How to Call in Sick: What to Say
Waking up ill and dreading the “I can’t come in” conversation is universal. Here’s exactly how to call in sick, what to say, how to say it by phone, text or email, what your employer can and can’t ask, and what it means for your pay.
Copy the examples below word for word if you like; that’s what they’re for.
What you need to give your employer, and when.
Self-certify. No doctor’s note needed – and free.
Your employer can require a doctor’s fit note.
Fit notes issued by GMC-registered doctors at The Blackheath Clinic, registered with the Care Quality Commission.
The basics – your rights when calling in sick
- You don’t need a doctor’s note for the first 7 calendar days – you self-certify.
- You don’t have to share medical details. “I’m unwell and not fit to work” plus a rough idea (stomach bug, migraine) is plenty.
- Tell your employer as early as you can, following whatever your contract or staff handbook says – many workplaces want a phone call before your shift starts, some accept a text or email.
- Since 6 April 2026, Statutory Sick Pay is paid from day one of sickness – the old three unpaid waiting days are gone – at the lower of £123.25 a week or 80% of your average weekly earnings. Work out what you’ll be paid with our sick pay calculator.
What to say on the phone (script)
“Hi [manager], it’s [name]. I’ve come down with [a stomach bug / flu / a migraine] and I’m not fit to work today. I’m hoping to be back [tomorrow / in a couple of days] and I’ll keep you updated. Is there anything urgent I should hand over?”
Keep it short, state the facts, offer a handover. You don’t need to sound at death’s door and you don’t need to apologise repeatedly – illness is normal.
Sick text message examples
Sick day email (copy-paste)
Subject: Sickness absence – [your name], [date]
Hi [manager],
I’m writing to let you know I’m unwell today ([date]) and not fit to work. I expect to be back by [date], and I’ll confirm as soon as I know more.
[Optional: Anything urgent on my list today – [task] – can be picked up by [colleague], and I’m reachable by email for anything time-critical.]
I’ll complete a self-certification form for my return if needed.
Thanks,
[Name]
If your workplace likes things formal – or you just want a proper written record for HR – generate a free self-certification letter and you’re covered for the whole first week.
What your employer can and can’t ask
Off longer than a week?
From day 8 your employer can require a doctor’s fit note. If getting a GP appointment in time is the problem, Health Works issues fit notes the same day after a 5-minute video call with a GMC-registered doctor.
Frequently Asked Questions
Unless your contract says otherwise, yes – though many workplaces expect a call for same-day absence. Check your staff handbook; when in doubt, phone first and follow up in writing.
As early as you reasonably can, ideally before your shift or working day starts, so cover can be arranged.
Only in broad terms. A category – stomach bug, migraine, flu – is enough. You’re not required to share symptoms or private medical details.
No. If you’re not fit to work, you’re entitled to be absent. They can require you to follow the notification procedure and, after 7 days, to provide a fit note.
Not for a single absence, and not for being ill. Employers can eventually act on long-term or repeated absence, but they have to follow a fair capability process, consider whether adjustments would help, and usually seek medical evidence first. If your condition counts as a disability, they have a legal duty to make reasonable adjustments before considering dismissal. Following your employer’s reporting procedure properly – and providing a fit note when one is required from day 8 – protects you.
Some employers use a scoring system called the Bradford Factor to flag repeated short absences for a conversation. Work out a Bradford Factor score and see what it actually means.
Usually not – most employers want the first call and then updates at agreed points; check your contract.
Last reviewed August 2026 by Dr Eoghan Macsweeney, GMC 4776354.
