Sometimes unforeseen circumstances can arise that may prevent an employee from coming to work. In such situations, you need to solve your personal issues first rather than going to work. A family emergency and physical pain are two valid reasons to take the day off. And there are more reasons than these two; think about being ill with a cold or having an intense fever and head pain.
As employees, we should not be afraid to call out of work. We should consider such situations to improve work-life balance, and as an employer, as a method to boost productivity, well-being, and focus.
Studies validate this claim for good. Working when unwell has a detrimental effect on your work output. Even if you are at work, if you are not totally present, you will undoubtedly make mistakes or do subpar work.
Remember, it's a valid reason for calling out of work if you're not feeling well, even when you're working remotely. In the list below, we provide the most typical good reasons for missing work, followed by more details for each one of them.
Find below a set of good excuses to miss work on short notice.
Let's go into detail for each one of the acceptable reasons for calling off or missing work:
Employees who are sick and contagious should remain at home to prevent spreading the sickness to coworkers. Employees need to take care of their health and well-being, including staying home when they are not feeling well. In this category, we might consist of food poisoning or a cold. Remember, if you're unsure if this is a valid excuse to take a day off, call your manager, and explain the situation.
If you need more than two days to recover, you might need a doctor's note.
What would you say to your manager if you wake up sick and unable to come to work: “I’m not feeling good today, and since I don’t want to risk spreading the illness to others or underperforming, I will be staying home to rest.”
Tip: Looking for a sick leave request letter? Look no further because we share it with you free of charge.
Sometimes, unexpected family emergencies can arise, such as a sick child or a relative in the hospital. In such cases, employees may need to take time off to attend to the emergency.
How to explain such an emergency: “Due to an unexpected family emergency that requires my full attention, I will be taking X days off work. I will return on [Date].”
If an employee's car breaks down on the way to work, they may be unable to make it on time. This is a valid reason for missing work if the employee communicates the situation to their supervisor. There are also aspects like a flat tire that doesn't require you to be off one day and some oil changes that can be done over the weekend.
Here is a simple way to explain the difficulty you have with your car to your manager: “Unfortunately, I experienced car trouble this morning, which prevented me from arriving at the office. I will take the day off to be able to solve the matter.”
In areas where severe weather conditions are common, such as blizzards or hurricanes, it may be unsafe for employees to travel to work. In such cases, it is acceptable for employees to stay home.
How to explain that the weather stops you from reaching the office: “Due to severe weather conditions, I find myself unable to commute to work. [Include reference to a state-issued warning or official notice, if applicable.]”
If an employee is called for jury duty, they are required by law to attend. Employers are compelled by law to permit workers to take time off for jury duty, and the employee cannot be penalized for fulfilling this civic duty.
How to explain the mandatory jury duty situation to your boss and coworkers: “I am informing you that the trial I am currently serving jury duty for has been extended, which means I have to be present here another day. I will be returning to work tomorrow. I apologise for the short notice. I will keep you posted. Thank you for your understanding.”
Employees may need to take a day off for mental health reasons. This is a valid reason for missing work since mental health is as vital as physical health.
There are moments in time when you feel overworked, or drained of energy, or are in a mental mood that stops you from operating in normal parameters. In these situations we recommend that you inform your manager about this situation: “I need to take today off for personal reasons. My well-being is crucial, and I really need to rest at home today, to be able to perform as usual at work in the following days.”
If an employee experiences the loss of a loved one, they may need to take time off to grieve and attend funeral services.
How to say you need to communicate the absence due to a loss: “I regret to inform you that a dear friend passed away and I will be attending the funeral today. Thank you for understanding I need to take today off to be near my family and friends during this hard time.”
If an employee has a scheduled doctor's appointment, it is acceptable for them to take time off for the appointment. It is important for employees to prioritize their health and wellness.
Here is an example you can use to share with your supervisor that you have to take a last-minute doctor appointment: “I am writing to inform you that today, due to an unexpected medical emergency, I have to attend a medical procedure that cannot take place outside of office hours.”
If an unexpected home repair or maintenance issue arises, an employee may need to take time off to solve the problem.
When you face an issue like a water leak, massive power outages, or a broken furnace, you could copy-paste this message in your message to your boss: “I am currently dealing with an unexpected home emergency that requires my presence at home and my full attention. I will get back to you as soon as I can.”
If an employee's religious beliefs require them to observe certain holidays or ceremonies, they may need to take time off work to do so. Employers are legally required to accommodate employees' religious beliefs.
Respecting religious observances is important for professionals worldwide. Such situations are well respected and understood. We do recommend checking your religious observance calendar in advance and discussing such time-off in advance, yet if you’re faced with a last-minute request, you can use such a text: “I am writing to request a leave of absence today to attend [specific religious observance]. This is a very important day for my faith, and I appreciate your understanding.”
If an employee's child care falls through, they may need to take time off to care for their child.
Here's an example of how you might explain missing work because of a child's needs. Remember to keep your message understanding and considerate, showing your commitment to staying on top of your responsibilities while also acknowledging your personal circumstances responsibilities:
If an employee is injured on the job, they may need to take time off to recover and receive medical treatment.
How to transmit an injury-related need to take some days off: “Due to a small injury I suffered during office hours today, I will be staying at home for [number of days]. Please see the medical report for your reference.”
If an employee is a member of the military reserves or National Guard, they may be required to attend military training or be called to active duty.
Military obligation can’t be excused, yet they need to be communicated with your manager to avoid disturbance from everyday work: “I am writing to inform you that a military obligation prevents me from commuting to work today. I am attaching my orders for your reference.”
Employees may need to take time off for personal reasons, such as attending a wedding or graduation.
Here's a gentle way to express that you need some time off for personal reasons: “I am writing to inform you that due to personal reasons I cannot disclose, I need to take a leave of absence today. Thank you for understanding.”
If an employee experiences unexpected commuting issues, such as a train delay or accident, they may be unable to make it to work on time.
A personal example from one of our coworkers: During winter, it was snowing, and public transportation stopped due to a three-day strike. The employee called the manager and explained the situation, explaining that he would continue to work from home without having to reflect too much about how he will arrive at work. The manager understood the situation and accepted the request quickly.
When you try to come to work but face difficulty arriving, it is one of those times to call out of work. Yet, it requires you to inform your manager about this situation. Here is how to share this unfortunate news: “Due to an unexpected issue with the train I use to come into work, I was unable to arrive at the office. I will be working from home today.”
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Relevant resource: Work from-home request email.
Ok, it might happen that you didn't have time to submit a time-off request a few days in advance as the internal policies recommend. Yet, such situations are legitimate and need to be managed efficiently. Here are such excuses:
If an employee wakes up feeling sick or becomes ill during the day, it may be necessary for them to call out of work last minute.
If a family emergency arises suddenly, an employee may need to call out of work to attend to the emergency.
If an employee's car breaks down on the way to work, they may need to call out of work last minute.
If severe weather conditions arise suddenly, such as a sudden snowstorm or tornado warning, it may be necessary for employees to call out of work last minute.
If a childcare provider cancels last minute, an employee may need to call out of work to care for their child.
Tip: Do you want to know how to write an excuse letter or an email to notify your manager of your reason for missing work? We do provide a set of messages you can use in case of sickness, family matters, emergency, or an important matter. Check them out.
Since we provided so many situations in which it is ok to call out of work, we would like to share some opposites. More example, some reasons that are not valid to give to your managers when missing work because they will have some dire repercussions:
It is unacceptable to call out of work and claim a vacation day if the employee has not received prior approval for the time off.
Calling out of work due to a hangover is not a valid reason and can lead to disciplinary action.
It is not acceptable to call out of work to run personal errands.
Calling out of work because an employee does not feel motivated to go to work is unacceptable and can lead to disciplinary action.
Calling out of work to attend a job interview for another company is also unacceptable.
Inform your manager as soon as possible
You should always aim to inform your manager as soon as possible so you can make arrangements/adjustments, or even notify other coworkers if needed. If you’re able, you should send an email/message regarding your need to leave, or maybe inform the manager through other company-approved channels, like Slack or Teams.
Be straightforward and direct
It’s important to speak with clarity, while not oversharing or explaining every detail of your situation. Notify your manager why you cannot get to work, for how many days, and whether you can be contacted during this period.
Example: "I woke up feeling very unwell and won’t be able to come into work today. I’ll check in later if I’m feeling better, but for now, I need to take a sick day."
If the situation you’re going through is sensitive - like a family crisis - just use the expression: “personal emergency”, and you keep the message professional this way.
Recognize the inconvenience
Even if you can avoid skipping work, it’s a sign of professionalism to acknowledge the inconvenience your absence is causing for the team and, maybe, the company as a whole. Make sure you add a note of appreciation.
Example: "I am aware this is last-minute, and I really appreciate your understanding. I’ll make sure to catch up on everything once I’m back."
Offer your help if you (really) can
If you are able, offering to help by responding to urgent messages/calls can be a nice touch. But don’t feel obligated to do so if you’re really unwell.
Example: “If something urgent arises, feel free to call me. Otherwise, I will be resting for the whole day.”
Follow up on the second day
When you return, send a brief note to thank your manager or team for understanding and share updates. This gesture shows reliability and respect.
Example: “Thank you again for understanding my absence the other day. Let me know if something important is to be prioritised today.”
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