Conducting a return-to-work interview is an essential step in managing employee absences effectively. These interviews not only ensure that employees feel supported but also help businesses identify and address potential workplace issues. This comprehensive guide is tailored to the UK context, incorporating best practices and legal considerations to make your return-to-work interviews successful and impactful.
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Jump to:
- Why are return to work interviews important?
- Steps for a successful return to work interview
- How to prepare for a return to work interview as an employer
- Key questions to ask in a return to work interview
- Best practices for return to work interviews
- How to structure a return to work interview
- Discussing workplace adjustments in a return to work interview
- How to document a return to work interview effectively
- Addressing performance concerns and resistance
- Return to work interviews for specific situations
- How to follow up after a return to work interview
- Conclusion
Why are return to work interviews important?
The importance of return to work interviews
Return-to-work interviews serve multiple purposes:
Benefits of return to work interviews
Return-to-work interviews benefit both employees and employers:
Steps for a successful return to work interview
1. Prepare for the interview
How to prepare for a return to work interview as an employer
- Review the employee’s absence history and any relevant documents, such as medical certificates.
- Familiarise yourself with workplace policies and legal requirements for absence management.
- Use return-to-work interview templates for employers to guide the process and ensure consistency.
2. Schedule the interview
- Arrange the meeting on the employee’s first day back or as soon as possible thereafter.
- Allow enough time for an in-depth conversation, showing that the employee’s concerns matter.
3. Create a supportive environment
Creating a supportive environment for return to work interviews
- Choose a private, neutral setting for the discussion.
- Begin the interview with a warm, empathetic tone to put the employee at ease.
- Reiterate that the purpose is to support their return, not to criticise or interrogate.
4. Discuss the absence
Tips for discussing employee needs in a return to work interview
- Use open-ended questions to explore the reasons for the absence.
- Avoid making assumptions or casting judgment.
- Respect the employee’s privacy, particularly when discussing sensitive topics.
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Learn moreKey questions to ask in a return to work Interview
These questions help establish trust and allow employers to assess employee readiness while offering support.
Best practices for return to work interviews
Balancing professionalism and support:
How to show empathy during a return to work interview
- Actively listen to the employee’s concerns.
- Acknowledge their challenges and express a willingness to help.
- Balance professionalism and support by addressing concerns while maintaining clear boundaries.
Addressing sensitive topics
How to address sensitive topics in a return to work interview
- Approach discussions about mental health or chronic illness with sensitivity.
- Be clear about the confidentiality of the interview.
- Ensure compliance with UK employment laws, such as the Equality Act 2010.
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How to structure a return to work interview
Guidelines for structuring a return to work interview
Discussing workplace adjustments in a return to work interview
Explore options for flexible working hours, reduced duties, or additional training.
Use resources like occupational health services to determine reasonable adjustments.
Ensure compliance with legal requirements to avoid discrimination claims.
How to document a return to work interview effectively
Use a standardised return-to-work interview questions template.
Record key points, agreements, and any workplace adjustments.
Store documentation securely to comply with GDPR.
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Addressing performance concerns and resistance
How to handle resistance during a return to work interview
- Stay calm and focus on solutions rather than problems.
- Highlight how the interview aims to support, not penalise, the employee.
Addressing performance concerns in a return to work interview
- Be specific about areas needing improvement, but remain constructive.
- Link performance discussions to resources and support available.
Return to work interviews for specific situations
Return to work interviews after long-term sick leave
- Assess physical and mental readiness to resume work.
- Arrange phased returns if necessary to support gradual reintegration.
Return to work interviews for mental health leave
- Offer access to mental health resources and counselling services.
- Ensure conversations are empathetic and private.
Return to work interviews after maternity leave
- Discuss any changes in responsibilities or schedules to accommodate childcare needs.
- Explore options for flexible working arrangements or reduced hours if required.
- Ensure the employee is informed about their rights, such as breastfeeding facilities or shared parental leave opportunities.
- Provide reassurance and resources to help rebuild confidence after an extended absence.
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How to follow up after a return to work interview
- Schedule a follow-up meeting within a few weeks to review the employee’s progress.
- Make any necessary adjustments based on their feedback.
Return to work interview follow-up email template:
Subject: Welcome back: next steps after your interview
Dear [Employee Name],
Thank you for meeting with us to discuss your return to [Company Name]. We are thrilled at the opportunity to welcome you back to the team and were inspired by the insights you shared during our conversation.
Your contributions during your previous tenure were invaluable, and we’re eager to align your return with both your professional aspirations and the evolving needs of [Company Name].
What happens next:
- Timeline: We’re aiming to finalise the next steps, including your role details and start date, by [specific date].
- Additional information: If there are any further updates or information needed, we’ll be in touch.
- Contact: For any questions or clarifications in the meantime, please reach out to [Contact Name] at .
We’re committed to ensuring a smooth and supportive transition as you rejoin us. To help with this, we’ve prepared resources to ease your return and refresh your connection with the company’s goals and culture. You can access them here: [link to resources or employee portal].
We’re truly excited to have you back on board and look forward to working with you to achieve even greater success together.
Best regards,
[Your Full Name]
[Your Job Title]
[Contact Information]
Does your returning employee want more flexibility?
Check out our guide on flexible working for employers
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Conclusion
Return to work interviews, when conducted thoughtfully and consistently, are a powerful tool for improving employee engagement and reducing absenteeism. Use this guide to ensure your process is compliant, empathetic, and effective.
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