How to Text Your Boss When You Can't Come In (2024)

You're sick, your car is in the shop, or you're dealing with a family emergency. Whatever the reason, here's how to appropriately text your boss when you can't come in.

Collage by Aliya Kamalova

If you and your boss have a text-friendly relationship, then you're probably in the clear to text your boss when you can't make it to work.

We are only human, and thus,getting sick from time to time is a natural occurrence. Every boss knows this, even if they don't like their own headache of feeling understaffed.

Whether that comes in the form of the flu, a cold, or a slew of other illnesses, or simply needing to take a mental health day, employees may need to takea day off—and sometimes it's a last-minute scenario.

Table of Contents

• What You Should Know About Taking a Sick Day
• How to Text Your Boss That You Can't Work Tomorrow
• How to Text Your Boss When There's a Family Emergency
• How to Text Your Boss That You'll Miss the Rest of the Week
• How to Text Your Boss When You Need a Mental Health Day
• Good Excuses For Missing Work

What You Should Know About Taking a Sick Day

With that said, for many employees, the stress of taking a sick day is often higher than that of being sick.

So much so,a study conducted by MDLIVE found that 42 percent of U.S. working Americans were more stressed or anxious over the past year abouttaking a sick day to care for themselves or someone else than in years past.

Laws and Regulations Around Sick Days

According to the Department of Labor, no federal legal requirements exist for paid sick leave. For companies subject to the Family and Medical Leave Act (FMLA), the Act does require unpaid sick leave.FMLA provides up to 12 weeks of unpaid leave for certain medical situations for the employee or a member of the employee's immediate family. In many instances, paid leave may be substituted for unpaid FMLA leave.

Employees are eligible to take FMLA leave if they have worked for their employer for at least 12 months, have worked for at least 1,250 hours over the previous 12 months, and work at a location where the employer employs at least 50 employees.

Under federal law, no law protects sick people from being fired. However, this changes between states. For example, California's permanent paid sick leave law gives workers sick time for those who work as an employee in California for at least 30 days a year. Regardless, many employers will not be inclined to fire a good employee for taking a sick day when needed.

The Society for Human Resources Management(SHRM) notes that employers can ask for a doctor’s note. However,“the required note should not seek a diagnosis/medical condition; rather, the note should verify that the employee was seen by the health care provider and stipulate any period of incapacity or job-related restrictions."

In addition, federal contractors required by contract to provide paid sick leave may require a doctor's note/certification for absences of three or more consecutive full days. The employer must notify the employee of the requirement to provide a doctor's note/certification before the employee returns to work.

The key to success? It's simplecommunication.

When a sick day is required, contact your boss immediately. It's always preferable to email or give a phone call to discuss the situation. However, it is important to consider your relationship with your boss prior to reaching out.

If you and your boss regularly communicate via text, or through another messaging platform, this might be the best form of communication to get the message across quickly.

How to Text Your Boss That You Can't Work Tomorrow

If you have an unexpected illness and have to give short notice that you won't be in, be sure to text your boss immediately and do your best to resolve your absence.

If you are a salaried employee with no major deadlines, this shouldn’t be too much of an issue. If you have an important meeting or deadline, consider reaching out to another colleague familiar with your work to see if they can cover for you.

This enables you to provide options for your boss—would they prefer to reschedule, or would they rather keep the scheduled time and have a colleague step in?

If you are an hourly worker, consider reaching out to colleagues to see if someone else can cover your shift before contacting your boss. By getting someone to cover your shift, your boss will likely be much more understanding and empathetic towards your illness, which shows accountability for your actions.

Sick Text Message Examples:

If you are an hourly worker with a more formal relationship with your boss:

“Hi [Manager Name], so sorry for the last-minute text message, but I’ve had an unexpected illness come up, and I will have to take a sick day tomorrow. I’ve contacted [Name], who will be able to cover my shift in my absence. I hope to be better and able to work the following day, and will confirm with you tomorrow. Thanks in advance for your understanding!”

If you are salaried and have a good relationship with your boss:

“Hi [Manager Name], so sorry for the last-minute text message, but I’m not feeling well and won’t be in tomorrow. I don’t have anything pressing scheduled. I will set my OOO email to inform anyone that reaches out to me. Hoping to be back the following day, but will keep you in the loop. Thanks for understanding!”

How to Text Your Boss When There's a Family Emergency

Family emergencies can often feel worse than being ill yourself because you want to support those around you. Again, things will differ based on your status (whether you are salaried or hourly) and should be addressed as aforementioned.

With that said, it is important to remember your rights and note that the FMLA entitles eligible employees of covered employers to take unpaid, job-protected leave for specified family and medical reasons.

Family Emergency Text Message Examples:

If you are an hourly worker:

Hi [Manager Name], I’ve had an unexpected family emergency and will need to take the day off today to tend to it. I’ve contacted [Name] who will be able to cover my shift today in my absence. I hope to be in tomorrow as planned. If anything changes, I will contact you immediately. Thanks in advance for your understanding!”

If you are a salaried employee:

“Hi [Manager Name], I’ve had an unexpected family emergency and will need to take the day off today to tend to it. I’ve already reached out to [Name] who will be delivering the presentation today in my absence. All of the documents are available on the network, and I’ve briefed [Name] on additional information. He/she will brief me on the outcome upon my return, where I will pick up where I’ve left off. If you would prefer to reschedule the presentation, I’m happy to deliver it at a later time. Thank you for understanding”

How to Text Your Boss That You'll Miss the Rest of the Week

If you’re ill and must take the rest of the week off, notify your boss immediately. This might be due to preexisting health reasons previously discussed with your employer, other ailments, or bereavement.

Your boss may ask follow-up questions— including the nature of the travel you require, or for a doctor’s note.

Note that if the reason is due to bereavement, The Department of General Services (DGS) for the state of California notes that for any one occurrence, the bereavement leave shall not exceed three days. However, if the death occurred outside this state, a request for two additional days of bereavement leave shall be granted, at the employee's option, either without pay or as a charge against any accrued sick leave credit.

This can differ by state, so be sure to verify your state’s allowance.

Longer-Term Sick Day Text Message Examples:

If you’re sick:

“Good morning [Manager Name], I wanted to inform you that, unfortunately, I will be out of work the rest of the week as I have tested positive for COVID-19. I currently have a fever and have reached out to my physician to provide me with a note for your records. I’ll go ahead and set an OOO email to inform people that I am unavailable, and will continue to update you as necessary. I’ll do my best to check my email while I’m out to stay on top of any pressing matters. Thank you for your understanding!”

“Good morning [Manager Name], I wanted to inform you that unfortunately, I will be out of work the rest of the week as there has been a death in the family and I need to travel to the funeral. I have contacted [Name], [Name], and [Name] who will cover my shifts for the rest of the week. Please let me know if there are any company protocols as to how I should file my time off, and I’ll take care of it immediately. I’ll do my best to check my email while I’m out to stay on top of any pressing matters. Thank you.”

How to Text Your Boss When You Need a Mental Health Day

No matter what stage of your career or what field you’re in, you’ve probably experienced a great deal of stress.

We all have, and this has become especially apparent amidst the pandemic. While taking a day for yourself might riddle you with guilt, it shouldn’t. Taking a mental health day can help you put your best self forward and work to your fullest potential upon your return.

Note:You don’t need to specify that you’retaking a mental health day to your employer, and can simply explain that you’re taking a sick day.

Sick Text Message Example:

“Hi [Manager Name], Unfortunately, I need to take a sick day today, (optional: but will do my best to check my email to stay on top of anything that’s time-sensitive.) In the meantime, I’ll set up an OOO message to inform others, and will hopefully be back tomorrow. Thanks for your understanding!”

Good Excuses For Missing Work

Even if calling in or missing work might be stressful, there are plenty of good excuses. Sometimes, these reasons are unexpected, such as illness or family emergencies. However, there are al reasons for missing work that you can plan for ahead of time.

Unexpected Excuses For Missing Work:

• Illness
• Family emergency or death
• Transportation issue (i.e., car trouble or public transportation hindrance)
• Home emergency (i.e., flood, leak, fire, etc., that requires immediate attention)
• Pet emergencies (pets are family too, and sometimes need emergency medical care)
• Childcare issues

Planned Excuses For Missing Work:

• Doctor’s appointment
• Jury duty
• Wedding
• Vacation
• Child’s school function
• PTO - If you have it, take it!