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Calling out

How to call out of work

Calling out

Day outBack on

Not sure when I'm backManager's name

Who can coverYour name

Text toyour manager

Hi , I need to take today off and won't be in. I'll check messages this afternoon and let you know by tomorrow morning whether I'm back. has the client call covered.

Professional · text · 1 of 2

Out for the day or longer? Set an auto reply too; your dates come with you.

Write the out of office reply

Calling out of work takes three things, said early: that you are out, when your manager will hear from you next, and who has your work in the meantime, as in "Hi Dana, I'm out today and back tomorrow. Will check messages at lunch."

You do not have to explain much beyond that, a text is fine for most teams unless your workplace asks for a call or an email, and a single sentence of reason is plenty.

All 12 replies on this page

Type your details in the writer and every reply below fills itself in.

Professional 4

Hi [Manager's name], I need to take today off and won't be in. I'll check messages this afternoon and let you know by tomorrow morning whether I'm back. [Who can cover] has the client call covered.
Text
[Manager's name], I'm unable to work on [Day out] and will be out for the day. Nothing urgent is due; [Who can cover] can reach me by text if something comes up. Back on [Back on].
Text
Out today, [Day out]
Hi [Manager's name], I need to take [Day out] off and won't be working today. My deadlines this week are on track, and [Who can cover] has agreed to handle anything that comes in from clients. I'll check email once this afternoon and confirm by tomorrow morning whether I'm back. Thanks, [Your name]
Email
Taking a personal day [Day out]
Hi [Manager's name], I'm writing to let you know I'll be out on [Day out] for a personal matter and expect to be back on [Back on]. The report draft is in the shared folder, and [Who can cover] knows where it stands if anyone asks. Please text me if something truly can't wait. Thanks, [Your name]
Email

Warm 4

Hey [Manager's name], something's come up and I can't make it in today. Sorry for the short notice. I'll be back tomorrow and will catch up on anything I missed first thing.
Text
Morning [Manager's name]. I have to take a personal day today, so I'm offline. [Who can cover] said they can cover the afternoon meeting. I'll touch base tonight about tomorrow.
Text
Can't make it in today
Hi [Manager's name], Something came up at home and I can't make it in today. I'm sorry to leave you a person short. I've moved my one meeting to Thursday and let the team know. I'll be back tomorrow and will pick up anything that landed while I was out. Thanks for understanding, [Your name]
Email
Out on [Day out], back [Back on]
Hi [Manager's name], Quick heads-up that I need to take [Day out] off. I'll be back on [Back on], and I've asked [Who can cover] to keep an eye on the shared inbox in the meantime. If anything comes up that only I can answer, a text is the fastest way to reach me. Thanks so much, [Your name]
Email

Brief 4

Hi [Manager's name], I'm out today and back tomorrow. Will check messages at lunch.
Text
[Manager's name], taking today off. [Who can cover] has my desk covered. Back [Back on].
Text
Out today
Hi [Manager's name], today is a day off for me and I'm back tomorrow. Nothing urgent is pending, and I'll reply to anything that needs me first thing in the morning. [Your name]
Email
Day off [Day out]
Hi [Manager's name], I won't be working on [Day out]. [Who can cover] is covering my calls, and I'll be back on [Back on]. Thanks, [Your name]
Email

What to leave out

A long backstory. Your manager needs to plan the day, not judge the reason.
Promises you may not keep, like "I'll still get the report out" when you are taking the day.
Asking permission when you are telling them. "I'm out today" reads cleaner than "Is it okay if".
Sending it after your shift has started. Message before the day begins, or as early as you know.
Group chats. Tell your manager directly, then let them or your cover tell the team.

Filling it in

Pick text or email, type your manager's first name and the day, and add who covers if someone does. Copy the message, or send it straight from the writer: email opens your mail app with the subject filled in, and text opens your phone's messages.

Questions people ask

Is it okay to call out of work by text?

For most teams, yes, as long as the text reaches your manager before your shift starts and says when you will update them. Some workplaces require a phone call or a message to a scheduling line, so check your workplace policy once and follow it. If you are unsure, send the text and offer to call.

How much notice should I give when calling out?

As much as you can, and before your start time at the latest. A message the evening before lets your manager rearrange the day calmly; a message at 7 in the morning still works for most office jobs. Shift work often has a set cutoff, which your workplace policy or schedule will state.

Do I have to say why I am calling out?

A few words are usually enough: sick, a family emergency, a personal matter. Managers need to know you are out and how long the gap might be far more than they need the story. The first message only has to cover the day, who picks up urgent work and when you will update them.