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This guide provides guidance on conducting effective return to work (RTW) interviews after periods of absence, helping managers gather relevant information, address any concerns or barriers, and facilitate a smooth transition back to work.
Before conducting a return to work interview, identify a private room where the meeting can take place without interruption, consider whether it would be best to conduct the meeting over the phone or face to face, and gather any relevant information you might need at hand, such as the employee's absence record or fit note.
It is also a good idea to plan a loose structure for the interview to ensure all bases are covered. Examples of return to work interview questions include:
What caused the absence? Was work a contributing factor?
Is this an ongoing or recurring condition?
Did you see a GP? What was the outcome?
How are you feeling now? Do you feel able to return?
Could it happen again? Is there anything that can be done to prevent recurrence?
What adjustments might help facilitate a return to work? (For example, can changes be made to their working pattern, physical work environment and/or role?)
What support do they need to get back on track? (They might need refresher training, a prioritised action plan, etc.)
| Key resources
Return to work interview - model form
Benefits of return to work interviews
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The primary purpose of a return to work interview is to welcome the employee back, discuss the reasons for their absence and confirm that they are fit to attend work.
It is also an opportunity to bring the employee up to speed with any changes that have occurred during their absence, develop a return to work plan (which might include making reasonable adjustments), and identify any underlying health concerns that need to be addressed.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Managers guide to return to work interviews, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our Absence Improvement Checklist Form Template streamlines tracking and managing employee absences, enhancing productivity and reducing absenteeism.
The Return to Work Interview Script provides a practical framework for managers and HR professionals to conduct a consistent, supportive return-to-work discussion after sickness absence.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Managers guide to return to work interviews, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
How this content is developed and reviewed
The Managers guide to return to work interviews is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing sick management processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
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