Calling in sick is never fun, but it's a necessary part of life. Knowing how to do it professionally and effectively can save you stress and maintain a positive relationship with your employer. This guide outlines the best practices for calling in sick, ensuring you handle the situation with grace and efficiency.
Before You Call: Gather Your Information
Before you even reach for the phone, take a moment to gather some essential information. This will make the call smoother and more efficient:
- Your supervisor's name and contact information: Double-check this to ensure you have the correct number and avoid any delays.
- Your work schedule: Knowing your shift times will help you clearly communicate your absence.
- The reason for your absence (briefly): While you don't need to divulge every detail, a concise explanation is essential. For example, instead of "I'm not feeling well," you could say "I have a bad cold and won't be able to come in today." Keep it professional and avoid excessive detail.
- Expected return date: If possible, provide an estimated return date. This demonstrates responsibility and allows your employer to plan accordingly.
Making the Call: Professionalism is Key
When you're ready to make the call, follow these steps:
- Be prompt: Call as early as possible in your shift, ideally before you are officially scheduled to start. This shows consideration for your team and minimizes disruption.
- Be polite and respectful: Start the conversation with a polite greeting and clearly state your name and reason for calling.
- Be concise and clear: Avoid unnecessary details or rambling. State your absence, your expected return date (if known), and any necessary arrangements (e.g., who will cover your work).
- Avoid oversharing: You don't need to describe your symptoms in detail. A simple explanation is sufficient. Focus on the impact of your absence on work, not on your personal health.
- Take notes: Jot down the key information discussed, including the name of the person you spoke with and any specific instructions or agreements.
Sample Phone Call Script:
"Hi [Supervisor's name], this is [Your name]. I'm calling to let you know that I won't be able to come to work today due to [brief reason, e.g., a bad cold]. I expect to be back tomorrow, but I'll keep you updated if that changes. Is there anyone I should contact to cover my shifts?"
After the Call: Follow Up
Following up after your call can further demonstrate your professionalism:
- Send an email: If your company utilizes email communication, consider sending a brief email summarizing your phone call. This provides a written record of your absence and ensures clarity.
- Check in: If your absence is extended, check in with your supervisor regularly to provide updates.
What NOT to Do When Calling in Sick
- Don't lie: Be honest about your absence. Fabricating an excuse can damage your credibility and professional reputation.
- Don't complain excessively: Keep the conversation focused on the essentials. Avoid lengthy complaints about your illness or other personal matters.
- Don't call in at the last minute: Give your employer as much notice as possible.
- Don't forget to follow your company's policy: Refer to your employee handbook for specific guidelines on calling in sick.
Utilizing Company Policy Effectively
Familiarize yourself with your company's specific sick leave policy. This policy will likely detail the procedures for reporting absences, any required documentation, and the number of sick days you are allotted. Adhering to these guidelines is crucial for maintaining a positive relationship with your employer.
By following these guidelines, you can navigate calling in sick with professionalism and ease, minimizing disruptions and maintaining a positive working relationship. Remember, honesty, promptness, and clear communication are key to handling this situation effectively.
