Sick today: should an employee call or text?
Updated: 3 days ago
An employee wakes up unwell and sends a text just before their shift. Their manager says they should have called. Who is right? The practical answer depends on the organisation’s sickness reporting procedure, whether the message reached the right person, and what the employee was reasonably able to do.
Start with a clear reporting procedure
Employers should tell staff whom to contact, when to do it and which methods they can use. A call to the line manager is often useful at the start of an absence: the manager can check immediate cover, ask when the employee expects to update them and offer support. A brief written follow-up provides a record for both sides.
But a call will not always be possible. Someone may be in hospital, have lost their voice, be experiencing a mental health crisis or have a disability that affects phone use. A sensible policy explains what to do in those circumstances, such as a text, email or a message from someone acting on the employee’s behalf.
Is a text enough?
There is no blanket UK rule that sickness must be reported by telephone. The employee should follow the employer’s published procedure where they reasonably can. If the policy accepts texts, they should send the message to the named contact in good time and check that it has been received. If the policy asks for a call but they cannot call, they should use the quickest available method to notify the employer and explain the difficulty when able.
Employers should distinguish a genuine communication problem from someone simply ignoring a reasonable procedure. A text that was promptly received still gives the business notice of the absence; the response should be proportionate to the circumstances.
What should the employee say?
The initial message can be simple: “I’m unwell and not fit to work today. I’m letting you know before my shift. I’ll update you tomorrow, or sooner if anything changes.” The employer may need enough information to plan cover or identify support, but the employee should not be pushed to disclose unnecessary medical details to a group chat.
What does the law require?
For Statutory Sick Pay, the employee should notify the employer within the deadline the employer has set, or within seven days if no deadline has been set. GOV.UK says an employer cannot insist on being told in person or on a special form. An employee can self-certify for the first seven calendar days of sickness; a fit note is normally needed if the absence lasts more than seven days. These are statutory rules, while the organisation’s policy supplies the practical reporting route.
A simple policy wording to consider
“If you are unable to work because of sickness, contact your line manager as soon as reasonably possible and before your normal start time where you can. Please phone in the first instance. If you cannot reasonably make a call, send a text or email to your manager, or ask someone to contact us for you. Tell us that you are unable to work, your expected next update and any urgent work that needs handing over. We will confirm receipt and agree appropriate contact during your absence.”
The exact wording should fit the workplace, including shift cover arrangements and any adjustments an employee needs. Managers should apply it consistently and respond with care.
The HFactor view
A good sickness reporting process gives the business timely information without turning an unwell employee’s first contact into a dispute. If your absence policy is unclear, The HFactor can help you make it practical for managers and fair for employees. Book a free initial conversation at www.the-hfactor.com.
Sources: Acas, “Creating absence policies” and “When an employee is off sick”; GOV.UK, “Statutory Sick Pay: Notice and fit notes” (checked 23 September 2026).
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