Asking for Time Off in Japanese: Sick Days, Lateness and Leave

Some of the most stressful Japanese you’ll use at work isn’t in meetings. It’s the short messages: telling your manager you’re sick, that your train is delayed, or that you’d like a few days off. These moments come with set phrases, and using them makes a difficult message sound polite and professional. Here is what to say, and how.

First, know your company’s rules

How you request leave, who you tell and how far in advance all depend on your employer. Your employment contract and your company’s work rules (就業規則, shūgyō kisoku) set out the details, and many companies use an online system for leave requests. Your rights to paid leave and sick leave are set by Japanese labour law and your contract, and can depend on things like how long you have worked there. If you’re unsure, ask HR or check official guidance from Japan’s labour authorities. This article covers the language, not the rules.

Calling in sick

Tell your manager as early as possible, before your working day starts, using whatever method your team uses: a phone call, chat or email. Keep it short and clear.

You don’t need to describe your symptoms in detail. 体調不良 (“feeling unwell”) is the standard, polite phrase. For medical vocabulary at the clinic itself, see our guide to Japanese at the doctor and pharmacy.

Running late

Trains in Japan are usually punctual, but delays happen. Let your team know before your start time, and if a train is delayed, many railway companies issue a delay certificate (遅延証明書, chien shōmeisho), which some companies ask for.

• 電車が遅れているため、10分ほど遅れます。申し訳ありません。 (“My train is delayed, so I’ll be about ten minutes late. I’m sorry.”)
• 寝坊してしまい、30分ほど遅れます。申し訳ありません。 (“I overslept and will be about 30 minutes late. I’m sorry.”) Honesty is generally better than an excuse.

Asking for a day or a holiday off

For planned leave, ask early and check your team’s calendar first. Avoid busy periods if you can, and offer to arrange cover for your work.

• 来月の10日に有給休暇をいただきたいのですが、よろしいでしょうか。 (“I’d like to take paid leave on the 10th next month. Would that be all right?”)
• 家族の用事で、来週の金曜日に休みをいただけますでしょうか。 (“Could I take next Friday off for a family matter?”)
• 休み中の業務は〇〇さんに引き継いでおきます。 (“I’ll hand over my work to … while I’m away.”)

Paid leave is 有給休暇 (yūkyū kyūka), often shortened to 有給 or 有休. You don’t always have to give a detailed reason; 私用のため (“for personal reasons”) is a common, accepted phrase.

Leaving early or stepping out

• 本日、通院のため16時に早退させていただけますか。 (“Could I leave at four today for a medical appointment?”)
• 少し席を外します。 (“I’m stepping away from my desk for a bit.”)
• お先に失礼します。 (“Excuse me for leaving before you.” The standard phrase when you go home. Colleagues often reply お疲れ様です.)

Notice the pattern 〜させていただけますか: it literally asks permission to do something, and is a very polite way to make requests about your own schedule. Our guide to keigo for work explains how it works.

After you return

When you come back from sick leave or a holiday, a short thank-you to the team is a common courtesy: 昨日はお休みをいただき、ありがとうございました。 (“Thank you for letting me take yesterday off.”) Some people bring a small box of snacks to share after a longer trip, but this is a custom, not a rule.

Practise before you need it

These messages are easiest to get right when you aren’t sick, late or stressed. Write templates for the most common ones and keep them in your phone. A tutor can check your templates and role-play the phone call, so that on the morning you need them, the words are ready. For other everyday workplace phrases, see writing chat messages at work.