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Sickness & Absence⏱ 15–30 minutes

How to conduct a return to work interview

Return to work interviews should be held after every period of sickness absence. They are one of the most effective tools for managing absence and identifying underlying issues early.

📜 No specific legal requirement, but recommended by ACAS📖 ACAS guidance on absence management
Guidance note: This guide sets out standard best practice based on the ACAS Code of Practice and current UK employment law. It is guidance, not legal advice. For complex or high-risk situations, consult an HR specialist before acting.
Step-by-step process

The return to work interview should take place on the employee's first day back after any period of sickness absence — including short absences. It should be held in private and should not be punitive in tone. The purpose is to welcome the employee back, check they are fit to return, and identify any underlying issues.

Before the interview, review the employee's absence record (number of absences, patterns, any previous discussions). Have the employee's fit note if applicable. Consider whether any workplace issues may have contributed to the absence.

Begin positively — welcome the employee back and ask how they are feeling. The tone should be supportive, not confrontational. Avoid making the employee feel guilty for their absence.

Ask the employee to explain the reason for their absence. You are entitled to ask — this is a legitimate management function. If the reason is sensitive (mental health, personal matters), be empathetic and do not press for more detail than is necessary. Note the reason on the return to work form.

💡 Tip: If an employee is reluctant to discuss a sensitive reason for absence, it may be worth asking whether there is anything the employer can do to help — this often opens the conversation more naturally than direct questioning.

Confirm that the employee is fit to return to their normal duties. If there are any restrictions (e.g. from a fit note), discuss what adjustments can be made. Do not allow an employee to return to work if they are not fit to do so — this creates liability if they are injured or their condition worsens.

Ask whether there is anything at work that contributed to the absence or that might affect the employee's health in future. Listen carefully. If workplace stress, conflict with colleagues, or management style is mentioned, take it seriously and consider whether action is needed. Dismissing these concerns at a return to work interview is a common precursor to a grievance or tribunal claim.

If the employee has ongoing health needs, discuss what adjustments can be made to support them. This might include a phased return, temporary changes to duties, or flexible working. Document any agreed adjustments.

Complete a return to work interview form recording: the date; the reason for absence; any adjustments agreed; and any referrals made (e.g. to occupational health or EAP). Both the manager and employee should sign the form. File it securely in the employee's personnel file.

⚠ Common mistakes to avoid
✕Not conducting return to work interviews consistently for all absences
✕Making the interview feel like a disciplinary meeting
✕Ignoring mentions of workplace stress or conflict
✕Pressuring an employee to return before they are fit to do so
✕Failing to record the interview
Related guides
How to manage long-term sickness absence →