Supporting mental health at work doesn’t require having all the answers - but it does require noticing early, responding with care, and following fair process.
This practical mental health checklist gives line managers a clear, repeatable framework to use before and during sensitive conversations. It’s designed to help you spot early warning signs, ask the right questions, document support offered, and balance empathy with responsibility to the wider team.
It’s also a useful resource for new manager onboarding, helping managers build confidence in handling wellbeing conversations early in their role. It helps managers manage stress proactively by addressing concerns early, rather than reacting once issues escalate.
It’s particularly valuable for new leaders who may be navigating these conversations for the first time.
Rather than focusing on “fixing” mental health, this checklist supports managers to take consistent, proportionate action that protects employees, supports team wellbeing, and reduces risk for the business.
Most people don’t need a manager to solve problems, but they do need clarity, consistency and follow-through.
It’s especially useful in fast-moving or high-pressure environments, where managers need confidence to respond early, and where supporting someone with ongoing mental health problems requires structure, rather than one-off conversations.
Use this checklist as a quick reference alongside your existing policies, HR support, and wellbeing resources, so mental health conversations are handled calmly, fairly, and consistently.
It can be used to support employees experiencing a wide range of mental health conditions, without requiring managers to diagnose or label. The aim is to help each person feel comfortable raising concerns early, whether related to their role, workload or wider job pressures.
This checklist encourages managers to talk openly, provide opportunities for support or coaching where appropriate, and encourage early conversations before issues intesify.
This manager checklist provides a clear 5-step framework to use before and during sensitive conversations.
This isn’t about fixing mental health - it’s about noticing early, responding with care, and following fair process. This practical mental health checklist gives line managers and team leaders a clear, repeatable framework to use before and during sensitive conversations.
These changes may indicate poor mental health, particularly when they persist or begin to affect day-to-day work in the workplace. This step helps managers focus on key areas where changes may appear early. Changes in mental wellbeing can also be linked to physical health issues, which may affect energy, focus or attendance at work.
Ask yourself:
Has their behaviour shifted suddenly (quieter, defensive, withdrawn)?
Are they “present” but not performing (presenteeism), or struggling to complete tasks effectively?
Is there a pattern - or is this new?
Tip: Write down one specific example to keep your conversation factual.
Early conversations help managers respond to mental health issues before they escalate or begin to affect performance or team dynamics.
These conversations work best when managers practise active listening, focusing on understanding rather than immediately responding or solving.
Starter questions:
“I’ve noticed you seem a little different this week - how are things?”
“Is anything at work making things harder right now?”
“What support would help you most?”
Tip: Keep it simple and genuine. You’re opening a door, not diagnosing.
Log what you’ve done:
Signposting to the employee assistance programme (EAP - such as BUPA), counselling, or Mental Health First Aiders (MHFA - such as MHFA England).
Referrals to Occupational Health (OH).
Adjustments offered (e.g. workload, flexible hours).
Tip: Capture notes in your HR system (like Breathe’s performance tools). This helps demonstrate a fair and consistent approach.
Managers also need to consider how changes are affecting colleagues across the wider team.
Ask yourself:
Am I protecting the individual and ensuring the rest of the team feels safe and supported?
Is anyone else being negatively affected (workload, conflict, morale)?
This approach helps managers support people effectively while ensuring individual support aligns with wider company objectives, without compromising fairness or team stability.
Managers should also be mindful of their own mental health and seek support or guidance if conversations begin to feel overwhelming.
Tip: Boundaries matter - don’t promise what you can’t deliver. Keep empathy and fairness in balance.
In the UK, following fair process is underpinned by the Equality Act, which sets expectations around consistency, reasonable support, and non-discriminatory treatment at work.
This includes being clear about performance expectations, even when conversations feel sensitive.
Check yourself:
Am I following company policy (absence, conduct, performance)?
Have I logged key actions?
Am I avoiding “special deals” outside procedure?
Tip: Policies and procedures aren’t red tape - they’re your safety net. They protect both people and the business.
External mental health support for managers
Useful links for line managers:
Breathe HR Partner Directory → https://www.breathehr.com/en-gb/partners/hr-consultancy-directory
HSE Stress Risk Assessment Tool → hse.gov.uk/stress/risk-assessment.htm
Acas - Supporting Mental Health at Work → acas.org.uk/supporting-mental-health-workplace
Mind UK - For Employers → mind.org.uk/workplace/mental-health-at-work
Remember, you don’t need to have all the answers - you just need to notice, act, and follow through.
This practical mental health checklist gives line managers a clear, repeatable framework to use before and during sensitive conversations.
Use this checklist as a quick reference alongside your key company policies, HR support, and wellbeing resources, so mental health conversations are handled calmly, fairly, and consistently.
It’s designed to help you spot early warning signs, ask the right questions, document support offered, and balance empathy with responsibility to the wider team.
Used consistently, it reinforces a supportive company culture where mental health conversations are normalised and handled well.
Rather than focusing on “fixing” mental health, this checklist supports managers to take consistent, proportionate action that protects employees, supports team wellbeing, and reduces risk for the business. It’s especially useful in fast-moving or high-pressure environments, where managers need clarity and confidence in the moment.
Many organisations can also use this checklist as part of ongoing manager onboarding and development.
Log 1:1s and follow-ups in Breathe.
Keep conversations and actions easy to revisit.