Return to Work Form Example
A template for conducting return-to-work interviews after employee absence. This form helps managers document the reason for absence, identify any underlying issues, and plan appropriate support for the employee's return.
What to Include
Absence Details
Employee name, department, dates of absence, total working days lost, and whether a fit note was provided. Record whether the absence was notified correctly.
Reason for Absence
Document the stated reason for absence. For sickness, note whether it was self-certified (up to 7 days) or supported by a fit note from a GP.
Fit Note Details
If a fit note was provided, record any recommendations such as phased return, altered hours, amended duties, or workplace adaptations.
Support Required
Identify any adjustments or support needed for a successful return, including reasonable adjustments for disabilities under the Equality Act 2010.
Absence Record Review
Note the employee's absence history, current Bradford Factor score, and whether any trigger points have been reached under the absence policy.
Manager Notes and Actions
Record any agreed actions, follow-up dates, referrals to occupational health, or changes to duties. Both parties should sign the completed form.
Key Points
- Should be conducted for every absence, not just long-term sickness
- Must be handled sensitively and in private
- Record keeping is essential for consistent absence management
- Consider reasonable adjustments for employees with disabilities
- Use alongside Bradford Factor scoring to identify absence patterns
- Ensure the interview is a supportive conversation, not an interrogation
UK Compliance
Return-to-work interviews are not a legal requirement but are recommended by Acas and CIPD as best practice for managing absence. If the absence is related to a disability under the Equality Act 2010, the employer has a duty to consider reasonable adjustments. Fit notes from GPs may recommend specific workplace adjustments that should be considered.
Practical Tips
- Hold the interview on the first day back or as soon as reasonably practicable
- Use a consistent form across the organisation to ensure fairness
- Keep the conversation supportive and focus on wellbeing
- Follow up on any agreed actions within the documented timeline
- Store completed forms securely in line with UK GDPR requirements
Frequently Asked Questions
Is a return-to-work interview mandatory?
No, it is not a legal requirement in the UK. However, it is strongly recommended by Acas and CIPD as part of good absence management practice. Consistent return-to-work interviews can reduce absence rates by up to 30% according to CIPD research.
Who should conduct the return-to-work interview?
Ideally the employee's direct line manager should conduct the interview as they have the closest working relationship. HR may be involved for complex cases or if reasonable adjustments need to be discussed.
What if the employee has a disability?
Under the Equality Act 2010, employers must consider reasonable adjustments for employees with disabilities. The return-to-work interview is an ideal time to discuss what support is needed. This might include phased returns, altered hours, or workplace adaptations.
How should the form be stored?
Return-to-work forms contain sensitive health data and must be stored securely under UK GDPR. Access should be restricted to those who need it, such as the line manager and HR. The data should be retained only as long as necessary for absence management purposes.
Related Examples
Related HR Terms
Automate with Grove HR
Stop managing HR documents manually. Grove HR automates your processes with built-in UK compliance, from leave management to onboarding.
Try Grove HR with our 30-day money-back guarantee
Purpose-built for UK employment law. Bradford Factor, statutory leave, and everything your growing team needs, from just £2.40 per employee per month.
30-day money-back guarantee. Cancel anytime.