Remember the 1986 comedy Ferris Bueller’s Day Off?
Ferris had a master plan to fake a sick day out of school and enjoy his freedom. While his antics were hilarious, most of us may not have the luxury or the (lack of a) moral compass to pull off a stunt like that.
But on days when you wake up feeling under the weather, pushing yourself through isn’t the best option. Calling in sick is essential for maintaining honesty and professionalism in team communication and adhering to company policy.
Whether you’re battling the flu, facing a family emergency, or simply need a mental health day, this article will help you craft how to call in sick text messages through various examples and templates.
Simple tweaks can turn a vague “I’m out today” into a clear “I’m unwell and ensuring my tasks are covered,” maintaining your reputation at work—no scheming required!
How to Call in Sick with Text Message (+Examples)
Summarize this article for me pleaseBest Practices for Sending a Sick Day Text
Communication is currency when working with a team. But why is texting better than calling in sick? Simply put, text messaging is convenient for both the sender and the receiver.
Your boss or manager can read the message at their convenience, which avoids interrupting their workflow. Plus, unlike phone calls, texts provide a written record of your communication, reducing the chance of misunderstanding.
👀 Did You Know?
A U.S. Bureau of Labor Statistics study reported that 63% of workers in the USA get an average of eight paid sick days per year after one year on the job.
Your business messaging reflects your professionalism, respect, and workplace integrity. A well-written out-of-office message ensures clarity and minimizes disruption for your team.
Conversely, a poorly crafted sick message can create confusion, disrupt your work-life balance by straining relationships, or even violate company policies that provide paid sick leave with specific requirements.
Here are some best practices that can help you avoid any unnecessary complications.
Keep it brief and clear
Are you one of the people who feel guilty for taking sick days? Although you shouldn’t, this might result in you over-explaining your situation.
When informing your manager, avoid oversharing or lengthy explanations. Keep it to the essentials:
- Address your boss formally
- Mention the reason for your absence
- Specify your plan for managing tasks
- Update for your availability for the following or coming days
Your manager doesn’t need a long description of your symptoms. Keeping it concise shows respect for their time and professionalism on your part.
📌 Example:
“Good morning, John. I’m ill today and won’t be able to make it to work. I’ve informed the team about my absence and will update you this evening on my availability for tomorrow. Thank you.”
Notify as early as possible
Many employers appreciate as much notice as possible when you’re missing work. This gives them time to adjust schedules or find coverage.
So, if you feel that throat itch coming in full swing after you’ve left work, sending in your text today is a good idea instead of giving a short notice tomorrow.
The earlier you communicate your inability to come to work, the better it is for everyone involved. It’s all about minimizing disruption and ensuring work keeps flowing smoothly.
📌 Example:
“Good evening, John. I left work feeling unwell today and need to call in sick for tomorrow. I’ve informed the team and wanted to let you know immediately so you can make arrangements for my absence. I’ll keep you updated tomorrow. Thank you.”
Provide necessary information
Depending on company policy, you may need to include details such as a doctor’s note or when you expect to return. It’s best to discuss these requirements with your manager beforehand.
Remember that you aren’t obligated to share any personal details—just enough to explain why you can’t work and how long you might be away.
📌 Example:
“Hello, John. I’m experiencing flu symptoms and must take three days of sick leave. I’ll inform the team and provide a doctor’s note if required. Please let me know if there’s anything else you need. Thank you for your understanding.”
Summarize this article for me pleaseSick Day Text Templates and Examples
A professional text message is important, but does that mean you have to sit down crafting the perfect message with a thermometer in your mouth? Absolutely not!
Use these customizable communication templates to craft appropriate messages to your manager or boss directly.
Basic sick day text
A basic sick day text is perfect for a sudden, short-term illness. It’s direct and provides the necessary information without being overly detailed.
📝 Template:
“Good morning, [boss’s name]. I’m not feeling well and need to take a sick day. I’ve contacted [colleague’s name] to cover for me. I’ll update you later today on whether I can return to work tomorrow. Thank you for understanding.”
Extended sick leave example
If you need multiple days off, such as for recovery or surgery, communicate your expected leave duration and arrangements for your work. Being upfront about your expected absence will help your boss manage resources effectively.
📝 Extended sick leave template:
“Hello, [boss’s name]. I’ve been diagnosed with [illness] and need rest from [start date] to [end date]. [Colleague’s name] has kindly agreed to cover for me. Please let me know if you need any documentation or other details to facilitate the handover. Thank you.”
📝 Surgery recovery leave template:
“Hello, [boss’s name]. I’m undergoing surgery and will need time to recover. My doctor has recommended resting from [start date] to [end date], during which I’ll be on leave. However, I’ll update you on my recovery and ensure all my work is covered before leaving. Please let me know if you need a doctor’s note or further details. Thank you for your support.”
Family emergencies
Sometimes, emergencies aren’t related to your health but to family members. In these situations, you must be just as clear and respectful.
Let your boss know that you’re handling an urgent situation, but avoid unnecessary personal details.
📝 Sick family member leave template:
“Hello, [boss’s name]. I need to take today off to care for a sick family member. I will ensure my tasks are covered and update you if additional time is needed. Thank you for your understanding.”
📝 Sick child leave template:
“Good morning, [boss’s name]. My child is unwell, and I must stay home to care for them. In the meantime, [colleague’s name] has kindly agreed to take up all my major tasks. I’ll provide updates by the end of the day regarding my availability tomorrow. I appreciate your consideration during this time.”
📝 Bereavement leave template:
Losing a loved one is never easy, and bereavement leave allows you to grieve and manage responsibilities without the added stress of work.
Notify your boss directly and provide the necessary details while keeping the message brief and respectful.
“Hello, [boss’s name]. I recently lost a close family member, and I’ll need to take a few days of bereavement leave to be with my family. I’ll be away from work starting [start date] and will return on [return date]. Thank you for your understanding.”
📝 Family emergency leave template:
“Hello, [boss’s name]. I’m dealing with a family emergency that requires my immediate attention. I have communicated my absence to the team, and [colleague’s name] will kindly cover for me today. I’ll be back to work tomorrow. Thank you for your patience.”
Mental health day
Workplace burnout is no joke. Indeed reported that 52% of workers experience burnout, with 67% stating that it got worse after the COVID-19 pandemic.
Work-life balance has become more critical than ever, and taking a day off for mental health is just as important as time off for physical illness to create a positive work environment.
📝 Template:
“Hello, [boss’s name]. I’m feeling mentally overwhelmed today and believe it’s best for my well-being to take a mental health day. I plan to rest and recharge and will be back to work tomorrow. I’ve informed the team, and they’ve agreed to cover for me. Thank you for your understanding.”
Informing colleagues
If your absence impacts team collaboration, ensure you inform your teammates clearly and instantly via messaging about the progress and ownership of your tasks.
Clear communication can minimize disruptions, especially in fast-paced work environments. And the availability of team communication software has made it much easier to keep your team in the know.
📝 Informing colleagues template:
“Hi, team! I’m unwell today and taking a sick day. I’ve updated [specific tasks] on our ClickUp board, including deadlines, priority tags, and notes for specific tasks. Let me know if anything needs clarification. Thank you for keeping the project moving!”
📝 Specific colleague coverage template:
“Hello, [colleague’s name]. I have a family emergency and won’t be able to make it to work today. Would you be able to please cover [specific task] for me? I’ve shared all the details in [tool] under the [task/project name] section. Let me know if you need further information. I appreciate your help!”
Summarize this article for me pleaseWhat to Avoid When Texting in Sick
A sick leave text message should be professional and respectful. Here are some common mistakes to avoid so that you can maintain these standards.
Using informal language
Always maintain a professional tone in your communication, even when unwell. Use proper greetings, complete sentences, and appropriate closings instead of messages like, “Yo, I’m sick. Won’t be in. Peace out!”
Use one of the templates above or try AI writing tools to craft a professional message. This shows respect for workplace relationships and maintains your professional image.
Being verbose
Keep your message clear and to the point. Focus on essential information—a reason for your absence, duration, and work coverage plans.
Avoid unnecessary details that don’t contribute to the workplace’s understanding of your situation.
Not following company protocol
If your company requires specific documentation or notice periods, mention these in your message. This shows your awareness of and respect for company policies.
Not specifying task ownership
Communicate how your team/colleagues will handle your responsibilities during your absence. Mention who will cover specific tasks or projects, and ensure all necessary information is accessible to your team.
Unclear messaging
Avoid confusing your manager with vague messages like, “I might not make it work today.” Instead, be straightforward about your situation.
Ambiguity can lead to misunderstandings, affecting the workflow and creating unnecessary stress for your manager and team.
Instead of delaying clarity until the last minute, text in sick soon so your team has time to cover for you.
Oversharing
It’s unnecessary to provide intimate medical details. Stick to basic information that helps your team plan accordingly in case of unexpected illness. Oversharing not only breaches your privacy but can also make others uncomfortable.
⚠️ Here’s an example of what NOT to do:
“Hi, [boss’s name], I’ve had a rough night with stomach issues and been in the bathroom since 2 AM. I can’t come in today.” This level of detail is better left out.
That will likely just make your manager uncomfortable without helping them with the details of how long you’re on leave and how your work is being managed in your absence.
💡 Pro Tip: Exceptions to sharing medical details for your sick leave include details and/or documentation required under the Family and Medical Leave Act 1993.
Summarize this article for me pleaseUsing ClickUp to Write Sick Day Messages and for Sharing Team Updates
Communicating with your team doesn’t need to feel overwhelming when you’re feeling under the weather. A simple workplace communication tool can make all the difference.
As a project management and collaboration tool, ClickUp offers various features that simplify managing your absence, ensuring clear communication and minimal disruption to the workflow.
ClickUp Chat for sending messages
Use ClickUp Chat to send a sick leave message directly to your team (via a group chat) or manager (via a private DM).
When sharing the update in a group or team channel, you can also pin your absence notification so it’s visible to everyone in the group.
Because ClickUp Chat brings your messages and work together, it’s also easier to share the tasks you’re working on and suggest a handoff for urgent ones—without hopping across business messaging apps. You don’t need to copy-paste the entire context; simply update the chat linked to the relevant task with the necessary details.
Don’t forget to use @mentions to tag specific colleagues for action (especially those who may be covering for you) and ensure nothing falls through the cracks.
The best part? ClickUp Chat’s intuitive interface ensures you don’t lose your message in email threads or other platforms.
💡Pro Tip: Create a Saved Reply Template for sick notifications in chat so you can reuse it when needed.
ClickUp Brain to craft a sick day message
If you’re unsure how to phrase your message, ClickUp Brain offers templates and ideas.
Draft professional, concise sick day messages and personalize them to suit your situation. Simply input your details, and the AI suggests a polished message covering all bases— a short sick leave, extended leave, or a family emergency.
It saves you time and ensures your message hits the right tone, even when you’re not feeling your best.
Automation for updates
Going for an extended leave? Keep your team updated on tasks with ClickUp’s automation capabilities.
ClickUp Automations allow you to send and schedule automated messages, assign tasks, update project statuses, or notify teammates about your absence automatically.
You can set an automation rule to notify your manager when you update a task status to ‘On Hold’ or ‘In Progress.’ You can add comments for context and even attach files.
This way, your team knows exactly where projects stand and what needs attention, boosting productivity until you’re back well-rested.
Summarize this article for me pleaseTake a Breather while ClickUp Keeps Things Running
Unlike Ferris Bueller, modern professionals don’t fake sick days—we communicate smartly. Texting in sick doesn’t have to be about the perfect message but should project professionalism and responsibility and maintain trust.
Employers aren’t looking for brave hearts who push through it all—your health matters! Rather, they value clear communicators who don’t leave their team hanging, wondering about an unexplained absence or their work status.
ClickUp helps you manage your absence, keep projects moving, and return to work feeling supported and valued. So next time, focus on recovery, knowing your work is handled.
Sign up for a free ClickUp account now!
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