Calling out of work before your shift starts can be a challenging situation. As an employee, you have a responsibility to show up for your scheduled shifts. However, sometimes emergencies or other issues arise that prevent you from making it in. In these cases, it’s important to know how to properly notify your employer that you won’t be coming in. Here are some tips on the proper protocol for calling out of work before your shift starts.
Give as Much Notice as Possible
Ideally, you want to call out of work as far in advance of your shift as you can. This gives your employer more time to arrange coverage for your position. If you know the night before that you won’t be able to make your morning shift, call then rather than waiting until right before you’re scheduled to come in. The more notice you can provide, the better.
Call, Don’t Text
When calling out, speak directly to your manager or supervisor if possible. Calling gives you the opportunity to have a direct conversation and explain your situation. It’s more professional than simply texting or emailing. Speak clearly and directly. Leaving a voicemail should be a last resort. Make sure to follow up later if you do have to leave a message.
Explain Why You Can’t Come In
When you call out, don’t just say you won’t be coming in. Explain the reason why so your manager understands why you can’t make it. Be honest about the situation. Whether you’re sick, have a family emergency or your car won’t start, let them know the details. Your manager will be more sympathetic if they understand why you can’t make it versus if you’re vague or evasive.
Ask What Documentation is Required
Many employers require documentation for call outs. Ask during your call what paperwork you need to provide. This could include a doctor’s note, repair invoices, or other documents. Have any necessary paperwork ready to submit when you return to work. Knowing the documentation rules ahead of time ensures you follow proper protocols.
Avoid Call Outs on Key Dates
While call outs are sometimes unavoidable, try not to call out on peak days when you know your team really needs you there. For example, call outs on holidays, busy seasons, or big inventory days can negatively impact operations. Your coworkers may have to cover your key tasks in addition to their own. Save call outs for slower days when possible.
Suggest Ways to Cover Your Shift
To make things easier for your manager, suggest ways your shift could potentially be covered when you call out. For example, “I know Jacob usually works mornings on Thursdays. Would it be possible for him to switch and take my afternoon shift today?” Having solutions in mind shows that you’re trying to minimize the impact of your absence.
Thank Your Manager
Before hanging up, thank your manager for understanding and give them a chance to ask any other questions about your absence. Expressing gratitude leaves the conversation on a polite, professional note and reminds them that you appreciate their flexibility.
Follow Up After Your Shift
Check in with your manager when you return to work after a call out. Make sure there are no lingering questions and see if there’s anything further they need from you. Following up demonstrates responsibility and accountability on your part.
Avoid Frequent Call Outs
While occasional call outs due to illness or emergencies are generally acceptable, make sure they don’t become a pattern. Frequently calling out can hurt your reputation and set you up for disciplinary action. Only use call outs when truly necessary. Keep your attendance record solid.
Have a Back Up Childcare Plan
For parents, childcare issues are one of the most common reasons for calling out. Make arrangements with a family member or sitter who can care for your child in a pinch if needed. Having a contingency plan prevents many last minute call outs.
Arrange Shift Swaps
If you know you’ll need a particular day off, proactively ask coworkers to swap shifts with you. Setting up the coverage yourself ahead of time prevents having to call out at the last minute. Most managers will be fine with shift trades as long as they’re arranged properly.
Save PTO for Emergencies
Rather than using PTO for extra vacation days, try to conserve some of your paid time off to use for unplanned call outs. Having an emergency PTO bank prevents lost wages when the need for an unexpected day off arises. Check with HR on policies for using PTO for call outs.
Conclusion
Calling out of a shift you’re scheduled to work can have significant impacts on your employer and coworkers. Make call outs only when truly essential and give as much advance notice as you can. Speak politely and directly with your manager, explain the reason for your absence, and offer solutions for covering your shift when feasible. Avoid frequent call outs, follow call out procedures, and have backup plans in place for potential situations requiring last minute time off. With proper preparation and communication, calling out responsibly minimizes disruption at work.
Common Reasons for Calling Out of Work
Some of the most common reasons employees call out of work at the last minute include:
- Being sick with cold, flu, stomach bug, etc.
- Oversleeping and missing the shift
- Childcare issues such as a sick child or school closure
- Transportation problems like a flat tire or dead car battery
- Bad weather making driving hazardous
- Personal or family emergency/crisis
- Injury or medical issue making it impossible to work
- Mental health day if severely stressed or depressed
Strategies for Avoiding Last Minute Call Outs
You can minimize the chances of having to make last minute call outs by:
- Getting plenty of rest so you don’t oversleep
- Having reliable transportation and contingency funds if repairs are needed
- Keeping good communications with coworkers about shift trades
- Ensuring you have reliable childcare options as a backup if needed
- Taking preventative health measures like flu shots, handwashing, etc.
- Managing stress levels and mental health proactively
- Planning alternate transportation options if bad weather is forecast
- Saving PTO time for genuine emergencies
How Managers Can Handle Call Outs
As a manager, dealing with last minute call outs can be challenging. Here are some tips for handling these situations effectively:
- Cross train employees so multiple people can fill in if needed
- Keep an updated list of reliable on-call staffers who can cover shifts
- Have clear call out procedures so employees know expectations
- Request documentation for any questionable call outs
- Express empathy for legitimate call out reasons
- Move staffers around to fill gaps, combine shifts if possible
- Assess call out trends to reduce chronic issues
- Have disciplinary protocols for excessive call outs
- Show appreciation to staff who provide extra coverage
Alternatives to Calling Out
In some cases, alternatives to calling out can help employees balance work obligations with other needs:
- Using accrued PTO or sick time
- Asking to work remotely/from home if able
- Requesting to swap shifts or extend a different shift
- Seeing if unpaid leave is an option
- Exploring FMLA if criteria is met
- Making up hours if policy allows
- Checking if shifts can be split between staffers
Impact of Call Outs on Coworkers
Last minute call outs can create problems for coworkers including:
- Increased workload to cover missing employee’s tasks
- Pressure to stay late or come in early to help out
- Stress and fatigue from being short-staffed
- Missed breaks or meals due to understaffing
- Lower morale and team frustration
- Reduced customer service with fewer staffers
- Being denied time off requests due to lack of coverage
- Inconsistent training and development due to gaps
Ethical Considerations
Ethically, employees should:
- Only call out when genuinely unable to work
- Provide as much notice as realistically possible
- Be honest about the reason for calling out
- Show empathy for the impact on coworkers
- Offer to make up hours if approved by manager
- Use call outs judiciously and avoid abusing attendance policies
- Cooperate with documentation requirements
- Communicate professionally and politely
Company Attendance Policies
To manage call outs, companies often institute policies such as:
- Require X hours notice for call outs unless due to emergency
- Allow no more than X call outs per month/quarter
- Issue write ups after X call outs within 12 month period
- Require doctor notes for call outs of 3+ days
- Allow only X number of undocumented call outs per year
- Allow make up of missed hours within X days
- Require employees find their own shift coverage
- Enable managers to send employees home for call outs without PTO
Call Outs versus FMLA
Key differences between call outs and FMLA absences:
- FMLA is protected federal leave, call outs are not
- FMLA has eligibility requirements, call outs do not
- 12 weeks of job-protected FMLA leave versus no guaranteed allowances for call outs
- FMLA requires formal paperwork and documentation
- Employers must maintain benefits during FMLA, call outs have no such requirement
- FMLA is for chronic conditions, call outs are for one off instances
- FMLA leave is unpaid, call outs may use PTO
Unprotected Leave Categories
Besides FMLA, other protected leave categories include:
- Jury duty
- Bereavement leave
- Military leave
- Voting leave
- Sick leave in some states
- Domestic violence leave
- Volunteer emergency responder leave
- Crime victim and witness leave
Call outs generally fall under unprotected leave and can be counted against attendance policies.
Steps for Requesting FMLA
To request FMLA, employees should:
- Review FMLA eligibility requirements
- Get paperwork from HR
- Have a medical provider complete health portion
- Submit completed paperwork to HR within deadline
- Provide additional documentation if requested
- Obtain approval from HR and manager
- Comply with recertification needs
- Communicate leave needs clearly
Troubleshooting Excessive Call Outs
For employees with chronic call out issues, managers can:
- Have a coaching session to set clear expectations
- Require documentation for every call out
- Explore underlying reasons and provide support
- Issue disciplinary warnings per policy
- Restrict unpaid time off
- Suggest FMLA if applicable
- Propose a modified schedule if possible
- Evaluate position fit and skills
- Discuss termination if no improvement
Balancing Work and Personal Needs
To balance work and life, managers and employees can:
- Communicate openly about challenges
- Cross train to fill gaps more easily
- Offer remote work options when possible
- Provide EAP resources to manage issues
- Consider flexible schedules where feasible
- Encourage use of accrued time off
- Be empathetic and understanding of needs
- Review policies to ensure they promote work-life balance
