15 Ways to Call in Sick at Work: Templates Your Team Can Use

We’ve all been there—waking up feeling unwell and needing to let your team know you won’t be in. While it might seem like a quick task, how you call in sick can have a big impact on your workplace. A vague message or delayed notice can create confusion and disrupt workflows. But when done right, sick leave communication can help keep things running smoothly, showing professionalism and respect for your team.

So, what’s the best way to approach it? How do you strike the balance between clarity, respect, and efficiency? This guide walks you through 15 common scenarios, with practical SMS templates to make your communication quick and clear. Keep reading!

Why Professional Sick Leave Communication Matters

Clear sick leave communication matters more than most people realize. When your team knows how to call in sick the right way, you avoid last-minute surprises that throw off daily schedules.

Trust within a team builds through consistency and honesty. The right information about coworkers’ absence ensures deadlines don’t slip and projects don’t stall because no one knows you’d be out.

Managers rely on accurate attendance updates to manage workloads. A simple, timely message can help your manager assign temporary cover or reschedule meetings. It makes their job easier and keeps business on track.

Effective sick leave communication also protects you. Reporting your absence clearly ensures your time off is recorded properly. It also shields your employer by documenting staffing gaps for payroll and compliance records.

One of the most reliable ways to report sick leave is by SMS. Why? Because it’s quick, direct, and easy to track. Knowing how to call in sick via text lets you send updates without lengthy phone calls or emails, especially when you’re not feeling well.

With a platform like Udext, SMS sick leave messages become part of an organized, trackable system. Employees can notify managers in seconds. Managers receive real-time updates and don’t have to chase people down for details. Everyone stays informed without adding extra stress to the situation.

Now that you understand why this matters, let’s look at 15 simple, professional ways to call in sick—with SMS templates you and your team can start using today.

15 Best Ways to Call in Sick and Ready-to-use SMS Templates

When you’re too unwell to work, it’s important to communicate that clearly and on time. Knowing how to call in sick professionally makes life easier for you, your manager, and your team. Here’s a practical guide to the most common sick leave scenarios and SMS templates you can actually use.

1. Fever or Flu Symptoms

If you’re running a high temperature or have flu symptoms, stay home. These can spread fast in office spaces. Knowing how to call in sick with a fever protects both you and your coworkers. Inform your manager as soon as symptoms appear or after a doctor’s confirmation. Here’s how:

Hi [Manager’s Name], I’m running a high fever and won’t make it to work today. I’ll update you tomorrow. Thanks.

2. Doctor’s Appointment

Medical checkups or follow-ups can clash with work hours. It’s better to inform your manager early, especially if you’ll miss meetings. With Udext, these SMS updates are logged instantly so no detail gets lost. Here’s a template for you:

Hi [Manager’s Name], I have a doctor’s appointment today and won’t be available from [start time] to [end time]. Thanks for understanding.

3. Migraine or Headache

Severe headaches or migraines can make focusing impossible. If it affects your ability to work, calling in sick in time avoids unnecessary stress for everyone. Simply send a message that says:

Hi [Manager’s Name], I’m dealing with a bad migraine and need to take the day off. Will check in tomorrow.

4. Mental Health Day

Mental well-being deserves attention, too. If you’re emotionally drained or stressed and it impacts your productivity, it’s valid to call out. Many workplaces now support mental health days. You can send a message like:

Hi [Manager’s Name], I need a personal day today for mental health reasons. I’ll check in tomorrow morning. Thanks.

5. Food Poisoning

Food poisoning comes on quickly and can leave you bedridden. Learning how to call in sick quickly by SMS prevents work disruptions. Here’s an SMS template for you:

Hi [Manager’s Name], I’ve come down with food poisoning and won’t be in today. I’ll update you tomorrow.

6. Contagious Diseases or Symptoms

Whether it’s COVID-19, strep throat, or a stomach bug, staying home protects your team. Most workplaces expect it. Make sure to inform respective teammates immediately after diagnosis or if symptoms worsen. You can send a message that says:

Hi [Manager’s Name], I’m showing signs of [illness] and will stay home today. I’ll update you on my recovery status tomorrow.

7. Family Emergency

Family issues can be unpredictable. Emergencies like accidents or hospital visits require instant time off. Send a quick message like:

Hi [Manager’s Name], there’s a family emergency I need to attend to. I won’t be available today. I’ll share updates when possible.

8. Childcare Issues

Unexpected childcare problems can disrupt your entire workday. Whether your child is sick or school closes suddenly, you’ll need to act fast. Inform your manager early so schedules adjust without confusion. This builds trust and avoids project delays. Leave a quick text that says:

Hi [Manager’s Name], I’m facing an unexpected childcare issue today and won’t be able to work. I’ll keep you updated.

9. Surgery Recovery

Recovering from surgery demands rest, whether it’s a dental procedure or a hospital stay. Rushing back too soon risks your health and work quality. Communicate your recovery status clearly so your team plans accordingly. Here’s an SMS template you can consider:

Hi [Manager’s Name], I’m still recovering from surgery and won’t be available today. I’ll check in tomorrow on my progress.

When you learn how to call in sick for extended recovery, it eases pressure on your team and prevents workflow gaps.

10. Allergic Reaction

Allergic reactions can be sudden and severe, making it impossible to focus or safely remain at work. Inform your manager immediately to excuse your absence and manage your health without added stress. Here’s a template:

Hi [Manager’s Name], I’ve experienced an allergic reaction and need to rest today. I’ll update you once I’m feeling better.

Udext’s SMS tracking system ensures urgent sick leaves like these are logged and visible to managers in real time.

11. Severe Cold or Cough

A heavy cold can sap your focus, spread to coworkers, and affect productivity. It’s better to stay home than push through and risk others’ health. Send an SMS saying:

Hi [Manager’s Name], I’ve caught a bad cold and need to stay home today. I’ll check in tomorrow morning.

12. Menstrual-Related Discomfort

Menstrual health can impact concentration, energy, and physical comfort. Severe cramps, nausea, or fatigue make work unmanageable for some. Requesting a sick day ensures you prioritize personal health without needing to over-explain. Use the following template:

Hi [Manager’s Name], I’m dealing with menstrual discomfort and won’t be working today. I’ll be back tomorrow.

13. Injury

Minor injuries like a sprain or pulled muscle may keep you from commuting or concentrating. Always inform your manager promptly so adjustments can be made to your workload.

Hi [Manager’s Name], I had a minor injury this morning and need a sick day. I’ll send a status update tomorrow.

14. Travel-Related Fatigue or Illness

Long flights, time zone shifts, or illness during business trips can leave you exhausted. It’s safer to stay home than risk errors or burnout. Be honest and clear about your condition. Send a message saying:

Hi [Manager’s Name], I’m unwell from travel fatigue and need a recovery day. I’ll reconnect tomorrow.

Udext’s real-time updates prevent last-minute scheduling confusion when travel-related absences happen.

15. Personal Health Day

Sometimes you need a day to reset physically or mentally. A personal health day improves productivity and prevents burnout. Inform your manager briefly without unnecessary details. You can send an SMS like:

Hi [Manager’s Name], I need to take a personal health day today. I’ll be available again tomorrow. Thanks for your support.

Knowing how to call in sick for personal days normalizes health-first work culture while keeping communication clear.

We hope these templates help you send sick leave messages the right way. Now, let’s take a look at some SMS best practices to help you manage these situations smoothly and professionally.

Quick Guidelines for Calling in Sick via SMS

When you’re unwell, sending a sick leave SMS is often the fastest, most practical option. It keeps communication clear, professional, and documented. Whether it’s for a fever or personal health day, knowing how to call in sick the right way matters. Use these simple, effective guidelines to handle it smoothly.

Notify Early and Clearly

Always inform your manager as soon as you know you won’t make it to work. Early notice helps your team adjust schedules and manage workloads. A delayed message puts extra pressure on colleagues scrambling to cover your responsibilities. For example, if you wake up with a high fever at 6 a.m., send your message immediately.

Keep It Short but Complete

There’s no need for lengthy explanations. Be direct about why you’re off, how long you’ll be out, and whether you’ll check in later. This makes it easier for your manager to adjust plans without guessing your status. If you’re unsure how to call in sick professionally, follow this: state your reason briefly, mention availability, and thank them. Udext’s built-in SMS templates help employees write these messages clearly and appropriately.

Mention If You’ll Be Available for Urgent Queries

If you can reply to urgent emails or messages, mention it. This sets expectations and prevents unnecessary follow-ups. If you’re too sick, it’s fine to say you’ll be offline. For example, “I’m unavailable today but can respond to urgent texts after noon” works.

Respect Privacy and Professionalism

Your team doesn’t need personal details. Share only what’s necessary. Mention you’re unwell or attending to a personal matter without oversharing. This keeps things professional and avoids making coworkers uncomfortable.

Clear sick leave communication is a small habit with a big impact. Moving ahead, let’s see how Udext makes managing sick leave messages faster, simpler, and stress-free.

How Udext Makes Sick Leave Communication Seamless

Wondering how to call in sick without delays or confusion? Udext keeps your team connected and in sync. Here’s how:

Send instant sick leave SMS alerts: Employees can text their status in seconds—no app logins or extra tools needed.
Get real-time manager updates: Managers receive instant alerts and see live status tracking for who’s out and for how long.
Automate notifications for admins: Admins can set automatic sick leave alerts, keeping the right people informed without extra work.
Use ready-to-send SMS templates: No guessing how to call in sick. Udext offers clear, professional templates for common leave situations.
Track message history and avoid missed calls: Every sick leave SMS is logged, ensuring no message gets lost or forgotten
Stay organized on busy days: Whether it’s one absence or several, Udext keeps team availability visible and current.

Conclusion

Clear, timely sick leave communication isn’t just good manners but necessary to keep your team running smoothly. Knowing how to call in sick professionally builds trust, avoids last-minute surprises, and helps managers plan better.

Whether you’re dealing with a sudden fever or a family emergency, a quick, thoughtful message matters. And when teams rely on SMS for these updates, it saves time and cuts down on confusion.

Udext makes this process simple. From instant SMS alerts to automated status tracking, your team always knows who’s in and who’s out. No missed messages. No messy inboxes. Just reliable, organized sick leave communication.

Ready to make sick leave reporting faster and easier for your team?