HR and Absence Management Glossary - Return-to-work Interview

What is a Return-to-work Interview?

A return-to-work interview is a structured conversation between an employee and their manager or HR representative following a period of absence. It is designed to support the employee’s return, address any concerns they may have, and ensure they are fit to resume their duties. The interview is typically held after any period of absence, but it is particularly important following long-term sickness absence, frequent short-term absences, or absences related to mental health.

The primary objectives of a return-to-work interview are to confirm that the employee is well enough to return, discuss any adjustments they may need, and identify any underlying issues that could lead to further absences. It also helps employers maintain accurate absence records and reinforces the importance of good attendance.

Why is a Return-to-work Interview Important?

Holding a return-to-work interview provides several benefits for both the employee and the organisation. It reassures employees that they are supported in their return and allows them to discuss any concerns about their health, workload, or workplace environment. For employers, these interviews help prevent future absences by identifying any potential problems early, such as stress, workload issues, or ongoing medical conditions that may require adjustments.

Return-to-work interviews also play a key role in absence management by ensuring that all absences are recorded properly and that policies are applied consistently. They can help deter unnecessary absences while fostering a culture of open communication and support.

What Happens During a Return-to-work Interview?

A return-to-work interview typically follows a structured format to ensure all relevant topics are covered. The conversation should be supportive rather than punitive, with the aim of helping the employee settle back into work successfully. Key areas discussed during the interview usually include:

Welcoming the employee back – The meeting should start with a warm and supportive approach to make the employee feel comfortable. This helps create a positive atmosphere and encourages open discussion.
Confirming the reason for absence – The manager or HR representative will review the reason for the employee’s absence and check if any medical certification, such as a fit note from a GP, is required.
Discussing any ongoing health or wellbeing concerns – If the employee has an ongoing condition or recurring health issue, this is an opportunity to discuss whether any workplace adjustments are needed, such as flexible working hours, a lighter workload, or access to Occupational Health services. If stress or mental health was a contributing factor to the absence, the discussion may explore ways to improve the employee’s work-life balance and support their wellbeing.
Updating the employee on workplace changes – If the absence was prolonged, the interview may include updates on any changes that have occurred in the workplace, such as new projects, team changes, or policy updates. This helps the employee reintegrate smoothly and reduces any feelings of being left behind.
Agreeing on a return-to-work plan – In cases where an employee has been off for a long time, a phased return-to-work may be appropriate. This could involve reduced hours, lighter duties, or additional breaks to ease them back into their role. The employer and employee should agree on a plan that supports a sustainable return.
Ensuring the employee feels supported – The interview should give the employee an opportunity to raise any concerns or ask for further support. Managers should be empathetic and proactive in providing solutions, whether that involves additional wellbeing resources, workload adjustments, or referrals to Occupational Health.
Documenting the meeting – A record of the return-to-work interview should be kept for absence management purposes. This helps ensure consistency and provides a reference if there are future attendance issues.

When Should a Return-to-work Interview Take Place?

A return-to-work interview should ideally take place on the employee’s first day back at work or as soon as possible after their return. Holding the meeting promptly helps address any immediate concerns and provides clarity on expectations moving forward. In cases of long-term absence, the interview may be scheduled in advance to allow both the employer and the employee to prepare.

How Does a Return-to-work Interview Help Reduce Absenteeism?

Regular return-to-work interviews can be an effective tool for reducing absenteeism, as they encourage employees to take absence policies seriously while also ensuring they receive the support they need. When employees know that their absence will be discussed upon their return, it can discourage unnecessary absences while reinforcing a culture of accountability. At the same time, these interviews provide an opportunity to identify legitimate concerns that may be contributing to frequent absences, allowing employers to take proactive steps to improve workplace conditions and employee wellbeing.

Handling Difficult Return-to-work Conversations

In some cases, a return-to-work interview may reveal underlying issues that require sensitive handling. If an employee is reluctant to return due to workplace stress, harassment, or dissatisfaction with their role, the discussion should be approached with empathy and a willingness to find solutions. Similarly, if an employee’s absence record is concerning, the interview should be conducted professionally, focusing on finding ways to support their attendance rather than being overly punitive.

A return-to-work interview should always be approached as a supportive measure rather than a disciplinary process. By fostering open and constructive conversations, employers can create a positive working environment where employees feel valued, supported, and motivated to maintain good attendance.