how to call out of work text family emergency

Daniel Parker

2 min read

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23-01-2025

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Calling out of work is never fun, but sometimes a family emergency makes it unavoidable. Knowing how to handle this sensitive situation professionally and respectfully is key. This guide will walk you through the process, focusing on using a text message when appropriate, and emphasizing maintaining good communication with your employer.

When Texting is (and Isn't) Appropriate

While a phone call is generally preferred for serious situations, texting can be a suitable first step in certain circumstances. Consider these factors:

• Urgency: If the emergency requires immediate attention and you can't easily make a call, a brief text is acceptable.
• Your Relationship with Your Employer: If you have a close working relationship and your boss is generally understanding, texting might be alright.
• Company Policy: Some workplaces have specific policies on calling out sick or for emergencies. Check your employee handbook.

When to call instead: If the situation is complex, requires detailed explanation, or involves a significant amount of time off, a phone call is always better.

How to Text Your Boss About a Family Emergency

Clarity and brevity are crucial. Avoid unnecessary details; focus on the essentials:

• Start with a direct and professional greeting: "Hi [Boss's Name],"
• State the reason for your absence: "Due to an urgent family emergency, I won't be able to come to work today."
• Keep it concise: Avoid emotional details or lengthy explanations.
• Offer a solution (if possible): "I will check emails periodically for urgent matters." or "I'll let you know as soon as possible when I anticipate returning."
• Close professionally: "Thank you for your understanding."

Example Text:

"Hi [Boss's Name], Due to an urgent family emergency, I won't be able to come to work today. I will check emails periodically for urgent matters. Thank you for your understanding."

Following Up

After sending your initial text, follow up as soon as the situation allows. This might involve:

• A phone call: Once you're able to speak more clearly, call your boss to explain the situation further.
• An email: A formal email can provide more detail and serve as a record of your absence.
• Contacting HR: If the situation is extensive or requires additional support, contact your Human Resources department.

Maintaining Professionalism

Even in stressful situations, maintain a professional tone. Avoid:

• Overly emotional language: Keep your message factual and objective.
• Excessively detailed explanations: You don't need to provide intimate family details.
• Making excuses: Simply state the reason for your absence.

Addressing Potential Concerns

Your employer may have concerns about your absence. Be prepared to address these by:

• Being responsive: Answer calls and emails promptly when you can.
• Offering solutions: Suggest ways to minimize disruption to your work.
• Providing updates: Keep your employer informed about your situation and expected return date.

Remember, honesty and clear communication are key during a family emergency. Prioritize taking care of your family while maintaining professional courtesy with your employer. This balance will help mitigate potential negative consequences.