Calling In Sick by Text or Email

Last updated: July 31, 2026

A text or email is usually fine if your manager already communicates that way or your policy allows it. Keep it to three lines — you're sick, you won't be in today, and when you'll update them: "Hi [manager's name], I'm not feeling well and won't be in today. I'll keep you posted on tomorrow." Send it before your shift starts. Copy-ready text and email templates are below.

You don't always need to make a phone call

Not every sick day requires a phone conversation. Plenty of managers prefer a quick text over a voicemail they won't hear until noon. And for many workers — especially those who dread phone calls — a well-written message is faster, clearer, and less stressful than fumbling through a call while you feel terrible.

Whether your workplace runs on Slack, iMessage, or plain old email, the rules are the same: be direct, be brief, and send it early. Below you'll find ready-to-copy templates for every common situation.

When texting is fine vs. when you should call

• Texting or emailing is fine when: your manager regularly communicates by text, your company policy allows it, you've seen coworkers do it before, or your workplace uses a chat tool like Slack or Teams for day-to-day updates.
• You should call when: your employee handbook explicitly requires a phone call, you work in a role where immediate coverage is needed (healthcare, retail floor, etc.), or you've never seen anyone text in sick before and you're not sure about the culture.
• When in doubt: send the text and follow it up with an email. That gives your manager the heads-up immediately and creates a paper trail.

Text templates

Basic sick day

Short, professional, done. You don't need to name the illness. "Not feeling well" covers everything.

Multi-day absence

If you're out more than two or three days, some employers will ask for a doctor's note. That's usually within policy, but they still can't demand a specific diagnosis.

Mental health day

You don't need to say "mental health day." Sick is sick — there's no requirement to explain what kind. If your workplace is openly supportive, you can share more, but you're never obligated to.

Last-minute (less than an hour before your shift)

Acknowledging the timing shows consideration without turning the message into an apology essay. One sentence about it is enough.

Email templates

Formal email

This format works well for corporate environments, new jobs, or any situation where you'd rather be a little more buttoned-up. Including the date in the subject line makes it easy for HR to find later.

Brief / informal email

If you have a casual relationship with your manager and your team communicates informally, this is all you need.

Tips for calling in sick by text or email

• Send it before your shift starts. Even 30 minutes' notice is better than nothing. The earlier you send it, the easier it is for your team to adjust.
• Keep it to two or three sentences. You're notifying, not justifying. The shorter the message, the more confident it reads.
• Don't over-explain. Listing symptoms ("I have a headache, sore throat, chills, and my stomach is upset") actually makes the message sound less believable. "I'm not feeling well" is enough.
• Mention availability if you can. A quick "I can answer emails if anything urgent comes up" goes a long way. But if you're too sick for that, don't offer it.
• Follow up at the end of the day. A short "feeling better, planning to be in tomorrow" or "still under the weather, will update in the morning" closes the loop and shows reliability.