am in the morning. In the meantime, I'll call my team leader with an overview of my tasks, so they can pass on any immediate duties.”

2. Text message

While appealing and certainly an easier option than picking up the phone, a text message could be construed as overly personal and unprofessional. It's also too easier a method to do if you're not really that ill. However, if you do choose this method of communication, keep it brief without overstating your symptoms. Here's a sample text message for calling in sick to work:

Hi Neil. I've woken up with a fever and sore throat, so won't be coming into work today. Please message me at home if you need anything, and I hope to be back tomorrow. Thank you.

3. Email

An email is probably the safest choice for calling in sick to work. You can send it at any time, keep it as concise as you like, and have no fear of being seen as unprofessional. Below's an example of what to say when you call in sick to work via email:

To: manager@email.co.uk

From: employee@email.co.uk

Subject: Unwell Today

Dear Sarah,

I have woken with a high fever and cough this morning, so I'll have to take a sick day as I feel terrible. I will keep you posted on my recovery. Thanks in advance for your understanding.

All the best,

Peter

Taking time off for mental health issues

Mental illnesses, like stress, anxiety, or depression are on a par with physical ailments, which means you have as much of a right to take time off as you do with a physical illness. 

Calling in sick to work in these cases can pose more of a personal dilemma, as speaking about a mental health condition can be challenging. Therefore, it's even more important to keep your message concise, simply stating that you need to take time for your mental health, or that you've been suffering from stress and need some rest. 

Example:

“I've been struggling with my mental health recently, and if I came into the office today, I know I wouldn't be able to provide anything near my usual quality of work. So I'd like to take today off, so I'm at my best when I come back tomorrow. I appreciate your understanding.”

What to say if you need to care for a sick dependant

In the UK, you have a right to take time off work to care for a dependent in an emergency, widely known as “compassionate leave.” However your employer isn't obliged to offer any pay during this period. 

Notifying your boss about this is much the same as calling in sick: a brief, informative note that lays out the facts without going into too much detail.

Example:

“My elderly father had a fall yesterday evening and the GP advised two days of bed rest, so I need to take time off to care for him as he lives alone. I can continue to perform some of my tasks remotely if you like, or I can be reached by phone if needs be.”

Don't feel guilty about calling in sick to work

Everyone gets ill now and again, regardless of rank or role, so don't feel bad about calling in sick to work. If you know your ability to function will be hampered by illness, or that you might pass something on to colleagues, then have no hesitation in making that professional call. 

Think your current job is becoming unhealthy for you? If you're considering exploring new opportunities, get your CV ready with our free CV review.

This article was originally written by Alasdair Lane and has been updated by Elizabeth Openshaw.

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