Calling off work is usually a formal notification, not just a casual heads-up. You may be required to email a manager, leave a voicemail, or notify HR in a way that can be documented. In these situations, clear and professional wording matters as much as the message itself.

This article focuses on polite, workplace-appropriate language you can use when calling off work, with examples for email and voicemail, guidance on tone, and tips for staying compliant with company policies.

Why This Moment Matters

Calling off work affects scheduling, deadlines, and sometimes payroll or attendance records. Managers often need specific information—such as the type of leave, expected duration, or whether coverage is arranged—to make decisions quickly.

How you communicate sets expectations and protects both you and your employer. A brief, professional message reduces confusion, avoids unnecessary follow-up questions, and ensures your absence is recorded correctly.

Professional Things to Say When Calling Off Work

Direct, Neutral Statements

These phrases are suitable for email, HR portals, or voicemail messages:

• “I need to call off work today due to illness.”
  Clear and compliant without sharing medical details.
• “I won’t be able to attend work today and am using a sick day.”
  Helpful when your workplace tracks leave categories.
• “I need to call off work today for personal reasons.”
  Maintains privacy while remaining professional.
• “I’m unable to work today and expect to return tomorrow, pending recovery.”
  Offers a tentative timeline without overpromising.

Email-Friendly Examples

Use these when emailing a manager or HR:

• “Hello [Name], I need to call off work today due to illness. I’ve updated my calendar and will follow up if my return date changes.”
• “Good morning, I won’t be able to work today and will be using a sick day. Please let me know if you need any additional information for records.”
• “I’m writing to formally notify you that I need to call off work today for personal reasons. I plan to resume work as scheduled tomorrow.”

These examples are factual, respectful, and easy to document.

Voicemail Scripts

If your workplace requires a phone call or voicemail:

• “Hello, this is [Your Name]. I’m calling to notify you that I need to call off work today due to illness. I expect to return tomorrow and will follow up if anything changes.”
• “Hi [Manager’s Name], this is [Your Name]. I won’t be able to work today and am formally calling off. Please let me know if you need anything further.”

Speak slowly and keep the message concise.

When to Include Additional Information

You may include limited logistics only if appropriate:

• “I’ve completed the urgent report and shared it in the team folder.”
• “My meetings for today have been postponed or reassigned.”
• “I’ve notified HR through the portal as required.”

Avoid adding details that are not requested or relevant.

What Not to Say When Calling Off Work

• Do not overshare medical diagnoses or personal circumstances.
• Avoid casual language such as “I can’t make it in” in formal emails.
• Don’t exaggerate or fabricate reasons for your absence.
• Avoid vague messages like “something came up” without clarity.
• Don’t imply you will work unless you truly intend to do so.
• Avoid emotional language or defensiveness.

Professional communication should be neutral, calm, and factual.

Tips for Calling Off Work Professionally

• Notify your employer as early as possible.
• Use the correct channel (email, phone, HR system).
• State the absence clearly and once—avoid multiple explanations.
• Reference company policy if required.
• Keep a copy of written communication for your records.
• Follow up if your return date changes.
• Provide documentation only if requested.
• Use a subject line like “Calling Off Work Today” for clarity.

Calling Off Work vs Calling Out of Work

“Calling off work” is generally more formal and procedural, often used in written communication and HR contexts. If you’re sending a quick text or notifying a shift supervisor informally, you may want to see our related guide on what to say when calling out of work, which focuses on casual, real-world scenarios.

Final Thought

You don’t need lengthy explanations when calling off work. A short, professional message that clearly states your absence, respects workplace expectations, and protects your privacy is enough. Clear wording helps your employer plan effectively and allows you to focus on rest or personal matters without added stress.

If you’re sending a quick text or notifying a shift supervisor informally, see What to Say When Calling Out of Work

Let us know in the comments if this has helped or if you’ve got suggestions we can include

About the Author

Helen Bach is a relationship expert and writer who helps people find the right words when it matters most. She studied English and English Literature at the University of Michigan, where she developed a passion for how language shapes love, conflict, and connection.

At whattosaywhen.net, Helen writes clear, down-to-earth advice on what to say in real-life situations—from first dates and tough conversations to breakups and makeups. Her goal is simple: to make talking about feelings less awkward and a lot more honest.