How to call out of work: Essential steps for employees

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In today's fast-paced work environment, knowing how to call out of work properly is an essential skill that every employee should master. Whether you're feeling under the weather, dealing with a personal emergency, or simply need a mental health day, handling the situation professionally is crucial to maintaining a positive relationship with your employer and colleagues.

In this guide, we will walk you through the best practices for calling out of work, from understanding your company's policies to communicating effectively with your manager. By following these steps, you can ensure that your absence is handled smoothly and responsibly.

Understanding your company's leave policies

Before you make that call or send that email, it's essential to be familiar with your company's leave policies. Most organizations have guidelines on how to request time off, the amount of notice required, and the documentation you may need to provide. Here's what you should do:

Review your employee handbook

Your employee handbook is a valuable resource for understanding the procedures for calling out of work. Look for sections related to sick leave, personal leave, or emergency leave to ensure you are following the correct protocol.

Know your entitlements

Different countries and regions have varying laws regarding sick leave and personal time off. Make sure you are aware of your legal rights and any entitlements provided by your employer, such as paid sick days or unpaid leave options.

Understand the notice period

Most companies require employees to notify their manager as soon as possible if they need to take time off. The typical notice period can range from a few hours to 24 hours, depending on the situation and your company policy.

Assessing the situation: Is it necessary to call out?

Before deciding to call out, it's important to assess whether your situation genuinely warrants taking time off. While it's vital to take care of your health and well-being, consider the following factors:

The severity of the issue

If you're feeling slightly under the weather but think you can still perform your duties, consider working remotely if that's an option. However, if you are contagious or physically unable to work, it's best to stay home.

Impact on workload

Evaluate the impact your absence may have on your team and projects. If you have a critical deadline, you might want to coordinate with your colleagues to ensure your work is covered.

Frequency of absences

Frequent absences can raise red flags with your employer. If you've called out several times recently, it might be wise to consider whether this time off is absolutely necessary.

How to communicate your absence

Once you've decided to call out, the next step is to communicate your absence effectively. The way you inform your employer can influence their perception of your professionalism and reliability.

Choose the right method of communication

The method of communication should align with your company's culture and policies. Common methods include:

• Phone call: A direct phone call is often the preferred method, especially for urgent situations. It allows for immediate communication and clarification.
  
  
• Email: If your company prefers written documentation or if it's outside regular working hours, an email might be appropriate.
  
  
• Text message or instant messaging: Some workplaces may accept text messages or instant messaging as a form of communication, but it's best to confirm this with your employer.

Be clear and concise

When communicating your absence, be clear and to the point. Provide the necessary details without discussing unnecessary personal information. For example:

• Sick leave: "Hi {Manager name}, I'm not feeling well today and won't be able to come to work. I will keep you updated on my condition and plan to return tomorrow if I'm feeling better."
  
  
• Family emergency: "Hello {Manager name}, I am dealing with a family emergency that requires my immediate attention. I am unable to come in today, but I will keep you informed about my availability."
  
  
• Personal day: "Hi {Manager's name}, I need to take a personal day today because of a private matter. I will ensure that I handle my tasks and return to work tomorrow."

Offer a solution

If possible, offer a solution to minimize the impact of your absence. This could include delegating your tasks to a colleague or working remotely if feasible.

Example 1:

"I am unable to attend work today because of illness. I have informed {colleague name} about my ongoing project, and they have agreed to cover for me. I will follow up with them tomorrow to ensure that everything is on track."

Example 2:

"Hi, unfortunately, I am not in the best health today and do not feel well enough to come to the office. I am able to work from home if needed. I will be available online to handle and urgent matters."

Provide documentation if required

Some employers may require a doctor's note or other documentation, especially for extended absences. Be prepared to provide this if necessary.

What to avoid when calling out of work

Just as important as knowing what to do is understanding what not to do when calling out of work. Here are some common mistakes to avoid:

Waiting until the last minute

Informing your employer at the last minute can disrupt operations and leave a negative impression. Always strive to provide as much notice as possible.

Being vague or dishonest

Honesty is the best policy when calling out. Avoid vague excuses or fabricating reasons for your absence. Trust is crucial in maintaining a good employer-employee relationship.

Oversharing personal details

While it's important to be clear about why you're calling out, avoid oversharing personal information. Stick to the facts that are relevant to your ability to work.

Following up after your absence

Returning to work after an absence is an opportunity to reaffirm your commitment to your job and responsibilities.

Provide an update

Once you're ready to return to work, inform your manager or HR department. A brief update on your situation can help them plan for your return.

Ensure to catch up on outstanding work

Take the initiative to catch up on any work you missed during your absence. This might involve checking in with colleagues, reviewing emails, or rescheduling meetings.

Reflect on prevention

If your absence was because of illness or burnout, consider steps you can take to prevent future occurrences. This might involve better self-care, time management, or seeking support for personal issues.

Special considerations: Mental health days

In recent years, there has been growing recognition of the importance of mental health in the workplace. Taking a mental health day is becoming more accepted, but it's important to handle it with care.

Be transparent about your needs

If you need a mental health day, be honest with yourself and your employer. You don't need to dive into detail, but simply stating that you need a day to focus on your well-being can suffice.

Use designated personal days

If your company offers personal days, these can often be used for mental health. Check your company's policies to see how these days can be utilized.

Normalize the conversation

Normalizing discussions around mental health in the workplace can contribute to a healthier work environment. Encouraging open dialogue about mental health can benefit both employees and employers.

Handling long-term absences

For long-term absences because of serious illness or other significant issues, a different approach is needed. Here's what to consider:

Discuss options with HR

If you anticipate needing a long-term absence, discuss your options with HR. This might include applying for extended sick leave, Family and Medical Leave Act (FMLA) leave, or other company-specific leave programs.

Plan for coverage

Work with your manager to develop a plan for covering your responsibilities during your absence. This might involve temporary reassignment of tasks or bringing in additional support.

Stay in communication

Even during a long-term absence, staying in touch with your employer can help ease your eventual return to work. Regular updates can keep everyone informed and minimize disruptions.

Conclusion: 

Knowing how to call out of work is a vital skill that reflects your professionalism and respect for your workplace. By understanding your company's policies, communicating clearly, and taking responsibility for your absence, you can maintain a positive relationship with your employer, even when you need to take time off.

Remember, whether it's a short-term absence or a long-term leave, the key is to approach the situation with transparency, responsibility, and care. At PurelyHR, we believe that a well-managed leave not only benefits the individual but also contributes to a healthier, more productive workplace.