Everyone needs a day off from work sometimes — whether it’s due to illness, a family emergency, or personal matters. But knowing the right reasons to call out of work and how to communicate them professionally can protect your job and your reputation.
In this guide, we’ll cover the most acceptable reasons to miss work, when to notify your employer, and how to call out the right way.
Common and Acceptable Reasons to Call Out of Work
Everyone needs to miss work occasionally — and knowing how to communicate a legitimate reason can help you protect your professional reputation. Whether you’re feeling sick, facing a family emergency, or dealing with an unexpected situation, calling out of work the right way matters.
Here are some of the most common and acceptable reasons to call out of work, along with examples of what to say.
1. Illness or Medical Issues
If you’re sick, it’s better to stay home — both for your health and for your coworkers’. Showing up to work while contagious can spread illness and slow your recovery. Employers generally prefer that employees rest and return healthy.
Tips:
-
Notify your manager as early as possible.
-
If required, provide a doctor’s note.
-
Don’t try to “push through” a serious illness — your productivity and focus will suffer.
Examples:
-
“I woke up with a high fever and won’t be able to come in today.”
-
“My doctor advised me to rest for 24 hours due to food poisoning.”
2. Family Emergency
Unexpected family crises — such as a child’s illness, an accident, or an urgent situation involving a close relative — are completely valid reasons to miss work. Most employers understand these situations, especially when you communicate quickly and responsibly.
Examples:
-
“There’s been a family emergency, and I need the day to take care of it.”
-
“My child is unwell and has a doctor’s appointment today.”
Pro Tip:
If possible, update your employer once the situation stabilizes and let them know when you expect to return.
3. Mental Health Day
Mental well-being is just as important as physical health. If you’re overwhelmed, anxious, or burnt out, taking a mental health day can help you recharge and perform better long-term. Many workplaces now recognize mental health as a valid reason to call out.
Examples:
-
“I need to take a personal day to focus on my well-being.”
-
“I’ve been feeling extremely stressed and need a day to rest and reset.”
Note: If burnout is becoming frequent, consider discussing workload adjustments with your manager or HR.
4. Death in the Family (Bereavement Leave)
If you’ve lost a loved one, it’s completely appropriate to request time off for bereavement. Most employers have a bereavement policy that allows several paid or unpaid days to grieve, attend funeral services, and handle personal matters.
Examples:
-
“I’ve had a death in my family and will need a few days off to attend the services.”
-
“A close relative has passed away, and I’ll be out for the next two days.”
Always communicate with compassion and sincerity — your employer will likely offer support and flexibility.
5. Car or Transportation Problems
Vehicle breakdowns, flat tires, or canceled public transportation can make it impossible to get to work on time. These issues are understandable as long as you notify your supervisor promptly and offer a solution, such as remote work or a shift swap.
Examples:
-
“My car won’t start this morning; I’ve called roadside assistance and will update you soon.”
-
“There’s a delay in public transit, and I may be late — I’ll log in remotely if possible.”
Tip:
Keeping your manager informed throughout the day demonstrates professionalism.
6. Weather-Related Issues
Severe weather events — snowstorms, flooding, hurricanes, or icy roads — can make commuting unsafe. Most employers prioritize employee safety over attendance during hazardous conditions.
Examples:
-
“Due to the snowstorm, the roads are unsafe to drive on. I’ll work from home if that’s possible.”
-
“Local authorities are advising against travel because of flooding; I’ll stay updated and let you know when conditions improve.”
Pro Tip:
If you live in an area prone to extreme weather, discuss remote work contingencies in advance.
7. Pre-Approved Appointments
Doctor’s appointments, dental procedures, and other pre-scheduled obligations are valid reasons to miss work — especially when communicated in advance. Giving notice shows respect for your employer’s time and helps with scheduling coverage.
Examples:
-
“I have a pre-scheduled medical appointment this morning and will be out until noon.”
-
“I have a dental procedure today and may need the rest of the day to recover.”
Pro Tip:
Try to schedule appointments early in the morning, late in the day, or on slower workdays whenever possible. Providing advance notice — ideally at least a few days — shows that you respect both your time and your employer’s operations.
8. Childcare or Dependent Issues
When your child’s school suddenly closes, your babysitter cancels, or a dependent needs urgent care, you may have no choice but to stay home. Employers typically understand that these situations are out of your control — as long as you communicate promptly.
Examples:
-
“My child’s daycare closed unexpectedly today, so I’ll be staying home with them.”
-
“My babysitter is unavailable, and I need the day to arrange alternate childcare.”
Pro Tip:
If possible, offer to work remotely or make up hours later in the week to show accountability.
9. Jury Duty or Legal Obligations
Jury duty is a civic responsibility that you must attend when summoned. Most employers are legally required to allow employees time off for jury service or court appearances. Always inform your employer as soon as you receive notice so they can plan accordingly.
Examples:
-
“I’ve been summoned for jury duty starting tomorrow and will be out of the office.”
-
“I have a court appearance on Monday morning and will return in the afternoon.”
Note:
Bring documentation if your employer requests proof of your legal obligation.
10. Home or Safety Emergencies
Sudden home issues like burst pipes, electrical failures, or security breaches require immediate attention. These emergencies are valid reasons to call out, as they directly impact your safety and your ability to focus at work.
Examples:
-
“There’s a plumbing emergency at home, and I need to wait for the repair service.”
-
“Our power is out due to a local outage, and I need to handle it before returning to work.”
Pro Tip:
Once the situation is under control, communicate an estimated time of return and ensure your work responsibilities are covered in the meantime.
Bonus: When NOT to Call Out of Work
While there are plenty of legitimate reasons to miss a day, avoid calling out for minor inconveniences or fabricated excuses. Employers value honesty and reliability — frequent unplanned absences can affect your credibility and future opportunities.
Avoid calling out for:
-
Oversleeping (unless due to illness or exhaustion from overtime)
-
Social events or hangovers
-
General “not feeling like going in” moods
If you find yourself dreading work regularly, it may be a sign of burnout or dissatisfaction — not just a bad day.
How to Professionally Call Out of Work?
Even when you have a legitimate reason to miss work, how you communicate it can affect your reputation and relationship with your employer. A professional, well-timed call-out shows responsibility and respect for your team — while a careless one can come across as unreliable.
Here’s how to handle it the right way:
1. Notify Early and Use the Right Channel
The earlier you inform your manager, the easier it is for them to adjust schedules or delegate work. If possible, give notice before your shift starts — ideally the night before or first thing in the morning.
Tip: Always use the company’s preferred communication channel. Some employers require a direct phone call; others accept texts, Slack messages, or emails. If unsure, check your employee handbook or HR policy.
2. Be Honest but Keep It Professional
You don’t need to share every detail — simply provide a short, factual reason. Overexplaining can sound unprofessional, while vague excuses may raise suspicion.
Example:
-
“I’m not feeling well and need to rest today.”
-
“There’s been an unexpected family matter I need to take care of.”
Honesty helps maintain trust, and most managers appreciate straightforward communication.
3. Offer Solutions or Alternatives
If your role allows flexibility, show initiative by offering a solution. Suggest working from home, swapping shifts, or completing high-priority tasks later.
Example:
“I’ll be out today due to a personal emergency, but I can log in remotely this evening to handle any urgent emails.”
This demonstrates accountability and reduces disruption for your team.
4. Follow Company Policy
Every company has its own attendance and call-out procedures. Some require a minimum notice period or medical documentation after multiple absences. Review your employee handbook or HR portal to make sure you comply.
Failing to follow protocol — even with a valid reason — could result in an unexcused absence, loss of pay, or disciplinary action.
5. Show Accountability and Stay in Touch
If your absence extends longer than expected, update your supervisor as soon as possible. Keep communication clear and professional — especially if your situation changes (like a longer recovery or delayed return).
Employers appreciate proactive communication, and it shows you’re committed to maintaining transparency and reliability.
Example Email to Call Out of Work
Subject: Absence Notification – [Your Name]
Hi [Manager’s Name],
I wanted to let you know that I won’t be able to come in today due to [brief reason, e.g., illness or family emergency]. I’ve notified my team and ensured that urgent tasks are covered.
If there’s anything time-sensitive, please let me know and I’ll handle it remotely if possible. I plan to return on [specific date].
Thank you for your understanding.
Best regards,
[Your Name]
📞 [Your Phone Number]
📧 [Your Email]
Bonus: What NOT to Do When Calling Out
To keep your professional reputation intact, avoid these common mistakes:
-
Don’t wait until the last minute unless it’s truly unavoidable.
-
Don’t fake an illness — employers can often tell, and dishonesty can damage your credibility.
-
Don’t disappear without contact — always check in if your absence extends.
-
Don’t overshare — keep your reason appropriate for the workplace.
Key Takeaway
Everyone needs time off occasionally — what defines a professional is how they handle it. Notify early, be honest, follow policy, and stay accountable. These simple steps show respect for your employer and coworkers while protecting your professional image.
If you find yourself calling out frequently due to stress or exhaustion, it may be worth exploring better work-life balance, mental health days, or even a role that fits your needs more sustainably.
