how to call out of work over text

How to Call Out of Work Over Text: 8 Effective Examples

In today’s fast-paced world, texting has become a convenient way to communicate, even for work-related matters. Knowing how to call out of work over text can save time and ensure your message is received quickly.

Whether you’re feeling under the weather, dealing with a family emergency, or facing unexpected events, sending a clear and professional text can help you manage your responsibilities. In this article, we’ll share tips and examples to help you craft the perfect message, making it easy to inform your employer while maintaining professionalism.

What Are Some Good Reasons to Call Out of Work?


Calling out of work is sometimes necessary, and having a valid reason can help maintain professionalism and trust with your employer. Here are some good reasons to call out of work:

1. Illness

If you’re feeling unwell, it’s important to stay home to recover and prevent spreading illness to colleagues. Symptoms like fever, severe cold, flu, or contagious conditions warrant taking a sick day. Not only does this help you recover faster, but it also ensures that your coworkers stay healthy, maintaining a productive work environment.

2. Family Emergency

Unexpected events such as a family member’s sudden illness, accident, or hospitalization require immediate attention. Taking time off to support your loved ones is a valid reason for calling out. Your presence can provide critical emotional support and help manage the situation effectively, demonstrating your commitment to family responsibilities.

3. Personal Reasons

Sometimes, personal issues need to be addressed, such as mental health days, dealing with significant stress, or important personal appointments that can’t be rescheduled. Taking time to focus on your well-being or handle pressing personal matters can improve your overall productivity and mental health in the long run.

4. Doctor’s Appointment

Routine or urgent medical appointments are essential for maintaining your health. Informing your employer about a pre-scheduled appointment or a sudden need to see a doctor is reasonable. Regular check-ups and timely medical attention can prevent more serious health issues, ensuring you remain fit for work.

5. Childcare Issues

If your regular childcare arrangements fall through or your child is sick, it’s important to be there for them. Employers generally understand the necessity of taking time off to care for your children. Ensuring your child is well cared for helps you return to work focused and without worry.

6. Bereavement

The death of a family member or close friend is a significant event. Bereavement leave is often necessary to handle arrangements and grieve properly. Taking this time allows you to process your loss, support your family, and fulfill any responsibilities related to the bereavement, ensuring you can return to work with a clear mind.

7. Car Trouble

Unexpected car troubles like a breakdown or an accident can prevent you from getting to work. Letting your employer know about the situation as soon as possible is important. While these issues are often unforeseen, informing your employer promptly shows responsibility and helps them make necessary adjustments.

8. Home Emergencies

Situations such as a burst pipe, fire, or burglary require immediate attention and may necessitate staying home to deal with repairs and ensure safety. Addressing these emergencies promptly is crucial for your home’s security and functionality, preventing further damage and ensuring your peace of mind.

Examples of Call-Out Texts

1. General Illness

“Hi [Manager’s Name], I wanted to let you know that I’m feeling very unwell today and won’t be able to come into work. I believe it’s best to rest and avoid spreading anything contagious. I will keep you updated on my condition. Thank you for understanding.”

2. Family Emergency

“Hello [Manager’s Name], I have a family emergency that requires my immediate attention. I won’t be able to make it to work today. I apologize for the short notice and will keep you informed of any changes. Thank you for your understanding and support.”

3. Personal Reasons

“Hi [Manager’s Name], I need to take a personal day today due to unforeseen circumstances. I apologize for any inconvenience this may cause and will make sure to catch up on any missed work. Thank you for your understanding.”

4. Doctor’s Appointment

“Good morning [Manager’s Name], I have an urgent doctor’s appointment today and won’t be able to make it to work. I apologize for the late notice and will provide any necessary documentation. Thank you for your understanding.”

5. Childcare Issues

“Hi [Manager’s Name], my childcare arrangements fell through this morning and I need to stay home with my child. I won’t be able to come into work today. I apologize for any inconvenience this may cause and will ensure all my tasks are up to date. Thank you.”

6. Bereavement

“Hello [Manager’s Name], I am deeply saddened to inform you that a close family member has passed away. I need to take some time off to be with my family and handle the necessary arrangements. I will keep you updated on my return date. Thank you for your understanding and support.”

7. Car Trouble

“Good morning [Manager’s Name], my car broke down on the way to work and I am waiting for roadside assistance. I won’t be able to make it in today. I apologize for the inconvenience and will keep you updated on the situation. Thank you.”

8. Home Emergencies

“Hi [Manager’s Name], I have a home emergency (a burst pipe) that requires my immediate attention. I need to stay home to manage the repairs. I apologize for the short notice and any inconvenience this may cause. Thank you for your understanding.”

Tips for Writing an Effective Call-Out Text

1. Be Honest and Straightforward

Honesty is crucial when calling out of work. Clearly state your reason for being absent without over-explaining. This helps maintain trust with your employer and ensures they understand your situation. For example, “I am feeling very unwell today and need to rest” is more effective than a vague explanation.

2. Keep It Brief but Informative

Your text should be concise yet provide enough information for your employer to understand the situation. Include the reason for your absence and how long you expect to be away. For instance, “I have a family emergency and won’t be able to come in today. I will keep you updated on my status.”

3. Maintain a Professional Tone

Even though texting is informal, it’s important to keep your message professional. Avoid using slang, emojis, or overly casual language. A professional tone shows respect for your employer and the situation. For example, “Good morning, I need to take a personal day due to unforeseen circumstances” maintains professionalism.

4. Send the Text as Early as Possible

Notify your employer as soon as you know you won’t be able to make it to work. Early notice gives them time to adjust schedules or find coverage. For example, sending a text early in the morning or the night before ensures they are informed promptly.

5. Offer to Provide Documentation if Needed

If your absence requires documentation, such as a doctor’s note, mention that you can provide it. This demonstrates your accountability and willingness to comply with company policies. For example, “I have an urgent doctor’s appointment and can provide documentation if needed.”

6. Express Responsibility and Professionalism

Show that you are aware of your responsibilities and are taking steps to manage them. Offer to help in any way possible, even if you are not at work. For instance, “I will make sure all my tasks are up to date and can be reached by phone if needed.”

7. Follow Up if Necessary

If your absence extends beyond a day, keep your employer informed about your status. A follow-up message shows that you are still engaged and concerned about your work responsibilities. For example, “I wanted to update you that I am still unwell and may need another day to recover.”

8. Be Respectful and Courteous

Always be polite and respectful in your communication. Thank your employer for understanding and acknowledge any inconvenience your absence may cause. For example, “Thank you for your understanding and support during this time.”

9. Avoid Unnecessary Details

While it’s important to be clear, avoid sharing too much personal information. Stick to the essentials that explain your absence. For instance, “I have a family emergency” is sufficient without going into personal details.

10. Double-Check Your Message

Before sending your text, review it for any spelling or grammatical errors. A well-written message reflects your professionalism and attention to detail. Make sure the message is clear, concise, and error-free.

By following these tips, you can ensure that your call-out text is effective, respectful, and professional, helping to maintain a positive relationship with your employer while addressing your need to be absent.

What to Avoid in a Call-Out Text

1. Being Vague or Dishonest

Avoid giving unclear reasons for your absence. Vague explanations can lead to misunderstandings and may come across as dishonest. Be specific about why you can’t come to work, as this helps your employer understand your situation and trust your honesty. For example, instead of saying, “I can’t make it today,” explain, “I’m feeling unwell and need to rest.”

2. Over-Explaining Personal Issues

While it’s important to provide enough information, avoid sharing too many personal details. Your employer needs to know why you are absent, but they don’t need an exhaustive explanation. Keep the information relevant and concise. For instance, instead of detailing all symptoms, simply state, “I have a severe cold and need to stay home.”

3. Using Informal Language or Emojis

Maintaining a professional tone in your text is crucial. Avoid using slang, emojis, or overly casual language, as it can come across as unprofessional. A formal and respectful tone demonstrates your seriousness about the situation. For example, write “Good morning, I am unwell and will not be able to come to work today” instead of “Hey, I’m sick 😷 can’t make it.”

4. Texting at Inappropriate Times

Avoid sending your call-out text at times when your employer is unlikely to see it promptly, such as late at night or very early in the morning unless it’s urgent. Aim to notify them during regular working hours or as soon as you know you’ll be absent. Timely communication shows respect for their schedule and allows them to make necessary arrangements.

5. Forgetting to Follow Up with Necessary Documentation

If your company requires documentation for absences, such as a doctor’s note, make sure to mention that you will provide it and follow through. Forgetting to do so can reflect poorly on your reliability and adherence to company policies. For example, “I will provide a doctor’s note upon my return to work” shows you are mindful of company requirements.

6. Not Apologizing for the Inconvenience

Failing to acknowledge the inconvenience your absence might cause can seem inconsiderate. It’s important to express understanding and offer apologies for any disruption. This shows empathy and respect for your colleagues’ workload. For example, “I apologize for any inconvenience this may cause and will ensure my tasks are covered.”

7. Being Unclear About the Duration of Absence

If you know how long you’ll be absent, clearly communicate this to your employer. Being unclear can lead to confusion and planning difficulties. If unsure, provide an estimate and keep them updated. For example, “I expect to return in two days, but I will keep you updated on my condition.”

8. Ignoring Company Policies

Every company has its own policies regarding call-outs. Make sure you are familiar with these and follow them when texting your absence. Ignoring these policies can lead to misunderstandings or disciplinary actions. For example, if your company prefers a phone call over a text for calling out, ensure you adhere to that policy.

9. Sounding Too Casual or Nonchalant

Your tone should reflect the seriousness of missing work. Avoid sounding too casual or nonchalant, as it might seem like you don’t take your responsibilities seriously. Use a respectful and considerate tone. For example, “I regret to inform you that I won’t be able to come in today due to illness.”

10. Neglecting to Offer a Solution

If possible, offer a solution or contingency plan for your absence. This shows you are considerate of your responsibilities and helps ease the impact of your absence. For example, “I have informed my team about my tasks for today, and they will handle any urgent matters in my absence.”

By avoiding these common pitfalls, you can ensure that your call-out text is effective, professional, and considerate, helping to maintain a positive relationship with your employer while addressing your need to be absent.