Do these 3 things before closing this tab:
1Repair Windows errors before they cause bigger problems2Fix the driver behind crashes, sound loss and screen glitches3Clear out junk files and repair common Windows errorsTell your manager as soon as you can through your workplace’s usual call-in channel. Keep the message brief: say you’re ill and unable to work, identify the shift or dates affected, and give a time when you’ll update them if you don’t yet know when you’ll return. You generally don’t need to volunteer a diagnosis; if the absence may involve protected leave, provide enough context to start that process.
What to say when you call in sick
A useful message gives your manager the information needed to arrange coverage and follow the absence process, without turning a notification into a medical history. Include:
- That you are ill and cannot work.
- The shift or workdays affected, if known.
- When you will check in again if you are unsure how long you will be out.
- Any required handoff or call-in step under your workplace’s policy.
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.”
When you do not 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 let me know if there are required leave forms or call-in steps.”
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If you may need 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.”
These are adaptable message templates, not confirmation that leave has been approved or that you qualify for a particular program.
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How much medical detail should you give?
For an ordinary call-in, you can usually state that you are ill and unable to work without naming symptoms or a diagnosis. For FMLA notice, the U.S. Department of Labor says, “You do not have to tell your employer your diagnosis.” But the context matters: the Department also cautions that a simple statement that you are “sick” may not provide enough information for an employer to recognize that FMLA could apply. Describe the relevant circumstance at a suitable level—such as a serious or continuing health condition—and ask HR or the leave administrator what information is required. Department of Labor FMLA communication guidance.
Notify your manager promptly and follow the right process
Use your employer’s normal call-in procedure, such as its designated phone line, scheduling system, or manager contact, and check the handbook if you are unsure which channel or deadline applies. If you cannot contact your manager yourself, use an alternative the workplace allows or ask someone to notify the workplace when feasible.
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For FMLA leave, employees generally must follow the employer’s usual notice and call-in rules unless unusual circumstances prevent them from doing so. For an unexpected need, notify the employer as soon as possible and practical. For foreseeable FMLA leave, the general rule is to give 30 days’ notice when practicable; if the need arises less than 30 days ahead, notify the employer as soon as practicable. The Department of Labor’s FMLA employee notice fact sheet explains these timelines.
Know when an absence may involve FMLA
A routine sick day is not automatically FMLA leave. If your health situation may qualify for FMLA, give enough information for the employer to understand that the leave may be covered; you do not have to use the words “FMLA” in your first notice. Eligibility depends on the employee’s and employer’s circumstances. The Department of Labor says medical certification may be required in some cases, under a process and timelines set by federal guidance. Ask HR or the leave administrator about the next steps rather than assuming a text alone completes the process.
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Check the sick-leave rules that apply to your job
For U.S. workers, federal law does not generally require paid sick leave. FMLA is unpaid, job-protected leave for certain medical situations when eligibility and covered-employer conditions are met. State or local law, a union agreement, an employment contract, or an employer benefit may provide additional rights. The Department of Labor’s sick-leave overview describes the federal baseline; it cannot determine your entitlement without your location and employment details. Check your handbook and ask HR or the leave administrator about applicable deadlines, pay, and documentation.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.If your work could expose others to illness
Staying home when sick can 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. This is public-health guidance, not a general legal requirement for every employer. CDC guidance on precautions when sick.
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Some settings have more specific public-health concerns. CDC healthcare-personnel guidance recommends sick-leave options that encourage reporting illness and discourage working while sick; it is directed at healthcare organizations. For restaurants, CDC reports that 1 in 5 food workers had worked at least one shift while sick with vomiting or diarrhea during the previous year. That figure applies specifically to restaurant food workers, not workers generally. CDC healthcare personnel guidance and CDC restaurant food-safety guidance address these narrower settings.
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