Absence & Return to Work
Return-to-Work Interview
A return-to-work interview is a short, private conversation between a manager or HR and an employee who is coming back after an absence. Its purpose is practical and caring: welcome the person, bring them up to date, agree how the first weeks will run and find out whether any adjustment would help. It is not an inquiry into the reason for the absence. Here are the questions to use, in the order that keeps the conversation relaxed.
15 questions
When to use this template
- On the first day back, or within the first few days, after an absence of a few days or longer.
- After a pattern of short absences, as a routine and non-accusatory way to check that the person has what they need.
- Whenever your policy or the rules that apply in your country call for a conversation on return; check what they require for your situation.
Questions to ask
Welcome back
- 01How are you feeling about being back at work today?
- 02Is there anything you would like me to know before we talk about the job?
- 03How would you like us to handle questions from colleagues about your absence?
Catching up
- 04What do you think would be most useful for you to catch up on first?
- 05Which projects or decisions changed while you were away that you would like me to walk you through?
- 06Who covered your tasks, and would a short handover with them help?
Workload and the first weeks
- 07How do you feel about picking up your full workload straight away?
- 08Would it help to phase in your tasks or hours over the first days or weeks?
- 09Which tasks would you prefer to restart with, and which to leave for later?
Support and adjustments
- 10Is there anything about your workstation, schedule or way of working that would make things easier for you?
- 11Is there anything at work that is making it harder for you to do your job well?
- 12Would you like to talk to anyone else, such as HR or occupational health, about the support available?
Next steps
- 13When would you like us to check in again, and how often?
- 14What can I do as your manager to make your return smoother?
- 15Is there anything we have not covered that you would like to raise?
Tips for a useful conversation
- Hold the conversation in private, on the first day or within the first days back, and keep it short and unhurried.
- Start with welcome and practicalities before any question about workload.
- Tell the employee they are free to share only what they are comfortable sharing, and that the conversation is about work, not about their health.
- Write down the agreed adjustments and the date of the next check-in, and send the employee a copy.
- Use the same simple format for every return, so that nobody feels singled out.
Mistakes to avoid
- Asking for a diagnosis or medical details. The reason for an absence is the employee's own business; if they choose to share, listen, but never ask.
- Using the interview as a disguised warning or as a way to challenge the absence.
- Skipping it because the person was away only briefly, or because everyone is busy.
- Promising adjustments in the room without checking that they are feasible, then failing to follow up.
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