The seasons are changing, and you wake up with a heavy head, dry mouth, and blurred vision. Your feet hit the ground, and, as you stand, the world feels as though it’s tilting. Bracing yourself, you plop back down on the bed and rub your eyes. Glancing at the clock, you realize you have less than one hour to get to work. 

Nope. Not today. You pull the covers over your head, close your eyes, and yearn for just a few more minutes of shut-eye. Just as you start to drift off into oblivion, you have an epiphany: You need to call in sick! 

As much as you want to power through, your body is sending a clear message: Rest is non-negotiable. It's easy to dismiss the idea of calling in sick amidst the pile of work that might accumulate or the deadlines that could be missed. But, pushing through when your body is begging for rest can lead to more harm than good.

In today’s rapid work culture, taking a sick day might feel like a weakness, but it’s actually one of the most responsible choices an employee can make. Showing up to work when you’re under the weather doesn’t just affect your own health, but it also puts your coworkers at risk. A sick day isn’t about shirking responsibility; it’s about protecting your long-term well-being and the health of those around you. You can’t pour from an empty cup.

This blog article will examine the most common sick day procedures, define why they’re important for both employers and employees, and much more. Following the rules may take a bit of effort, but it’s a small price to pay for your personal and professional health. Let’s dig in!

Company Policy: When Should You Call in Sick?

Catching an illness is a natural part of being human. From a sore throat to a persistent cough, sickness is a part of life. According to Sambucol, the average adult will catch between two and five colds each year, while children may catch between seven and 10. 

However, when feeling less than 100%, the decision to take a day off work is largely subjective – it’s up to the individual. Of course, it’s never an easy decision, especially if you work on deadline, have daily responsibilities that must be met, or if sick days are included in an employee’s paid time off (PTO) budget. However, there are situations that warrant an excused absence. Here are a few reasons to call off work.

If Your Illness Is Contagious

If you’re plagued with the flu, COVID-19, or any other sickness that’s deemed contagious, it’s probably best to stay home so that you don’t spread the illness to your coworkers. Common symptoms of these ailments include fevers, coughing, sneezing, sore throat, vomiting, diarrhea, or body aches. 

If Your Symptoms Are Severe

If your symptoms are severe in nature – regardless if the illness is contagious or not – it’s probably time to stay home. Pushing yourself in this condition could make things worse. Severe symptoms include uncontrollable coughing, severe fatigue, significant pain, or extreme dizziness. 

Recovery/Mental Health

If you’ve recently had a surgical procedure, you may need time off to recover. Additionally, studies show mental health is just as important as physical health. If you’re dealing with stress, anxiety, depression, etc., a well-planned day off can work wonders for your overall wellness. 

If You’re Caring for a Sick Family Member

Depending on your company’s policy, you may have to take a personal sick day to care for an ill family member. In some cases, this may be covered under your company’s sick leave or Family and Medical Leave Act (FMLA) policies. Some states, such as Oregon, have expanded their sick day coverage to be more accommodating for such absences. 

Can You Text in Sick? 

The way we communicate has evolved. While the term “calling in” has become synonymous with communicating an absence, texting has become a viable alternative, offering a convenient (and often preferred) way to quickly, easily, and immediately communicate. 

Texting is fast, doesn’t require the other person to be immediately available, and leaves a written record of your communication. This can be particularly beneficial if you need to follow your company’s procedures by providing a specific time and reason for your absence. With a text, there’s no risk of your message getting lost in translation, which can sometimes happen with a rushed phone call.

Whether or not it is acceptable for employees to text their bosses when they’re sick is a valid question. The first place to check for an answer is your employment handbook, which should clearly spell out expectations when reporting an absence. If texting is listed as an option, then, text away! However, if texting is not included, that doesn’t mean it’s not a suitable option. Your next step would be to initiate a conversation with your boss regarding what’s acceptable. This could hinge on many factors, including your relationship with your boss. If you typically engage in text messaging with him or her, then, perhaps texting may be a viable choice. 

Even if texting isn’t the preferred choice, it may be acceptable in an emergency situation. If you need to convey your message as quickly as possible, texting may work. If you called your boss, yet received a voicemail and need to deliver an immediate remark, consider sending a follow-up text message. 

Regardless of how you choose to notify your manager, it's essential to give as much notice as possible. Always communicate your absence directly and in advance — don’t rely on a coworker to pass the message. Failing to do so could result in a ‘no call, no show’ mark on your record. By informing your boss promptly, you give him or her the time needed to manage the situation effectively.

What to Include in Your Sick Text Message

When communicating a sick absence, it’s important to be as clear and concise as possible. First, identify yourself, even if the person you’re communicating with has your name and number saved. Circumstances may change (the individual may have recently obtained a new phone), and you can never be too safe. Then, define why you’re calling in sick. If you believe the illness may keep you out for multiple days, it may be worth mentioning that in your initial message. Remember: be succinct throughout your messaging!

If you’re looking for a simple template to follow, here are some brief messages to use when calling (err, texting) in.

1. Simple and Direct: "Hi [Manager's Name], it’s [Your Name]. I’m feeling unwell today and won’t be able to come in. I’ll keep you updated on my condition ASAP. Thank you."
   
   
2. Mentioning Symptoms: "Hi [Manager's Name], it’s [Your Name]. I’m experiencing [specific symptoms] and think it’s best to stay home today. I’ll check in later with an update. Thanks for understanding."
   
   
3. Focusing on Recovery: "Hi [Manager's Name], it’s [Your Name]. I’m not feeling well today and need to take the day off to rest and recover. I’ll keep you posted on how I’m feeling tomorrow. Thank you."
   
   
4. Doctor's Appointment: "Hi [Manager's Name], it’s [Your Name]. I’m feeling under the weather and have scheduled a doctor’s appointment for today. I’ll update you on my status after the visit. Thanks."
   
   
5. Overnight Illness: "Good morning [Manager's Name], it’s [Your Name]. I woke up feeling quite ill and won’t be able to make it to work today. I’ll let you know how I’m feeling later. Thank you."
   
   
6. Offering Availability: "Hi [Manager's Name], it’s [Your Name]. I’m not feeling well today and need to take a sick day. I’ll be available by phone/email if anything urgent comes up. Thanks."
   
   
7. Last-Minute Illness: "Hi [Manager's Name], it’s [Your Name]. I’ve suddenly fallen ill and won’t be able to come to work today. I’m really sorry for the short notice. I’ll keep you updated. Thanks."
   
   
8. Mentioning Contagion: "Hi [Manager's Name], it’s [Your Name]. I’m feeling unwell and showing symptoms that might be contagious. I think it’s best if I stay home today. I’ll keep you informed on how I’m doing. Thank you."
   
   
9. Request for PTO: "Hi [Manager's Name], it’s [Your Name]. I’m not feeling well today and would like to use a sick day/PTO to rest. I’ll keep you updated on my condition. Thanks."
   
   
10. Following Company Policy: "Hi [Manager's Name], it’s [Your Name]. Per our company’s policy, I’m notifying you that I’m ill today and won’t be able to work. I’ll keep you updated on my progress. Thank you."

Sick Days: An Analysis By State

Laws regulating sick days in the U.S. vary widely by state. Some states have specific regulations mandating paid sick leave, while others leave it up to each employer.

These states include Arizona, California, Colorado, Connecticut, Maryland, Massachusetts, Michigan, Minnesota, New Jersey, New Mexico, New York, Oregon, Rhode Island, Vermont, Washington, and Washington, D.C. 

Let’s dig deeper into a few of these states’ policies:

California: Employers must provide at least one hour of paid sick leave for every 30 hours worked, with employees being able to accrue and use up to 24 hours (or three days) of sick leave per year.

New York: The amount of paid sick leave depends on the size of the employer, ranging from 40-56 hours per year.

Massachusetts: Employees earn one hour of sick leave for every 30 hours worked, up to 40 hours per year. Employers with 11 or more employees must provide paid sick leave.

Washington: Employees earn one hour of paid sick leave for every 40 hours worked with no cap on the amount of leave that can be earned.

Some municipalities even have more restrictive policies. 

San Francisco, California: Paid sick leave is required for all empoyees at the rate of one hour for every 30 hours worked. Limitations exist based on the size of the employer. 

Seattle, Washington: Employers must offer sick leave, and accrual rates are dependent on the size of the employer. 

Manage Your Sick Time Efficiently and Effectively 

As we navigate the challenges of modern work life, the importance of taking a sick day when needed cannot be overstated. It’s not just about following company policy or avoiding the spread of illness; it’s about recognizing the value of self-care in maintaining long-term health and productivity. By understanding when and how to call in sick, you not only protect your own well-being but also contribute to a healthier workplace overall.

Whether you’re dealing with a contagious illness, severe symptoms, or mental health needs, taking time off is a responsible and necessary choice. And with today’s communication tools, like texting, informing your employer about your absence has never been easier. Remember, prioritizing your health is not a sign of weakness — it’s a proactive step toward ensuring you can continue to contribute effectively in the long run.

Time tracking software, such as OnTheClock, simplifies how employers and employees manage sick time, offering a streamlined and efficient solution to handle work absences. Automated tracking ensures both employees and managers have real-time access to accurate sick leave balances, eliminating confusion and manual errors, and 24/7 access to PTO accounts allows both parties to see how much time remains in the bank. 

So, the next time you wake up feeling under the weather, don’t hesitate to take the day you need. Your body, your colleagues, and your future self will thank you for it.