There will likely be occasions when you need to miss work. Most employers understand that you may need to call out of work or leave early for a variety of reasons. There are certain ways you can take time off respectfully, reducing the impact on your work, supervisor and colleagues.
In this article, we’ll go over some acceptable reasons for missing and list and that’ll guide you on how to out.
Key takeaways:
- Medical, emergency, and personal matters are common acceptable reasons for missing work, and it’s important to be aware of the company’s
- When calling out, promptly use your employer‘s preferred method, keep your reason brief, and suggest solutions for missed work.
- Prepare for your return to work to minimize disruption and show commitment by catching up on delayed projects.
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What are some reasons for calling out of work?
Table of Contents
Requests to miss work typically fall into one of these categories:
- Medical: It’s advisable to call out of work for illnesses like fever, flu, or upset stomach to help both your recovery and prevent spreading illness to others. Other valid reasons for calling out include injuries or doctor’s appointments.
- Emergency: Some urgent, non-medical reasons to call out of work may include an emergency home repair, like a flood or fire, or a death in the family.
- Personal: If your employer offers you personal days to use throughout the year, you can usually take them without having to give a specific reason. You may be able to use personal days to complete an important task or simply rest at home.
No matter your reason, you should make yourself aware of your company’s time-off policy. If you’re unsure, consider meeting with your company’s HR representative for more information.
Related: Good and Bad Reasons for Missing Work
Tips on how to call out of work
If you need to contact your employer to call out of work, you might find it helpful to use the follow these tips:
- Pick the best method of contact
- Be prompt
- Keep it brief
- Offer solutions
- Get ready to return
- Work hard when you get back to work
1. Pick the best method of contact
When calling out of work, it’s important to contact your employer in the way they are most likely to quickly receive it. For instance, if you work in a restaurant where managers don’t have quick access to email, a phone call is probably best.
However, if you work in an office and your boss is away for the week, it might be more effective to email or text. If your company has a 
about calling out of work, make sure to follow it.
Related: How to Write a Professional Email
2. Be prompt
Informing your supervisor about your absence as early as possible helps them plan for coverage. For planned absences, such as a child’s school holiday, request time off one or two weeks in advance. For unexpected absences, like a sudden illness, notify your employer as soon as you can, preferably early in the morning.
3. Keep it brief
It’s usually best to give your employer only the most basic details of why you need to miss work. Be sure to express an interest in getting back to work soon, and offer a means of assisting those who will be impacted by your absence.
Related: How to Write a Sick Leave Letter (With Template and Example)
4. Offer solutions
Sometimes the work you would miss by taking a sick day or personal day needs to be completed in your absence—especially if you work in shifts. To make sure your responsibilities are taken care of, consider asking a colleague to fill in for you.
For instance, if you work for a package delivery service, ask someone else on your team to cover your route. If you’re staying home for a non-emergency reason and are able to do your work from a computer, you could also ask your employer if you can work from home.
Setting an automated out-of-office email response can also let your clients, coworkers and other associates know what to expect from your absence and how to contact you while you’re out, if possible.
Here’s an example of an out-of-office auto-reply:
Hi,
Thank you for contacting me. I’m out of the office today, so please expect a delay in my reply. If your message requires immediate attention, please contact my colleague Yolanda Perez at yperez@company.com.
I will be back in the office with regular hours on Friday, May 15th.
All the best,
Kelly Washington
Related: Tips to Demonstrate Work Ethic
5. Get ready to return
Stay in touch with your team while you’re out to gather the necessary information for a smooth return. If you miss important meetings, ask coworkers for notes to stay updated. However, if dealing with a personal or family emergency or health issue, prioritize your well-being and take the time you need to recover.
6. Work hard when you get back to work
After being out of the office, it’s important to work hard to catch up on any projects that may have been delayed in your absence. Show your supervisor and your team that you are still committed to your work by putting in the extra effort needed to stay on track.
Related: 6 Acceptable Reasons to Call in Sick
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Examples for calling out of work
Here are some sample emails and phone scripts for calling out of work:
Example 1: Writing an email for a personal emergency
Dear Amanda,
I am writing to let you know I will be unable to come to work tomorrow. I had a small electrical fire in my kitchen and need to have a repair person and electrician come by in the afternoon. I might not have electricity until tomorrow, but you can reach me on my cell phone by text or email. I have asked Vincent to follow up on the sales leads I got last week. He will let me know the customers’ responses so I can prepare to call them if necessary when I return.
I will see you the day after tomorrow.
Sincerely,
Lorraine Andrews
Related: The Best Way to Ask for Time Off via Email
Example 2: Leaving a voicemail about an illness
Hi, this is Aisha
. I’ve been up all night with a fever, so I won’t be able to work at the restaurant tomorrow. However, Tariq has agreed to cover for me and will be there at four. I have a doctor’s appointment this afternoon and plan to be back tomorrow if I’m well. I can be reached by text in the meantime.
Related: The Best Excuses To Leave Work Early
Example 3: Emailing for a family emergency
Dear Meithei,
I am writing because I need to take some personal days off work to care for my wife who was in a car accident yesterday. I will need to stay in the hospital overnight and arrange a babysitter for our kids. I don’t know when I will be able to return to work, but I will keep you updated.
Best regards,
Chandler Levin
Related: 5 Reasons To Take a Personal Day
Example 4: Sending a text for a personal day
Hi Jessica,
I’m just letting you know I plan to take two of my personal days today and tomorrow so I can prioritize my mental health. I have edited the three blog posts you sent yesterday and will edit the final two this evening or in the morning. If you have any urgent requests, please let me know, and I will either get to them myself or arrange for someone to cover for me.
The model shown is for illustration purposes only, and may require additional formatting to meet accepted standards.
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