There are times when stepping away from work isn’t just a choice—it’s essential for your health or personal life. Whether you’re dealing with illness, personal issues, or a family emergency, being open and respectful about your reasons to call out of work helps maintain trust and shows you're a reliable team member.
This article highlights 10 valid reasons to take time off and offers tips on how to approach these situations, so you’ll feel confident prioritizing your personal well-being without worrying about how it might affect your reputation with your boss.
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10 of the best reasons to call out of work
Let’s explore 10 legitimate reasons for calling out of work, along with tips on how to communicate them effectively to your employer.
1. You're feeling too sick to work
Working while unwell is not only unproductive but can also endanger your coworkers’ health. Common illnesses like the flu or severe migraines are legitimate reasons to call out. If your illness requires extended time off, providing a doctor’s note can further validate your need for rest.
How to tell your boss:
Hi [Boss’s Name], I’m not feeling well today and don’t want to risk spreading anything at the office. I’ll be taking a sick day and will update you if I need additional time to recover.
2. A family emergency requires your attention
This is one of the most common reasons to call out of work at the last minute: Unexpected events, like a loved one’s hospitalization, a childcare crisis, or other that demands your immediate attention. Employers typically understand these situations, especially when you communicate them with clarity and honesty.
How to tell your boss:
Hi [Boss’s Name], I have a family emergency that requires my attention today. I apologize for any inconvenience this may cause and will ensure my tasks are covered or rescheduled.
3. You need a mental health day
Your mental health is as important as your physical health. Stress, burnout, or anxiety can take a toll on your productivity and well-being. Taking a mental health day is a proactive way to recharge and prevent larger issues down the line.
How to tell your boss:
“Hi [Boss’s Name], I’m feeling mentally exhausted and believe taking today off will help me return more focused and productive. Thank you for understanding.”
4. You’re facing a severe weather emergency
If unsafe weather conditions—like a snowstorm or hurricane—make commuting impossible or hazardous, it’s definitely a reason to call out of work. Prioritize your safety and communicate promptly with your employer.
How to tell your boss:
Hi [Boss’s Name], due to the severe weather, I’m unable to safely commute to work today. I’ll keep you updated if conditions improve.
5. You have a doctor’s or legal appointment
Some appointments, like a specialist visit or a court hearing, are unavoidable and often inflexible. Inform your employer in advance to minimize disruptions.
How to tell your boss:
Hi [Boss’s Name], I have a scheduled appointment during work hours that I can’t reschedule. I’ll make up for any missed time or tasks.
6. You’re dealing with bereavement or attending a funeral
Losing a loved one is a difficult time, and most employers offer bereavement leave for such events. If additional time is needed, be upfront with your manager about your needs.
How to tell your boss:
Hi [Boss’s Name], I’m grieving the loss of a family member and need a few days to handle arrangements and process. Thank you for your support.
7. Your pet needs urgent care
For many, pets are part of the family. If your pet requires emergency veterinary care, taking time off to address the situation is a good reason to call out of work.
How to tell your boss:
Hi [Boss’s Name], my pet is facing a medical emergency, and I need to take them to the vet. I’ll ensure my work is up to date before I log off.
8. You have a contagious condition
This is always the best reason to call out of work: If you’re dealing with a highly contagious illness (like pink eye, COVID, or stomach flu), staying home protects your colleagues and shows consideration for workplace health.
How to tell your boss:
Hi [Boss’s Name], I’ve been diagnosed with a contagious condition and don’t want to risk spreading it to others. I’ll keep you updated on my recovery.
9. You’re dealing with household emergencies
Issues like a burst pipe or a home break-in are two potential last-minute reasons to call out of work. They can disrupt your ability to focus on work. Addressing these emergencies quickly can prevent long-term complications.
How to tell your boss:
Hi [Boss’s Name], I’m dealing with an unexpected household emergency and need to stay home today. I’ll ensure my tasks are covered.
10. You’re feeling unsafe in the workplace
If you feel threatened or unsafe at work due to harassment, unsafe conditions, or other concerns, taking time off to report or resolve the issue is valid. (If that’s your situation, here’s how to remove yourself from a hostile work environment.)
How to tell your boss:
Hi [Boss’s Name], I need to take today off to address a personal matter related to my comfort and safety at work. I’ll follow up with [HR/another resource] to resolve the situation.
Not-so-valid reasons to call out of work
Is it OK to call out of work for no reason? Definitely not. While emergencies happen, some reasons might not sit well with employers, such as:
- Wanting to binge-watch a new show
- Feeling lazy or unmotivated without a genuine reason
- Lying about an emergency when one doesn’t exist
- Being hungover
Using invalid excuses can harm your professional reputation and erode trust. (But you knew that, right?)
How do you politely call out of work?
When you have a good reason to call out of work, the next step is figuring out how to communicate it effectively. It’s all about balancing honesty, professionalism, and clarity. Here are some tips to manage the process with confidence and maintain a positive relationship with your employer.
Notify early
The earlier you inform your boss, the better. Ideally, you should notify them before the start of the workday or as soon as you realize you can’t come in. Early notice allows your employer or team to adjust schedules, reassign tasks, or plan for your absence.
Set an alarm or reminder to send your message first thing in the morning. If possible, use your company’s preferred communication channel (e.g., email, phone, or a team messaging app).
If you find yourself in an emergency situation, having to call out of work at the last minute, don’t feel bad about it: Sometimes it’s out of our control.
Be concise and professional
Maintain a polite and professional tone in all communications. Avoid sounding overly casual or dismissive about your absence.
While transparency is important, oversharing isn’t necessary. Provide enough information to justify your absence without diving into unnecessary personal details. Employers appreciate direct and professional communication that respects their time.
Stick to the key facts: why you’re calling out, how long you anticipate being out, and any immediate steps to cover your duties.
Follow company policy
Review your employee handbook for guidelines on taking time off. Some companies require specific documentation or procedures, like logging sick days in HR software.
Offer solutions
Having valid reasons to call out of work doesn’t mean abandoning your responsibilities. Proactively suggesting solutions, like delegating tasks or postponing meetings, demonstrates your commitment to the team.
Before reaching out, take a moment to consider how your absence might impact your workflow. Prepare suggestions for minimizing disruption:
- Delegate your responsibilities to a trusted colleague.
- Provide a status update on any ongoing tasks so the team knows where things stand.
- Reschedule meetings or provide an outline of what needs to be addressed in your absence.
Stay reachable (if appropriate)
In some situations, you might offer to be available for urgent questions. This can be helpful when managing critical projects or tight deadlines, but it’s not always feasible—especially if you’re unwell or dealing with an emergency.
Use your discretion based on the reason for your absence. If your situation allows, provide clear parameters for availability.
Remember, if you’re too sick, dealing with a family emergency, or need complete rest, it’s perfectly fine to set boundaries. A simple, “I won’t be reachable today” is professional and sufficient.
Express gratitude
A quick thank-you for your boss’s understanding goes a long way. It reinforces mutual respect and shows that you value the opportunity to prioritize your well-being. (For a little extra guidance, here’s how to write a thank-you note to your boss, with examples!)
By following these tips, you can call out of work with confidence, maintaining professionalism while taking the time you need to address personal priorities.
Take the day
Knowing when and how to call out of work is part of maintaining a healthy work-life balance. By clearly communicating valid reasons and handling your responsibilities professionally, you can take time off without guilt.
Remember, prioritizing your well-being benefits both you and your workplace in the long run.
FAQs
Should I provide proof for calling out of work?
Not always. In some cases, like extended illness or bereavement, your employer may require documentation.
What if my boss doesn’t believe me?
Maintain honesty and professionalism. If you face challenges, consult your company’s HR policies.
How many times can I call out of work?
This varies by company policy, but frequent absences without valid reasons can impact your job.
Is it OK to work remotely instead of calling out?
If you’re able and your role allows, working remotely can be a compromise in certain situations.