How to call out of work in English: what to say
When you are too sick to work, you call your manager as early as you can. This is what to say when you call in sick, in simple English: who you are, that you are sick, what is wrong, that you cannot come in, when you think you will be back, who can help with your work, and a polite goodbye.
Then learn how to ask for time off: ask early, give the dates and a short reason, and say who can cover your shift. Last, learn what to say when you are late, how to swap a shift with a coworker, and what a doctor's note is. Say true things, keep them short, and be polite. Listen to each line, then practice with Tom in the game.
Useful phrases
Hi, it's Alex. I'm calling because I'm sick today.
Say who you are, then give the news. Say it early in the call.
I have a fever and a bad cough.
Say what is wrong in a few simple words. You do not need to explain a lot.
I have a stomachache and a headache.
Other easy ones: a sore throat, a cold, the flu, a bad back.
I can't come in today.
Clear and polite. "Come in" means come to work.
I'm not able to work today.
Another polite way to say you cannot work.
I think I will be back on Thursday.
Say when you think you will be back. "I think" means you are not sure.
I will message you tomorrow morning and tell you how I feel.
Tell your manager when you will talk again.
Sam has my notes for today's work. He can help.
Say who can help with your work.
Could someone cover my shift, please?
"Cover my shift" means another person does your work.
I'm sorry about the short notice.
"Short notice" means you are telling them late.
I'm calling to let you know I need to stay home today.
Another way to start the call.
Thank you for understanding. Talk to you tomorrow.
End the call in a polite way.
I would like to ask for some time off next month.
Say what you want in one sentence, and ask early. "Time off" means days when you do not work.
I need three days, from November 16th to November 18th.
Give the month and the day, so your manager can plan.
My sister is getting married.
A short, honest reason is enough. You do not need to give details.
I think I have five days left. I will check to be sure.
"Vacation days" are paid days off. Say what you know, and say you will check.
I will ask Sam and Maria if they can cover my shifts.
Offer a plan for your work while you are away.
That is fine. Friday works for me.
When your manager needs time to decide, stay calm and polite.
Of course. I will send you an email today.
"In writing" means in an email or on a form.
Thank you, Tom. I appreciate it.
End with a polite thank you. Your manager decides.
Sorry, Tom. I'm running late. I should have called.
Say sorry, and say plainly that you are late. Call as early as you can.
I had a doctor's appointment, and it took longer than I planned.
Give the real reason in one short sentence.
I will be there in about thirty minutes.
Give a time. "About" means close to that number.
I can stay until six o'clock today.
Offer a time, if you really can, to make up the hours.
I can send you a photo of the note today.
A doctor's note shows the day and time of your visit. Say when you will send it.
Could you swap shifts with me on Friday?
Ask a coworker like this. "Swap" means you work their shift and they work yours.
Sam and I want to swap shifts on Friday. I will send you the details.
Tell your manager who, which day, and that you will send the details. Your manager must say yes.
Level 1 (A2): Call in sick
8 lines in the order you hear them. Each game picks 5 of them, so every game is a little different.
“Hello, this is Tom. Is that you, Alex?”
Good answer: “Yes, it's Alex. I'm calling because I'm sick today.”
Why: Say who you are, then say why you call. Put the main news early: "I'm sick today."
Avoid: “Yes.” (too short) · “Of course it's me. Who else would call you this early?” (too rude)
“Oh no, I'm sorry to hear that. What's wrong?”
Good answer: “I have a fever and a bad cough.”
Why: Say what is wrong in simple words: a fever, a cough, a stomachache, a headache. You do not need to give many details.
Avoid: “Everything hurts. This job is making me sick.” (too negative) · “I just feel sick. That's all I can say.” (too vague)
“Can you come in later today, maybe in the afternoon?”
Good answer: “No, I can't come in today.”
Why: Be clear and polite. Say you cannot come in. "Come in" means come to work.
Avoid: “Maybe. I don't know. I'll see how I feel.” (too vague) · “No. Please don't ask me again, I'm sick.” (too rude)
“About how long do you think you will be out of work?”
Good answer: “I think I will be back on Thursday.”
Why: Say when you think you will be back. "I think" is fine when you are not sure. Tell your manager if the day changes.
Avoid: “I don't know. Whenever.” (too vague) · “Soon.” (too short)
“Is there any work for today that I should know about?”
Good answer: “Sam has my notes for today's work. He can help.”
Why: Tell your manager who can help with your work. It shows you care about the team.
Avoid: “No. It's your problem now, not mine.” (too rude) · “No.” (too short)
“Please send me a message tomorrow morning and tell me how you feel.”
Good answer: “Yes, I will message you tomorrow.”
Why: When your manager asks you to do something, say yes and repeat it. Then do it.
Avoid: “Sure, sure. We'll see how it goes tomorrow.” (too casual) · “I might. I can't promise, I feel very tired.” (too vague)
“Do you want me to ask someone to cover your shift today?”
Good answer: “Please do. I'm sorry for the short notice.”
Why: "Cover your shift" means another person does your work. "Short notice" means you tell your manager late.
Avoid: “Sure, whatever. Do what you want, I don't care.” (too casual) · “Yes.” (too short)
“All right, Alex. Rest and feel better.”
Good answer: “Thank you for understanding, Tom. Talk to you tomorrow.”
Why: End the call with a polite sentence. Thank your manager and say when you will talk again.
Avoid: “Cool. Later.” (too casual) · “Fine. Please don't call me again.” (too rude)
Level 2 (B1): Ask for time off
8 lines in the order you hear them. Each game picks 5 of them, so every game is a little different.
“Hi, Alex. What can I do for you?”
Good answer: “Hi, Tom. I would like to ask for some time off next month.”
Why: Ask early, and say what you want in one sentence. "Time off" means days when you do not work.
Avoid: “Some time off, please.” (too short) · “I need days off. Just say yes.” (too rude)
“Okay. Which days do you need?”
Good answer: “I need three days, from November 16th to November 18th.”
Why: Give the exact dates: the month and the day. Your manager needs clear dates to plan the schedule.
Avoid: “Some days next month. I am not sure which ones yet, sorry.” (too vague) · “Just Monday and Tuesday.” (too short)
“Can I ask what the time off is for?”
Good answer: “My sister is getting married.”
Why: Give a short, honest reason. You do not need to give many details, but a polite reason helps your manager say yes.
Avoid: “It's private. You don't need to know.” (too rude) · “Just a trip. Nothing important.” (too casual)
“Do you have enough vacation days saved?”
Good answer: “I think I have five days left. I will check to be sure.”
Why: "Vacation days" are paid days off. Say what you know, and say if you will check. Do not guess.
Avoid: “I don't know. Maybe some.” (too vague) · “Yes, I have enough days. I do not need to check.” (needs more detail)
“Who could cover your shifts while you are away?”
Good answer: “I will ask Sam and Maria if they can cover my shifts.”
Why: "Cover your shifts" means other people do your work. It is good to offer a plan, not only a problem.
Avoid: “That's your job, not mine. You should find someone yourself.” (too rude) · “Nobody can cover for me, so I cannot go anywhere.” (too negative)
“I need to check the schedule first. I can tell you by Friday.”
Good answer: “That is fine. Friday works for me.”
Why: If the answer takes time, say that is fine, and say the day that works for you. Stay calm and polite.
Avoid: “Friday is too late. Tell me now.” (too rude) · “I guess. Whatever you decide.” (too vague)
“Please send me your request in an email, so I have it in writing.”
Good answer: “Of course. I will send you an email today.”
Why: "In writing" means in an email or on a form. A written request helps you both. Say when you will send it.
Avoid: “Sure, sure. Maybe later this week.” (too casual) · “An email? That is too much work for just a few days off.” (too negative)
“Thanks, Alex. I will let you know my answer soon.”
Good answer: “Thank you, Tom. I appreciate it.”
Why: End with a polite thank you. Do not push for a yes: your manager decides.
Avoid: “Cool, thanks. Hit me up when you know.” (too casual) · “I hope it's a yes. I already told my family.” (gives the wrong idea)
Level 3 (B2): Swap a shift or explain you are late
8 lines in the order you hear them. Each game picks 5 of them, so every game is a little different.
“Hi, Alex. Your shift started ten minutes ago. Is everything okay?”
Good answer: “Sorry, Tom. I'm running late. I should have called.”
Why: Say sorry, and say plainly that you are late. "I should have called" shows that you take it seriously.
Avoid: “Hey Tom! Yeah, I'm late. Long morning, you know how it is!” (too casual) · “Sorry.” (too short)
“I'm glad you called. What happened this morning?”
Good answer: “I had a doctor's appointment, and it took longer than I planned.”
Why: Give the real reason in one short sentence. You do not need to say more than that.
Avoid: “Something came up. It's a long story.” (too vague) · “That is my business. I'm coming in now.” (too rude)
“About how late do you think you will be?”
Good answer: “I will be there in about thirty minutes.”
Why: Give a time, even if it is not exact. "About" means close to that number.
Avoid: “No idea, honestly. Maybe thirty, maybe sixty minutes.” (too vague) · “I will be there soon, sorry.” (too short)
“That is okay. Could you stay later today to make up the time?”
Good answer: “I can stay until six o'clock today.”
Why: If you can help, say how: give a time, not only "yes". Promise only what you can really do.
Avoid: “Maybe. I will see how I feel later today.” (too vague) · “Stay later? I already lost my whole morning.” (too negative)
“Our office asks for a doctor's note for visits during work time. Can you send me one?”
Good answer: “I can send you a photo of the note today.”
Why: A doctor's note is a paper that shows the day and time of your visit. If your work asks for one, say when you will send it.
Avoid: “A note? It was just a quick visit, no big deal.” (too casual) · “No, my health is private.” (too blunt)
“For next time, please call me before your shift starts.”
Good answer: “You're right. Next time I will call first.”
Why: When your manager gives advice, agree and say what you will do next time. Do not make excuses.
Avoid: “Yeah, yeah. It won't happen again, I promise.” (too casual) · “I'll try, but I can't promise anything about it.” (too vague)
“Do you need any other changes to your schedule this week?”
Good answer: “Yes. Sam and I want to swap shifts on Friday. I will send you the details.”
Why: To swap a shift, say who, which day, and that you will send the details. Your manager must say yes. With a coworker you can ask: "Could you swap shifts with me on Friday?"
Avoid: “Sam and I already swapped our Friday shifts. It's done.” (gives the wrong idea) · “Friday.” (too short)
“Be safe on the way, Alex. I will see you soon.”
Good answer: “Thank you, Tom. See you soon.”
Why: End with a short, polite thank you. Do not add new excuses.
Avoid: “Cool, thanks a lot, Tom. See you in a bit, okay?” (too casual) · “I will try. Hopefully there is no more traffic.” (gives the wrong idea)
Questions and answers
What do you say when you call in sick?
Say who you are and that you are sick: "Hi, it's Alex. I'm calling because I'm sick today." Then say what is wrong in a few words ("I have a fever and a bad cough"), say that you cannot come in, and say when you think you will be back. Keep it short and polite.
What does "call out of work" mean?
"Call out" and "call in sick" mean the same thing: you call your manager to say you cannot come to work today. People also say "call off work" or "call off sick".
How early should you call?
Call as early as you can, before your shift starts. If your workplace has a rule (for example, call two hours before), follow it. Check your employee handbook.
Do you have to say what is wrong?
You can say a few simple words, such as "I have a fever." You do not need to give a lot of details. Your workplace rules may ask for more, for example a doctor's note after a few days.
How do you say when you will be back?
Say "I think I will be back on Thursday." If you are not sure, say so: "I don't know yet. I will message you tomorrow morning." Then do it.
Should you call, text or email?
It depends on the workplace. Many managers want a phone call or a message right away. Ask your manager or read the handbook, and use the same way every time.
What does "cover my shift" mean?
Another person works your hours for you. You can ask "Could someone cover my shift?" Your manager usually decides who covers it.
How do you ask for time off at work?
Ask early, and say it in one sentence: "I would like to ask for some time off next month." Then give the exact dates, a short honest reason, and a plan for who can cover your shifts. Many workplaces want the request in writing, so send an email too.
How far ahead should you ask for time off?
As early as you can. Many workplaces want a few weeks, and longer for a long trip. Check your employee handbook for the rule.
Do you have to give a reason for time off?
Not always. A short, honest reason (for example "My sister is getting married") helps your manager say yes. If you do not want to share details, you can say "It's a family matter."
What does "vacation days" mean?
Vacation days (also called paid time off, or PTO) are days off from work that you can still be paid for. Ask your manager or HR how many you have left.
What do you say when you are late for work?
Call or message your manager as early as you can and say it plainly: "Sorry, I'm running late. I should have called." Then give the reason in one short sentence and say when you will be there: "I will be there in about thirty minutes."
How do you ask a coworker to swap shifts?
Ask politely and name the day: "Could you swap shifts with me on Friday?" A swap means you work their shift and they work yours. Most managers must approve it, so tell your manager who, which day, and send the details.
What is a doctor's note?
A doctor's note is a short paper from the clinic that shows the day and time of your visit. Some workplaces ask for one when you miss work for a visit. Ask your manager or HR, and say when you will send it.
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Play Say It Right: all 26 real-life situations.
This game teaches English words and phrases. Sick leave rules are different in every company and state, so read your employee handbook or ask your manager or HR. Official information: U.S. Department of Labor: Sick leave.