How to Call in Sick: Email, Text & Sick Note Templates (2026)

Calling in sick is a two-minute task that people overthink into a small crisis — usually while feverish. The fix is having the message ready before you need it. Below are copy-paste templates for every channel (email, text, Slack, phone), a self-written sick note for workplaces that ask for one, and the handful of rules that keep a sick day from becoming a credibility problem.

How to Call in Sick the Right Way (5 Rules)

• Notify as early as you can — ideally before your shift or workday starts. The inconvenience isn't being sick; it's your team finding out at 11am.
• Use the channel your workplace actually uses. If your manager runs on Slack, a formal email nobody reads by 9am helps no one. When in doubt: message or call first, email for the record.
• Keep it to 2–4 sentences. You're unwell, you're out today, here's the coverage. A detailed symptom narrative reads as over-justifying — brevity reads as normal.
• Say what's covered. One line about the meeting that needs moving or the colleague who's aware of your task turns "problem" into "handled."
• Know your company's policy. Some employers want a call, not a text; some require a doctor's note after 2–3 consecutive days. Thirty seconds in the handbook beats guessing.

Sick Day Email Templates

Email is the standard for office jobs and anywhere you want a paper trail. Subject line: keep it plain — "Sick day — [Your Name]" or "Out sick today."

Standard version:

Subject: Sick day — [Your Name]

Hi [Manager's Name],

I'm feeling unwell today and won't be able to work. I'll be checking messages periodically in case anything urgent comes up.

[Colleague's name] is aware of [current task/project], and I've moved my [meeting] to [day]. I expect to be back [tomorrow/date] and will let you know if that changes.

Thanks for understanding,
[Your Name]

Short version (perfectly acceptable in most teams):

Subject: Out sick today

Hi [Manager's Name],

I'm not feeling well and need to take a sick day today. Nothing on my calendar can't wait until tomorrow. I'll keep you posted if I need more time.

Best,
[Your Name]

Sick Text to Your Boss

If texting is normal on your team — common in retail, hospitality, healthcare shifts, and small teams — a text is fine. Send it as early as possible, especially for shift work where someone may need to cover you.

Hi [Name], I've come down with something and won't make it in today. Sorry for the short notice — happy to help find cover for my shift if needed. Will keep you updated on tomorrow.

Even shorter, for a manager you text regularly:

Morning [Name] — I'm sick today and staying home. Back tomorrow if I'm better; will confirm tonight.

Slack / Teams Sick Message

For remote and hybrid teams, a message in your usual channel (or a DM to your manager, per team norms) is the standard. Set your status too — it answers the question before anyone asks.

Morning — I'm feeling unwell and taking a sick day today. I'll be mostly offline; ping me only if something truly can't wait. [Colleague] has context on [task]. Planning to be back tomorrow.

Calling in Sick by Phone: What to Say

Some workplaces (and some managers) expect a call. Keep it under a minute — the same three beats as the written version:

"Hi [Manager], it's [Name]. I'm calling because I've come down with [a stomach bug / a fever / something] and I'm not fit to work today. [Colleague] knows where [task] stands, and I'll move my meetings. I expect to be back [tomorrow], and I'll text you tonight to confirm."

If you get voicemail, leave the same message and follow up with a short text or email so there's a record.

How to Write a Sick Note for Work

First, an important distinction. A sick note can mean two different things:

• A doctor's note (medical certificate) — written by a clinician, usually required only after 2–3+ consecutive days off, or where policy explicitly demands it. You can't write this yourself; ask your GP, an urgent-care clinic, or a telehealth service.
• A self-written sick note — a short formal note from you documenting the absence, which some employers ask for on your return for HR records.

If it's the second one, here's the template:

[Date]

To: [Manager's name / HR department]

This note is to confirm that I, [Your Full Name], was absent from work on [date(s)] due to illness. I was unfit to perform my duties during this period.

[Optional: I am attaching a doctor's note covering this absence. / A doctor's note is available on request.]

I returned to work on [date].

Signed,
[Your Name]
[Job title]

Keep it factual and dateable — it's an HR record, not an apology letter. Never fabricate a doctor's note or alter one; that's a fireable offense (and in some places a criminal one) over something a self-written note usually covers fine.

Multiple Sick Days: The Follow-Up

If day one becomes day two or three, don't go quiet — a short daily update keeps trust intact:

Hi [Manager's Name],

Quick update — I'm still unwell and won't be in today either. [Colleague] is continuing to cover [task]. If I'm not clearly improving by [day], I'll see a doctor and get a note per policy.

I'll update you again tomorrow morning.

[Your Name]

What Not to Do

• Don't over-explain. A paragraph of symptoms reads as guilt, not honesty. "Unwell" is a complete diagnosis for workplace purposes.
• Don't ghost. Missing a day is normal; disappearing without a message is the thing managers actually remember.
• Don't post publicly. A sick day plus visible social activity is a self-inflicted credibility wound, fair or not.
• Don't fake it routinely. Everyone takes the occasional mental-health day — but if you're regularly drafting fake sick messages because you dread the job itself, that's not a sick-day problem. That's a signal worth acting on (see below).

One honest aside: if calling in sick has become something you do to escape rather than to recover — or you're reading this on a Sunday night with a knot in your stomach — the fix isn't a better template. It might be time to quietly line up something better: the signs it's time to move on, how to write a two weeks notice email, and a resignation letter for personal reasons are the follow-up reads. And if you want a new job search running in the background while you keep working, LoopCV applies to matching roles automatically every day — the search happens while you rest.

Frequently Asked Questions

What is the best excuse to call in sick?

You don't need an elaborate excuse — "I'm unwell and not fit to work today" is sufficient in virtually every workplace. Specific, brief, and common reasons (fever, stomach bug, migraine, bad cold) land better than dramatic ones, and you're generally not obligated to disclose medical details at all.

Should I call, text, or email in sick?

Use whatever channel your team genuinely operates on: call for traditional workplaces and shift jobs that need cover, text or Slack for informal and remote teams, and email when you want a record. When unsure, message or call first so your manager knows early, then send a short email for the record.

How do you write a sick note for work?

A self-written sick note is 3–4 lines: your name, the date(s) you were absent, a statement that the absence was due to illness, and your signature. Note that employers requiring a "sick note" after several days usually mean a doctor's note, which must come from a clinician — never write or alter one yourself.

Do I need a doctor's note to call in sick?

Usually not for a single day. Most company policies only require a medical certificate after two or three consecutive sick days, though some industries are stricter. Check your employee handbook — and if you're close to the threshold, mention in your follow-up that you'll get a note per policy.

Can I text my boss to call in sick?

Yes, if texting is a normal communication channel in your workplace — it's standard in retail, hospitality, and many small teams. Send it as early as possible, offer to help arrange cover if you work shifts, and follow your company's policy if it specifies calling instead.

Is it okay to call in sick for mental health?

Yes. Mental health is health, and an occasional recovery day is a legitimate use of sick leave — you can simply say you're unwell without elaborating. If you find you need them regularly to tolerate the job itself, treat that as a signal about the role, not a personal failing.