How To Tell Your Boss You Can’t

Work a Shift With Tact

Indeed Editorial Team

Updated December 3, 2022

Video: Common Phrases To Avoid at Work (And What to Say

Instead!)
Drew explores three common phrases found in the
workplace and suggests alternatives to "No", "Great job"
and "Thank you" to improve communication at work.
Sometimes, you may not be able to work a scheduled work shift.
Learning how to tell your boss you can't work a shift tactfully
improves your workplace relationships and your own time
management.In this article, we explain ways to request a shift off
from work in different circumstances and provide examples of how
to do so.

Why is open communication with your

supervisor important?
Here are some important reasons for communicating openly with
your supervisor about time off:

 It limits burnout: Taking time off when you have to

handle family emergencies or personal obligations can
limit future burnout, allowing you to enjoy your job more
and be more productive.
 It sets a healthy precedent: By being honest and
communicating with your manager about how often you
can work, you set realistic expectations about future
scheduling. For example, constantly agreeing to cover
shifts for colleagues on your day off may create an
expectation that you always work on your time off.
 It helps you plan your schedule: Coming to an
agreement about your work schedule with your
manager ahead of time can make it easier to make
personal plans and coordinate your workload.
Related: 10 Tips for a Better Work-Life Balance Now (That Actually
Work)
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How to tell your boss you can't work a shift

When you have a shift on your schedule you're unable to work, talk
to your boss about the issue by following these steps:

1. Confirm your schedule

First, make sure you have the correct information about your work
schedule and personal obligations. If you can adjust your personal
agenda and meet your workplace responsibilities, it's always a good
idea to uphold your original work schedule commitments. Checking
ahead of time prevents any miscommunications. Review your
schedule and confirm the dates and times of your shift to verify your
availability.

2. Ask to have a conversation

Ask to have a meeting with your supervisor and talk about your
schedule. Having a conversation lets you confirm your manager got
your message, approved your time off and found a way to
redistribute your responsibilities or cover your shift.Related: How
To Ask for a Day Off: Tips, Template and Example

3. Give as much notice as possible

As soon as you know you aren't able to work a planned shift,

communicate with your manager. Giving ample notice is polite and
professional because it allows your supervisor and coworkers to
rearrange their shifts or duties to facilitate their workflow for the
day. Although last-minute emergencies do happen, it's important to
provide as much advance notice as you can.

4. Acknowledge your obligation

When you bring up the conversation, start by being understanding of

your responsibilities and your previous obligation. Being self-aware
and accountable about taking one of your scheduled shifts as a day
off shows your supervisor you acknowledge your long-term role.
Here are some ways to start the conversation:

 "I know that I usually work on Fridays, but I'm unable to

work on the sixth."
 "I understand that my standard schedule goes from one
to nine, but I had an emergency come up."
 "I realize that I'm on the schedule this Sunday morning,
however, I'm no longer available."

Related: How To Nicely Say "No" (With 50 Examples)

5. Provide a reason

Explain why you need to take time off in a professional way. Giving
a reason can make your manager more empathetic to your situation
and more willing to work with your schedule. If you need to take
time off for a private reason, such as a health concern or a personal
family issue, you can discuss it in general terms. Be honest, and if
you're sick, be ready with a doctor's note. Here are some examples
of professional explanations to take last-minute shifts off from
work:

 "I'm sick with strep throat and am still contagious, so I

won't be able to come into the office."
 "I had an emergency in the family and am going to be
out of town for the next three days."

Related: Good and Bad Excuses for Missing Work

6. Plan ahead for your workload

If possible, ask a colleague to cover your shift or trade shifts with

you, pending approval from your supervisor. You can also make a
plan for completing work ahead of time or finishing projects on
another day. Talking to your manager about these plans can
reassure them you can accomplish your goals while taking an
unplanned day off. Some ways to negotiate this include:

 "Although I'm unable to come in tomorrow, I talked to

Sarah, and she's willing to take my shift, if you
approve."
  "I'm happy to stay late on Tuesday to finish up my
client calls or come in on Saturday to make up for any
other work."

Related: How To Appropriately Call Out of Work

7. Offer to make up the time

After explaining your new availability, offer to make up your time,

such as working late on other days or taking on an extra shift on
another day to accommodate for the inconvenience. This shows
that you're truly taking the day off because of unavoidable
circumstances and that you have the best interests of the team in
mind. Make a reasonable offer that you're confident you can uphold.

8. Understand the consequences

If you're absolutely unable to work a scheduled shift, be prepared

for any potential outcomes. Understand that your supervisor may
not accept your request for time off, so not coming to work may
result in disciplinary action.Assess your priorities and understand
the results of missing your shift compared to missing your personal
obligations. Communicate to your supervisor about your final
choice, and be respectful of their decision as well.

9. Be firm about optional shifts

When a supervisor asks you to take a shift on your day off or asks
you to cover a colleague's shift and you're unavailable, be kind but
firm. Remember that you're not responsible for working outside of
your set schedule.It's nice to help your colleagues cover shifts
when possible, but ensure you have your own time to recharge and
handle your personal obligations before accepting. Here are a few
ways to tell your manager that you're unavailable to pick up
additional shifts:

 "Unfortunately, I already have plans during that time. I

hope you can find someone!"
 "I'm sorry, I'm going to be out of town with my family.
I'll see you at my next scheduled shift on Monday."
 "I'm unavailable during that time, but if you need any
help on Saturday, feel free to let me know."