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If illness means you can’t work, tell your manager promptly through your workplace’s usual call-in channel. Keep the message brief: say you’re unable to work, identify the shift or date affected, and give a time when you’ll update them if you don’t know when you’ll return. You usually don’t need to volunteer a diagnosis; if the absence may qualify for protected leave, give enough context for your employer to recognize that possibility.
What to say when you call in sick
A useful message covers the immediate work arrangements, not your full medical history. You can text, email, call, or use an absence system as your employer’s policy requires.
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- Say plainly that you’re ill and unable to work.
- Name the shift or date you’ll miss.
- If you’re unsure how long you’ll be out, say when you’ll provide an update.
- Follow any required call-in, leave-reporting, or handoff steps.
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.”
If you don’t 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 the absence may involve 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 message templates, not confirmation that leave has been approved or that you qualify for a particular leave program.
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When to notify your manager
Use your employer’s normal call-in procedure and notify them as soon as you know you cannot work. If you’re seeking leave under the U.S. Family and Medical Leave Act (FMLA), the Department of Labor says to follow the employer’s usual notice policy unless you’re unable to do so. For an unexpected need, notify the employer as soon as possible and practical. The Department of Labor’s FMLA communication guidance explains these notice expectations.
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For FMLA leave that is foreseeable, the general rule is to give 30 days’ notice when practicable. If the need arises less than 30 days ahead, or 30 days’ notice is not practicable, give notice as soon as possible and practical. These are FMLA notice rules, not a universal deadline for every sick day. Fact Sheet #28E describes employee notice requirements.
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How much medical detail to share
For an ordinary sick-day notification, you can generally state that you’re ill and unable to work without listing symptoms or naming a diagnosis. For FMLA, the Department of Labor says, “You do not have to tell your employer your diagnosis.”
There is an important distinction: a bare “I’m sick” may not give an employer enough information to recognize that a continuing or serious health condition could involve FMLA. If that may apply, describe the relevant circumstance at an appropriate level and ask HR or the leave administrator about next steps. You do not have to use the word “FMLA” in your first notice, but you do need to provide enough information for the employer to understand that the leave may be covered. The employer may request medical certification in some circumstances; follow the instructions and timelines provided through the leave process.
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Check your workplace policy and local rules
Call-in deadlines, required forms, paid sick time, and documentation rules can depend on your employer, contract, and location. In the United States, federal law does not generally require employers to provide paid sick leave. State or local laws, collective agreements, and employer policies may offer additional rights. The Department of Labor’s sick leave overview describes the federal baseline; it cannot determine your individual entitlement without your location and employment details.
Check your employee handbook or absence system for the required channel and timing. If you are unsure which leave category applies or what documents are required, contact HR or the leave administrator. A routine sick day is not automatically FMLA leave, and eligibility depends on the employee’s and employer’s circumstances.
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If you can’t contact your manager yourself
If you’re too ill to make the call or send the message, use an alternative permitted by your workplace or, when feasible, ask someone to notify the workplace for you. For FMLA, the usual call-in procedure applies unless you’re unable to follow it; notify the employer as soon as possible and practical once you can.
When working while sick could affect others
Staying home can reduce the chance of spreading illness to coworkers or customers. CDC respiratory-virus guidance recommends paid time off and flexible leave or telework policies to support workers staying home when sick or caring for sick family members. CDC’s respiratory-virus guidance is public-health advice, not a rule requiring every employer to offer those policies.
Some workplaces also have additional safety requirements. CDC healthcare guidance recommends sick-leave options that encourage illness reporting and discourage presenteeism, but that guidance is specific to healthcare personnel. For restaurant food workers, CDC reported in 2026 that 1 in 5 had worked at least one shift while sick with vomiting or diarrhea in the previous year; that finding applies to restaurant workers, not workers generally. Healthcare personnel guidance and CDC restaurant food-safety information address those settings.
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