Calling in Sick to Work in Japan: How to Tell Your Boss and What to Expect

Updated: 2026-09-17

Quick answer

Miya, the GetConnectedJapan guide, standing at the reception counter of a Japanese clinic. — On a morning I feel unwell, I let work know first, then head to the clinic reception.

Hi, I'm Miya, and I help newcomers settle into life in Japan. Waking up with a fever on a workday is miserable, and it's even harder when you're not sure how things are done at a Japanese workplace. This guide is about the practical side of that morning: who to contact, what to say, and what usually happens next. For your legal leave rights and general office culture we have separate guides, and there's another one on seeing a doctor at a clinic.

The short version: contact your direct manager before your start time, using the method your company expects, which is often a phone call and sometimes a chat message. Say simply that you're unwell and can't come in, and mention anything urgent that needs covering. Many people use paid leave for the day, and some workplaces may ask for a doctor's note. Every company has its own rules, so check your work rules or ask HR, and please treat this as general practice rather than legal advice.

Check your company's rules before you need them

The best time to learn the sick-day procedure is on a day you feel fine. Most companies have work rules, called shūgyō kisoku (就業規則), and many also have a simple internal guide explaining how to report an absence. Look for who you should contact, whether a phone call is required, and by what time. If nothing is written down, asking your manager or a colleague in your first weeks is completely normal.

It helps to save your manager's number and your team's contact details in your phone ahead of time. Some workplaces use a shared attendance system or a group chat, and shift-based jobs may ask you to call the store or site directly. If you work through a staffing agency, you'll often need to tell both the agency and the workplace. Knowing this in advance means you won't be searching for numbers with a high temperature.

On the morning: phone call or message?

In many Japanese workplaces the traditional expectation is a phone call to your direct manager, your jōshi (上司), before work starts. Calling a little before your start time, rather than at the last minute, is usually appreciated. More and more offices accept a message through a work chat tool or email, especially for desk-based roles. If your company allows messages, it's still a good idea to check that your manager has actually seen yours.

If you can't reach your manager, try the next person your team would expect, such as a team leader or the department office, and leave a short message. Keep it brief: that you're unwell, that you won't be in today, and whether you plan to see a doctor. If you had meetings, deadlines or customer appointments, mention them so colleagues can cover. You don't need to share detailed medical information unless your company's process asks for it.

Simple Japanese phrases to use

A short, polite call works well. You might start with 'Osoreirimasu, [your name] desu' (恐れ入ります、〇〇です), then say 'Taichō ga warui node, honjitsu wa oyasumi o itadakitai desu' (体調が悪いので、本日はお休みをいただきたいです), meaning you're unwell and would like to take today off. If you have a fever, 'Netsu ga arimasu' (熱があります) is clear and simple. Adding 'Go-meiwaku o okake shimasu' (ご迷惑をおかけします), an apology for the inconvenience, is a common courtesy.

To say you'll see a doctor and report back, use 'Byōin ni itte kara, mata go-renraku shimasu' (病院に行ってから、また連絡します). If you're writing a message, the same phrases work, and simple Japanese or English is fine if that's how your team usually communicates. Keeping a short template saved in your phone's notes can make the morning much easier. Your manager will often reply with 'Odaiji ni' (お大事に), which means take care of yourself.

Paid leave, unpaid absence and doctor's notes

Japan generally has no separate legally required sick leave, so many people use their annual paid leave, nenji yūkyū kyūka (年次有給休暇, often shortened to yūkyū), for a sick day. Some companies let you apply for it after the fact, while others may treat an unplanned day off as an unpaid absence, called kekkin (欠勤). Some employers also offer their own sick leave as a company benefit. Your work rules or HR can tell you which applies to you.

Whether you need a doctor's note, a shindansho (診断書), depends on the company. It's more often requested when you're off for several days in a row, or when you're applying for special leave. Clinics can usually issue one if you ask at reception, though there is normally a separate charge, so check with HR first whether it's actually needed. Keeping receipts and any paperwork from the clinic is a sensible habit either way.

Flu and other infectious illnesses

With infectious illnesses such as influenza, the norm in Japan is to stay home rather than push through. Many workplaces ask you to stay off for several days, and some borrow the approach used for schools, which looks at both the days since symptoms started and the days since your fever went down. Some companies may also ask what the clinic said before you return. Because rules vary, follow what your company and your doctor tell you.

When you contact your manager, it helps to mention if a doctor has diagnosed something infectious, since your team may need to plan for a longer absence. If you're not sure yet, say you'll update them after seeing a doctor. For current public health guidance, your municipal office, your local public health centre, hokenjo (保健所), or the Ministry of Health, Labour and Welfare (厚生労働省) are good places to check. Wearing a mask for a while after you return is common and usually appreciated.

Going back to work and longer absences

On your first day back, a short word to your manager and the colleagues who covered for you goes a long way. Something like 'Kinō wa go-meiwaku o okake shimashita. Arigatō gozaimashita' (昨日はご迷惑をおかけしました。ありがとうございました) is a natural way to apologise for the trouble and say thank you. Check whether you need to submit a leave request in the attendance system or hand in a doctor's note. Then catch up on anything that was passed to others while you were away.

If you're unwell for longer, keep in touch with your manager at the agreed times and talk to HR early. People covered by employer health insurance may be able to receive a sickness allowance, shōbyō teate-kin (傷病手当金), when they can't work for an extended period, and HR or your health insurance provider can explain the conditions. If the illness or injury is related to your work, ask HR about workers' accident compensation too. Your health comes first, and taking time to recover properly is widely understood.

A phone number that works on the days you feel worst

When you think about it, almost every step on a sick morning happens on your phone: calling or messaging your manager, booking a clinic slot, finding a clinic that's open, and replying to HR. The clinic and your workplace may also want to call you back during the day. That's why a working Japanese phone number with data matters most on exactly the days you feel worst. Setting one up is simple — you apply online with your residence card, verify with a quick eKYC, and eSIM-capable phones can often connect the same day in about fifteen minutes.

Have a look at our setup guide for eligibility and the step-by-step, and confirm current terms on the page before you apply. Learn your company's sick-day rule now, save your manager's number and a short message template, and when the day comes you can focus on resting. I'll be right here to help.