Sick and Tired? What to Know About Calling Out of Work

Sick days happen, and that means you may need to take a bit of time away from your duties at work. In fact, there are all sorts of situations that could result in you needing a bit of time away, e.g., mental health needs, caregiving responsibilities, volunteering, and beyond.

Unfortunately, over half of workers feel stressed, worried, guilty, or scared when they ask for sick time. It’s not surprising that most people don’t take time off—89% of workers have worked through sickness.

So when your boss asks for more information, you might feel conflicted about what you need to share. And if you’re the employer, what can you ask?

In this article, we’ll go over what employers can and can’t ask their employees, how companies can create a more supportive environment, and how to handle workloads and communication to prepare for absences.

Key Takeaways: Can an Employer Ask Why You Are Calling Out?

Managing staff absence is a team-effort, and it requires having processes in place that are practical, efficient, and fair. Calling out can be a tricky situation to handle, but it’s bound to happen.

An employer can request:

• Non-personal details about the sickness, such as duration and how it may affect tasks
• A doctor’s note after the first day of sickness, unless otherwise stated in company policies
• That the employee stays in touch during the absence, and you should work together to set terms and help each other
• The reason—for example, if it’s a family emergency or sickness

Without consent, an employer can’t request:

• An employee’s medical history
• Specific details about an employee’s illness or any treatment
• That employees return to work before their doctor’s note deems them fit, unless they feel it’s okay

What Are Examples of “Calling Out”?

When an employee calls out of work, they’re letting their manager know that they won’t be able to fulfill their usual job duties for the day. Usually, that means calling in sick. But it doesn’t have to be a call, and it doesn’t just include illness.

In fact, the reasons for calling out of work vary widely. From a BambooHR survey, here are the top reasons employees call out:

1. Contagious symptoms
2. Unable to sit at computer
3. Doctor’s orders
4. Visible symptoms
5. Burnout

Calling Out for Family Emergencies

Sometimes, employees may need to look after a sick family member, take a relative to the ER, or attend an important hospital meeting. If they need to take more than a few days, you might want to consider discussing a leave of absence.

For an extended medical leave of absence, don’t forget to check that you’re in compliance with the Family and Medical Leave Act (FMLA). This could also include bereavement leave.

Calling Out Because of Transportation Issues

For employees that need to work in-office, transportation issues can sometimes slow them down. Things don’t always go smoothly. Maybe a bus didn’t arrive, a train was obstructed, or your trusty four wheels weren’t feeling quite so reliable today.

If people’s duties can be done off-site, consider letting them work from home for the day. While it may not be an ideal solution, it could mean less stress for the employee and more work done in the time.

Calling Out for Illness

Calling out can be a sensitive topic, as this could include things like burnout or mental health problems. That’s why it’s important for employers to get a general view of the reason without pushing for all the details.

It’s important for an employee to give the amount of information they’re comfortable sharing, while enabling their employer to understand why they may be out of work. Likewise, it’s essential that the employer doesn’t strongarm information out of the employee and remains compliant.

Are Employers Allowed to Ask Why You Called Out?

Technically, yes, an employer can ask why an employee called out. However, just because they ask doesn’t mean you have to answer—and your organization can’t require you to divulge that information.

There are limitations on what employees are ‌expected to share. For example, your employer doesn’t need your full medical history, but they may need to know the broad strokes of why you’re requesting leave, especially in the case of FMLA leave or accommodations under the American with Disabilities Act (ADA).

Additionally, different companies are going to have different policies, so it’s always smart to check with the company’s employee handbook first. If procedures aren’t followed consistently, this could be seen as disparate treatment or even discrimination.

Here’s what an employer can ask.

A Doctor’s Note

This doesn’t need to describe the reason or illness; it can simply state you aren’t able to work and an approximate duration. They can’t request any further details than that. Depending on company policies, you may only need to provide a doctor’s note if the illness is more than one day—an employer shouldn’t require an employee to provide a doctor’s note for a sick day.

The Expected Duration of the Absence

While duration is a hard thing to identify, you can generally give an estimate of how long you expect to be recovering. This lets your employer plan the workload in your absence.

Your Ability to Perform Your Duties

By asking this, an employer may be able to adjust your duties or get a sense of how much your current situation impacts your work.

Whether You Are Under Treatment

If you return to work, this is an important thing for them to know, so they can adjust your duties, if required. It may also be relevant to your insurance at work, but this can be a yes or no answer.

ADA-Related Illnesses

An employer can’t ask specific questions about any illnesses protected under the ADA. This can include a range of illnesses including but not limited to cancer, diabetes, HIV, autism, cerebral palsy, epilepsy, and more.

Specific Medical Information

Your employer can’t force you to share specific medical information about any illness or condition you may have.

Details About Treatments

You don’t need to share details about your treatments with the employer unless you agree to it.

Medical History

Your employer isn’t entitled to know or discuss your medical history or diagnosis.

Remember, the ins and outs of your employer’s policy will be in your employee handbook, so you should consult this first both as an employee and a manager.

Employee Guidance Around Calling Out

Whether you’ve got the strongest of immune systems or a calm life, things happen. This means that at some point you might have to call out of work, if only for a few hours.

That’s why sick policies are there in the first place. Sometimes, the hardest thing is knowing how to do it. Sure, you could just pick up the phone, but there’s often more to it than that.

Don’t fret—learn how to approach calling out with your employer here:

• Communicate early: Don’t sit there dreading calling out sick and leaving it until the last minute. The earlier you let your manager know, the quicker they can try to resolve any impact your absence will have on your workplace duties—not to mention your colleagues.
• Keep it brief: Keep your reasons for calling out brief. Remember, you can be vague with the details of your illness. Just advise them that you won’t be in, an estimate of time, and the reason.
• Be honest: Don’t be afraid to be honest about your reasons. If you’re facing burnout, or suffering with your mental health, these are valid reasons to call out. Communicating honestly could help your employer ‌fix issues in the future.
• Choose the right channel: Your company will have a process and preferred method of communication. Try to adhere to this as best as possible and use the agreed-upon channels.
• Delegate: If you’re up to the task, try to write a brief handover of any ongoing activities. This becomes more important if you’re expecting a long absence. This could help your manager distribute your workload and reduce the amount of work you need to handle when you return.
• Keep in touch: If it’s not too much of a strain, communicating with your team can help to reduce the stress of your absence. However, you shouldn’t jeopardize your recovery for this or do anything more taxing than is necessary.
• Prepare a doctor’s note: If you’re going to be sick for more than a day, you should get a doctor’s note. Many doctors can write notes stating that you are sick, your ability to work is impacted, and give an estimate for recovery.

Can an Employer Retaliate Against You for Calling Out?

No, an employer can’t retaliate against an employee who calls out. As an employee, you should never fear retaliation from an employer for sickness.

As an employer, it’s illegal to retaliate against employees calling out. It’s essential to foster an environment of trust and understanding and to work together to minimize the impact of your absence.

Additionally, if an employee fears retaliation from an employer, they may not be honest, and issues can go unnoticed, which can damage relationships in the long run.

Employee Responsibilities When Calling Out

Calling out at work can be difficult, often leaving people feeling stressed and guilty. Try your best to avoid overthinking things at this challenging time. Check out some of our top things to look out for when calling out:

Amount of Sick Leave

Before you call out due to illness, it’s worth knowing the number of days of sick leave you have left. This could help avoid any nasty surprises.

Symptoms

Keep track of your symptoms. That way, you can determine if you can’t work, if you could work with a reduced workload, or just need to be away from other office members. It also lets you know if you’re getting better, so you can keep people updated.

Difficult Workload

If your workload looks complicated, or there’s something only you can do, your manager and colleagues need to be made aware quickly. Try to support your team where possible, but if you’re sick, then you should focus on getting some rest.

Not Being Sick Enough

A lot of people feel guilty for taking sick days and worry that they aren’t sick enough. Just because you might be able to work at a push doesn’t mean you should. Think about how these sick days will impact you before you call out, but don’t feel guilty about not being sick enough—especially if you’re in a shared work environment.

Over-Dramatizing

Don’t overdramatize. It’s always better to be concise, and at the very worst, it can make people doubt the legitimacy of your illness. Remember, be succinct and to the point. You don’t need to convince anyone.

Setting an Out-of-Office Email

Don’t forget to set an out-of-office email reply. Not everyone will be up to date with your status, so letting a wider group of people know can set boundaries and expectations.

Paid and Unpaid Sick Leave

Unpaid sick leave doesn’t mean you can’t take a sick day. You just won’t be paid for it. Try to look at what your employer offers (ideally before you sign your contract).

HR and Manager Responsibilities When Employees Call Out of Work

Navigating work when an employee calls out can be challenging, but don’t worry. There are a few simple things to consider to best handle and reduce employee absence:

Check In Regularly

Communication is key. Checking in with employees can help them feel supported. Not only that, but it could help you plan workloads if you get a sense of improvement. Just try not to be overbearing when they should be resting.

Address Matters Swiftly

Sometimes, that absence message from an employee can fill you with dread. Who’s going to lead the project? What about that upcoming deadline? Don’t put it off. Try to resolve things as soon as possible, rather than at the end of a workday.

Improve Scheduling

By having a good scheduling method in place, you can eliminate a lot of busywork when it comes to reporting and handling sick days. For example, a central hub and absence management system or an email process can inform people quickly and help you start planning.

Keep Morale High

Keeping morale high can help reduce the chance of employees calling in, especially with stress-related problems. Happy workers don’t just work harder, they tend to be healthier too.

Investigate Misuse of Sick Days

If you suspect someone is abusing their sick days, you may need to investigate. Be careful, as you don’t want anyone to feel incriminated for taking the days they need. If a sick day happens immediately before a national holiday, or on the same week or day every year, there could be something happening.

Likewise, if you see evidence on channels outside of work during working hours, this could be problematic. Don’t look for issues if they’re not there, but don’t ignore them if you have your suspicions.

Protect Your Team and Organization

Sickness can take a toll on the team and the business. If an employee ‌falls ill in the office, you may want to send them home. Additionally, if someone is sick and their workload passes onto the team, you’ll need to carefully consider how not to overload everyone.

Help Your Employee

You want your employees to feel better, welcomed, and supported. Try not to make them feel guilty for taking a sick day. Instead, do what you can to support them and focus on preparing for their return to work.

Expect at Least Some Sickness

If you don’t plan for sickness, you’re immediately at a disadvantage. Removing the stigma can be an overall benefit to the business—it’s okay for sickness to happen, and it will. Do your best to plan for it, rather than block it.

Follow Relevant Policies

It’s important to follow your company’s sickness policy. Not only can it guide you in doing things correctly, but it also ensures everyone gets fair treatment. Policies should also allow for some flexibility and level of interpretation, as everyone’s circumstances are different.

Retain Records

Try to keep an attendance history, just in case of potential disputes. They may come in useful, at least to provide clarity and consistency.

Workplace Call-Outs: Keeping Things Moving During Staff Absence

In the end, it’s all about working together. Your manager wants to ensure you get the rest you need and that you’re well. You want to ensure you recover and that your team doesn’t suffer.

Look after your team with good communication and a handover where necessary, and your employer should give you space to recover. Your manager may even make suitable adjustments, so you can work as you recover.