Calling in Sick and Asking for Time Off in English at B1
Being ill in a foreign country is hard enough. Having to tell your manager in English, quickly and politely, can make it worse. This article gives you short phrases and ready messages that you can copy, and explains the words that are different in British and American English.
This article is written at B1 level, so the sentences are short and simple. You do not need to be fluent to send a good message to your manager. You need to say four things: who you are, what the situation is, how long it will last, and what you will do about your work.
If you need to speak to a doctor as well, English at the doctor covers the words for symptoms and appointments. Here we focus on the work side: telling your manager, and asking for time off.
Calling in sick: the main phrases
In English, the usual expression is to call in sick. It means to tell your workplace that you are ill and cannot come. You can do this by phone, by message or by email, depending on the company. Check the rule in your first week, because some teams want a phone call, and others prefer a message in a chat tool.
Say it early, ideally before your work starts. You do not need to explain your illness in detail. It is normal to keep it private.
| What you want to say | Phrase |
|---|---|
| I am ill | I am not feeling well. |
| I cannot work | I am not able to come in today. |
| I am sick (simple) | I am sick today, so I cannot work. |
| How long | I hope to be back tomorrow. |
| Not sure how long | I will let you know tomorrow morning. |
| Work plan | I will check my email if I feel better later. |
| Handover | Anna can help with the report. It is in the shared folder. |
| Apology | I am sorry for the short notice. |
A short message you can copy
Here is a message for a chat tool or a short email. Change the words in the brackets. Notice that it is only four sentences, and that it has the four parts we mentioned: the situation, the time, the work, and the polite ending.
Hi Sam, I am not feeling well this morning, so I cannot work today. I hope to be back tomorrow, and I will tell you if that changes. The report is in the shared folder, and Anna knows where everything is. Sorry for the short notice.
If you call by phone, a very short version is enough: Hello, this is Maria from the design team. I am not feeling well, so I cannot come in today. I will send you a message tomorrow morning.
Ill for more than a day
If you are ill for several days, update your manager each morning in one line. This is a good habit and it keeps trust. Many employers also ask for a document from a doctor after a few days, but the rule depends on the company and the country, so ask your manager or HR what your workplace wants.
Useful lines: I am still not well, and I will not be in today. The doctor says I need to rest for three days. I will send the document as soon as I have it. I am feeling better, and I plan to come back on Monday.
Asking for holiday or leave
Asking for time off is different from calling in sick, because you plan ahead. Ask early, give exact dates, and say what will happen with your work. A polite request begins with could I or I would like to.
The pattern is simple: request, dates, short reason if you want to give one, and a work plan.
- I would like to take a week off in August. Is that possible?
- Could I take leave from the 10th to the 14th of March?
- I would like to book two days off next month for a family visit.
- I have not taken any holiday this year, so I would like to plan a longer break.
- I will finish my tasks before I go, and Tom can cover urgent things.
- Please let me know if those dates are a problem for the team.
Doctor and other appointments
You may need a short absence for a doctor, dentist or official appointment. Give the day and time, and how long you expect to be away. You do not have to say the reason.
A short message: Hi Sam, I have a doctor appointment on Thursday at 10 a.m. I will be away from the office for about two hours and I will work later in the day to catch up. Is that all right?
| Situation | Phrase |
|---|---|
| Doctor visit | I have a doctor appointment tomorrow at 9. |
| Dentist | I need to go to the dentist on Friday afternoon. |
| Official paper | I have an appointment at the town hall on Monday morning. |
| Leaving early | Is it all right if I leave an hour early today? |
| Coming in late | I will be about an hour late tomorrow. |
| Working later | I can make up the time in the evening. |
British and American words
The same things have different names in the UK and the US. Both sets are understood in most workplaces, but you will hear one of them, so copy the people around you. The table shows the main pairs.
One more note: in British English, holiday can mean a trip, and also the time you take off work. In American English, holiday usually means a public day such as Christmas, and the time off is called vacation.
| Meaning | UK | US |
|---|---|---|
| Paid time off for rest | annual leave, holiday | vacation, PTO (paid time off) |
| A day when you are ill | sick day, day off sick | sick day |
| Paid time when ill | sick pay | sick leave, sick pay |
| Paper from the doctor | sick note, fit note | doctor note, doctor excuse |
| Public day off | bank holiday | public holiday, federal holiday |
| To ask for time off | book leave, book a day off | request time off |
| Part-time appointment absence | time off for an appointment | personal time |
Small words that matter
A few more words are useful. To take a day off is to not work for one day. To be off work means you are away. To be back means you have returned. A rota is a UK word for the work schedule. A shift is a work period, especially in shops, hospitals and factories. If you change shifts with someone, you swap shifts.
You can find more everyday words in the B1 vocabulary list and in the work vocabulary.
Keeping the messages ready
You never want to search for words when you feel ill. Before you need them, save two or three messages from this article as flashcards in the app, and review them now and then. When you are unwell, you can copy the message, change the name and the date, and send it. The grammar check can also look at a message before you send it if you are unsure.