How to Conduct a Successful Return-to-Work Meeting
- Robinson Grace HR
- Jun 9, 2022
- 5 min read
Updated: Sep 4
Return-to-work meetings are a vital part of supporting employees after any period of absence, whether the time away was due to illness, injury, personal reasons, or something else entirely. These conversations act as a bridge between time off and full reintegration into the workplace. When handled thoughtfully, they provide reassurance to the employee, set clear expectations, and create space to discuss any adjustments that may be needed. They also give managers an opportunity to understand the circumstances behind the absence, address any potential workplace issues, and reinforce a culture of care and accountability. In this blog, we explore how, a successful return-to-work meeting supports employee wellbeing while ensuring the business continues to operate smoothly.
A return-to-work meeting is an informal, brief meeting held with your employee on their return to work after every period of absence, regardless of how long they have been away from work or the reason for the absence.
Ideally, return-to-work discussions should follow a consistent format to guide both manager and employee through the conversation.
Do I need to do a return-to-work meeting by law?
Return-to-work meetings are not a legal requirement, but they are important to ensure your employee is fit to return, as well as being a real benefit to a business by reducing absence levels and nipping in the bud any ongoing health issue where early intervention can help.
Consistency is key
It is important that everyone is treated fairly and equally to ensure there are no claims of discrimination or unfair treatment. This means asking everyone the same set of questions, which is where a return-to-work form comes in handy.
If an employee is rarely off sick and well-trusted, it’s very tempting not to bother with a return-to-work meeting. But if you only hold meetings for certain employees, you run the risk of accusations of bullying and unfair treatment.
Return-to-work meetings should help to deter any sickness absences that are not genuine and reduce the level of absence overall.
They can also be used to:
Confirm that the employee is well enough to be at work
Show employees that you have noticed their absence and that they were missed
Deter any sickness absences that are not genuine
Ensure the employee is told about any work-related updates they may have missed during their absence
Identify any patterns or trends occurring in their absences
Identify any underlying conditions or disabilities, and whether there are any steps you can take as an employer to prevent future absences of a similar nature, and/or any reasonable adjustments that are required
Detect whether anything work-related might be triggering the absence, such as work-related stress
Ensure your records are accurate and agreed by the employee, which will help if you start any formal absence management and will also provide accurate reporting data
If relevant, ensure staff are aware if they are approaching, or have hit, a trigger point for formal absence management.
What to ask in a return-to-work meeting
It’s important not to make your employee feel too pressured to answer questions with a level of detail that makes them uncomfortable.
The aim is that your employee comes out of the meeting feeling reassured and supported, not vulnerable and intimidated.
If you have reason to disbelieve the reason given for absence, be cautious in challenging their answers unless you have factual evidence to indicate their responses are inaccurate. This would be a matter to be addressed via your disciplinary process.
Important information to include in the return-to-work meeting:
details of any information or updates that they have missed due to their absence
whether or not they have hit an absence trigger, and if so, what next steps will be
how they will be paid for their period of absence
Follow these steps to get the most out of your return-to-work meeting:
Most importantly, return-to-work meetings should be conducted in in a private room as you will be discussing personal medical information that should be dealt with sensitively.
Having a return-to-work form provides helpful questions and ensures consistency.
Employees are under no obligation to reveal details about their absence they may not wish to so questions should be managed sensitively.
Return-to-work meetings can be an informal chat, with a few notes taken which reduces stress on an employee’s return to work. So long as there is consistency in the questions covered, and you check how you might be able to support their return to work and ongoing health.
Record notes of the entire conversation carefully and make sure both you and your employee sign them, to avoid any disputes over the information further down the line.
Store these notes securely, in line with GDPR guidance.
Return-to-work meetings should not be overlooked as they bring many benefits to a business. These meetings should not feel formal or intimidating. Consistency is key; the aim is to provide your employee with a positive return to work and help them to feel valued.
Need help managing absence in your business? Get in touch on clientservices@robinsongracehr.com or give us a call on 01793 311937.
Frequently Asked Questions:
1. How long should a return-to-work meeting last?
Answer: A return-to-work meeting should typically be brief, lasting between 10 to 20 minutes, depending on the employee’s circumstances. The goal is to provide a supportive space for discussion without making the employee feel overwhelmed. Short, structured meetings ensure managers can cover key topics—employee wellbeing, updates on work, and any support required—while keeping the process consistent and efficient.
2. Who should conduct a return-to-work meeting?
Answer: Return-to-work meetings are usually conducted by the employee’s direct manager or line manager. In some cases, HR may also be involved if there are complex health issues or adjustments required. It’s important that the person conducting the meeting is trained to handle sensitive information professionally and maintains confidentiality. This helps create a safe environment where employees feel supported.
3. Do I need to document a return-to-work meeting?
Answer: Yes, documenting the discussion from a return-to-work meeting is essential. Written notes help ensure accuracy, track absence patterns, and provide a record in case of future disputes. It’s important to store these notes securely and in line with GDPR guidance, as they may contain personal or medical information. Signed documentation by both manager and employee ensures transparency and trust.
Check out other Blogs in our series:
The content of our blogs is intended for general information and not to replace legal or other professional advice.
Return-to-work meetings, Employee absence management, Supporting employees after absence, Return-to-work interview, Managing employee absences, Workplace reintegration, Employee wellbeing at work, Sick leave return process, Absence management policy, Reducing workplace absenteeism How to Conduct a Successful Return-to-Work Meeting
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