Return to Work Interviews: An Employer’s Guide To Carrying Out a Return to Work Interview

A return to work interview is carried out with an employee on their return to work following a period of sickness absence. Return to work interviews are not required by law, but they play a very useful role in monitoring sickness absence and are considered good practice.

Return to work interviews should be carried out as soon as possible after the employee has returned to work, and notes should be taken in the interview to document what has been discussed.

A return to work interview doesn’t require the employer to medically assess employees, but they are a means of making sure the employee is fit and well enough to return to their duties.

If any workplace adjustments, such as amended duties or phased return-to-work plans, are recommended, the return-to-work interview is a good opportunity to discuss and agree these arrangements.

The aims and benefits of return-to-work interviews include:

1.     Supporting Employee Wellbeing

After a period of sickness absence, employees may face challenges such as anxiety about their workload, concerns about health, or even difficulties reintegrating into their team—this is especially relevant if they have been absent for an extended period.

Return-to-work interviews offer a supportive platform where these concerns can be addressed, and any necessary accommodations can be made, such as a phased return or adjustments to their duties.

2.     Reducing Sickness Absence Levels

Consistently conducting return-to-work interviews can help reduce absenteeism by identifying any underlying issues that may contribute to frequent absences.

Return-to-work interviews allow employers to discuss potential problems such as mental health concerns, workplace stress (e.g., high work levels, workplace bullying) or personal circumstances that may affect the employee’s ability to attend work regularly.

3.     Legal Compliance and Record Keeping

Return-to-work interviews can serve as evidence that an employer is taking reasonable steps to support the employee and manage absences appropriately, which could be beneficial in the event of disputes or employment tribunals.

4.     Duty of Care and Disability Support

A return to work interview will give an employee the opportunity to make the employer aware of any newly diagnosed medical conditions or deterioration in any existing conditions.

The employer has a duty of care to support employee well being in the workplace, and where the employee has (or has recently been diagnosed with) a disability, a return to work interview will prove a useful tool in discussing and agreeing how the employer may support the employee at work through reasonable adjustments or other temporary changes to the work environment.

Return to work interviews will also serve as an early indicator of whether further medical steer may be required, such as obtaining consent for a medical report or making a referral to occupational health.

5.     Red Flags

Return to work interviews are useful in managing frequent absence, for example, where an employee’s absences are high, and they are not related to disability or pregnancy. You may notice patterns forming, such as a tendency to be absent on Mondays and Fridays, after bank holidays, or perhaps absence reporting procedures have not been followed.

A return to work interview is a good opportunity to explore this, reinforce the rules around absence reporting, and forewarn that an improvement in attendance is required.

The person who manages the employee should do the return-to-work interview where possible because they know the employee and are best placed to agree on any adjustments, such as light duties or amended hours.

Otherwise, if you have an HR department, they are likely to carry out return-to-work interviews and then feedback to managers.

No. Return to work interviews are not formal hearings. This means there is no requirement for the employee to be accompanied, unless appropriate.

A return to work interview could be used to reinforce rules regarding absence reporting, and depending on the circumstances, the return to work interview could also serve as an instruction to the employee to improve their attendance levels.

This means that return to work interview documents could be used as evidence if formal proceedings, such as medical capability or disciplinary action, are required later down the line, but the return to work interviews themselves are informal.

Do return to work interviews have to be carried out after every instance of sickness absence and how long should they last?

It’s good practice to do so—those odd days off here and there quickly add up, so try to get into the habit of carrying out return to work interviews after every instance of sickness absence.

The length of a return to work interview will depend on how long the employee has been absent and whether any adjustments or phased return arrangements are being discussed. Where possible, they should be carried out face-to-face, but this isn’t essential. The key is to have a consistent approach and carry them out regularly.

The questions may vary depending on the circumstances, but the key considerations are as follows:

1.     Preparation and Planning

Before the interview, the manager should review the employee’s absence record and any related documentation, such as fit notes from a medical practitioner.

They should also consider any adjustments that might need to be discussed, such as changes to workload, hours, or workplace accommodations.

Make a list of questions you intend to ask. Avensure will happily review and advise on any questions you intend to ask.

2.     Introductions

The interview should start with a welcome back to work.

Make clear that the interview is informal and is there to support the employee back to work. Let the employee know that notes will be taken, but they may request a copy if they wish.

3.     Discussing the Absence

The next step is to discuss the reason for the absence. This should be done tactfully, focusing on how the employee is feeling now and whether they feel well enough to be back at work.

If any adjustments are recommended, such as a phased return or amended duties, these should be discussed and agreed with the employee.

Adjustments, such as amended duties or a phased return to work, may include temporary changes to working hours, additional breaks, varied/lighter duties, changes to shift patterns, or a temporary change to work location—such as working from home.

In cases of mental health or stress-related absence, it’s important to be particularly sensitive and remind the employee of access to any employee assistance programmes.

4.     Setting Expectations

A return-to-work interview is also an opportunity to clarify expectations going forward. This might involve reviewing the employee’s job responsibilities, workload, and any adjustments that have been made.

The manager should ensure the employee feels confident and ready to resume their duties without feeling overwhelmed. If a phased return to work is being implemented or the reason for absence relates to an ongoing medical condition, it is advisable to agree on timescales for further meetings with the employee to review any arrangements that have been put in place.

5.     Record Keeping

It’s essential to keep a record of the interview, outlining the key points discussed, any agreed adjustments, and any further steps that will be taken.

This documentation can be useful for both the employer and employee, providing a reference point for future conversations if needed.

Please ensure that the employee signs the minutes from the meeting.

1. Confidentiality: Ensure that all discussions during the interview remain confidential, particularly when dealing with sensitive health information.
2. Consistency: Conduct return to work interviews consistently for all employees, regardless of the duration of the absence, to avoid any potential claims of unfair treatment or discrimination.
3. Training: Managers should be trained in how to conduct return to work interviews effectively, particularly when dealing with complex issues such as mental health, long-term illness, or disability.

Return-to-work forms are available from Avensure, and our experts are ready to assist with any questions you may have. Click here: Avensure Contact!