how to call out of work for personal reasons sample

Daniel Parker

3 min read

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18-01-2025

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Calling out of work can be tricky, especially when dealing with personal matters. This guide provides sample scripts and best practices to help you navigate this situation professionally and respectfully. Remember, honesty is usually the best policy, while maintaining a level of privacy that's comfortable for you.

Understanding Your Company's Policy

Before you call, familiarize yourself with your company's absence policy. Knowing the procedure for calling out – whether it’s a specific phone number, online portal, or direct communication with your supervisor – will make the process smoother. Check your employee handbook or company intranet for details. Understanding your allotted sick or personal days is crucial.

Preparing for Your Call

Before you make the call, gather the following information:

• Your name and employee ID: Have this readily available to expedite the process.
• The reason for your absence (briefly): While you don't need to disclose personal details, have a concise explanation ready. "Personal reasons" is often sufficient.
• Your expected return to work: If possible, provide an estimated return date. If uncertain, simply state you'll update them as soon as you can.
• Contact information: Ensure your contact information is readily available for your supervisor to reach you if needed.

Sample Call Scripts

Here are a few sample scripts you can adapt to your specific situation:

Scenario 1: Short and Simple (Suitable for close relationships with supervisors)

"Hi [Supervisor's Name], this is [Your Name]. I'm calling to let you know I won't be able to come to work today due to personal reasons. I'll keep you updated on my return."

Scenario 2: More Detailed (If you need to provide a little more information)

"Hi [Supervisor's Name], this is [Your Name]. I'm calling to let you know I won't be able to make it to work today due to a personal matter. I expect to be back tomorrow, but I'll let you know if that changes."

Scenario 3: Unexpected Absence, needing to delegate tasks

"Hi [Supervisor's Name], this is [Your Name]. I'm calling to let you know I won't be able to come to work today due to an unexpected personal emergency. I apologize for any inconvenience this may cause. Could we discuss my urgent tasks and any potential delegation before I go?"

Scenario 4: Using company portal/email

If your company uses an online portal or email for absence reporting, follow their instructions carefully. A simple email stating "I will be absent from work today, [Date], due to personal reasons" may suffice. Be sure to adhere to any specific format or information requests from the system.

Best Practices for Calling Out

• Call early: Notify your employer as early as possible. This allows them time to adjust schedules and delegate tasks.
• Be professional and respectful: Maintain a polite and professional tone throughout the conversation.
• Keep it brief: Avoid unnecessary details about your personal life. A concise explanation is sufficient.
• Follow up: If your absence is unexpected or prolonged, follow up with your supervisor to provide updates.
• Document your absence: Keep a record of your absences, including dates and reasons. This can be helpful for future reference.

What NOT to Do

• Lie about your reason: Dishonesty can damage your credibility and trust with your employer.
• Over-explain: Keep the details concise and focus on the professional aspects of your absence.
• Call at the last minute: This shows a lack of consideration for your colleagues and employer.
• Be vague or evasive: A simple "personal reasons" is usually acceptable; unnecessary ambiguity can create suspicion.

Following these tips will help you call out of work professionally and respectfully while protecting your privacy. Remember, your employer appreciates being informed in a timely and appropriate manner.