Note: This is an archived article and the information might be outdated.
In today’s digital world, communication has become more accessible than ever. One of the most common forms of communication is through texts. If you are feeling unwell or have an emergency, calling out of work via text might be the most suitable option for you. However, there are a few important things to consider to ensure that your message is professional and respectful. This article will guide you on how to call out of work via text effectively.
Understand Company Policies
Before you send that text, it’s crucial to understand your company’s policies regarding calling out. Most workplaces have specific guidelines about notifying supervisors about absences. Here are a few points to consider:
- Review the Employee Handbook: Look for a section about attendance and absences. It may specify how to report an absence.
- Know Your Supervisor’s Preferences: Some supervisors prefer a phone call while others may be okay with a text or email. Consider what your boss usually prefers.
- Timing Matters: Make sure to inform your supervisor as soon as you know you cannot make it to work. Late notifications can create challenges for your team.
Be Clear and Concise
When texting your boss, the most important aspect is clarity. You want to make sure your message is straightforward without unnecessary information. Here’s how to structure your message:
- Start with a Greeting: Use a respectful greeting. A simple “Hi [Boss’s Name],” will do just fine.
- State the Purpose: Get to the point quickly. Use a sentence like “I’m unable to come to work today due to illness.”
- Offer a Brief Explanation: You don’t need to share every detail, but a small explanation can be helpful. Something like “I’ve come down with a fever” is sufficient.
- Ask About Coverage: If you can, offer to help with coverage or provide information on who can step in for you.
- Express Willingness to Check In: Let your boss know you’re still reachable for any urgent matters.
Sample Text Messages
Here are a few examples of text messages you can use when calling out of work:
- “Hi [Boss’s Name], I’m feeling unwell today and won’t be able to make it to work. I’ll keep you updated. Thank you for understanding.”
- “Good morning, [Boss’s Name]. I have a personal matter that I need to attend to and cannot come in today. I can check my emails if you need anything urgent. Thank you.”
- “Hi [Boss’s Name], I woke up with a bad cold and won’t be able to come into work today. Please let me know if you need anything from me.”
Keep It Professional
Even though you’re sending a text, it’s still important to maintain professionalism. Avoid using casual language, slang, or emojis. This shows your boss that you take your responsibilities seriously. Here’s how you can do that:
- Avoid Apologies: While it’s okay to briefly express regret that you cannot make it, be careful not to over-apologize. This can undermine your professionalism.
- Be Respectful: Always show respect in your messages. Phrases like “thank you for your understanding” can go a long way.
- Follow Up: Sometimes, a short follow-up message can help. You can check in later to make sure everything is covered in your absence.
Consider Your Relationship with Your Boss
Your relationship with your boss can influence how you phrase your text. Here are a few considerations:
- Formality Level: If you typically have a formal relationship, stick to a more professional tone. If the relationship is more relaxed, you might feel comfortable being a bit more casual.
- Frequency of Absences: If you rarely call out sick, your boss may be more understanding. If you often have absences, be prepared for some questions or concerns.
Be Prepared for Questions
After sending your text, your supervisor may have questions or need additional information. Be prepared to respond as professionally as possible:
- Answer Promptly: If your boss texts back, try to reply quickly, especially if they need to make arrangements.
- Stay Honest: If they request more details, be honest about your situation, while keeping it brief.
Follow Up After Returning
After you return to work, it’s good practice to check in with your boss. This shows professionalism and respect for your job:
- Thank Them: A simple “Thank you for understanding while I was out” can help reinforce a positive relationship.
- Update on Your Status: Let them know you’re feeling better and ready to catch up on missed work.
In conclusion, calling out of work via text is perfectly acceptable as long as you approach it with professionalism and clarity. By understanding your company’s policies, being concise, and maintaining a respectful tone, you can effectively communicate your absence while ensuring that you uphold your responsibilities at work. Remember, clear communication builds trust and respect in a professional environment.