A good phased return to work plan should be simple, clear and written down. At a minimum, it should cover the employee’s return date, how long the phased return is expected to last, what hours and duties have been agreed, any support or reasonable adjustments needed, how progress will be reviewed, and how the plan may change if recovery is slower or faster than expected.
It should also reflect any relevant medical advice, give the employee space to say what support they need, record what should stay private, and note any work updates or training they need before picking everything back up.
If the employee’s condition may amount to a disability, you should think carefully about reasonable adjustments. These can include reduced hours, lighter duties, changed responsibilities, extra breaks or a phased return itself.
Regular check-ins matter. A phased return should be reviewed as it goes, with any changes recorded clearly. Pay during the phased period should also be agreed and explained in line with company policy.
Use the template below as a practical starting point. Adapt it to fit your business, your policies and the employee’s circumstances.
Employee details
| Employee name: | |
| Job title: | |
| Department: | |
| Line manager: | |
| Date plan agreed: | |
| Phased return start date: | |
| Expected end date: | |
| Review frequency: | |
| Next review date: |
| What was the reason for the absence? | |
| Summarise any fit note or medical advice | |
| What are the main factors to keep in mind during the return to work? | |
| Has occupational health advice been requested or received, if needed? If yes, note any key recommendations |
Agree what you're working towards and detail what a successful phased return will look like in the box below. That might be resuming their usual working pattern and usual main duties.
You should describe what the employee should be able to do by the end of the phased return and any duties or situations that may need longer term adjustment.
In the box below, detail any support or adjustments that apply. Be as specific as you can. Examples of adjustments might be:
Reduced hours
Lighter workload
Temporary changes to duties
Different start and finish times
Working from home or hybrid working
Extra breaks
Refresher training
Extra check-ins with manager
Equipment or workstation changes
Use the table below to map out how work will build up gradually during the phased return period. Add more rows for additional weeks if needed.
|
Week |
Working days |
Working hours |
Location |
Main duties |
Duties to avoid or reduce |
Fill out this table together to get a clear, agreed understanding of what work is expected of the employee during the phased return period.
| What are the priority tasks for the first phase? | |
| Which tasks can wait? | |
| Which tasks should be reassigned temporarily and who to? | |
| What training, handover, or refresher support is needed? |
A return feels easier when expectations are clear and communication is handled carefully. Use the table below to agree on confidentiality and communication.
| What, if anything, will be shared with the wider team? | |
| What should stay confidential? | |
| Who will update colleagues if duties or availability are changing? | |
| How should the employee raise concerns during the phased return? |
Record pay agreements for the phased return period in the box below.
Use these prompts at each check-in meeting.
Is the current working pattern manageable?
Are the agreed duties still appropriate?
Is the workload right for this stage?
Is any extra support needed?
Is the employee building back as expected?
Does the plan need to be slowed down, extended or updated?
Regular reviews matter because phased returns should be monitored and adjusted as recovery progresses. They'll help keep the plan practical and up to date.
Record each check-in meeting clearly in the table below. Add more rows if needed.
| Review date | What's working well | What needs to change | Actions agreed | Owner | Deadline |
At the end of each check-in meeting, consider whether further medical, HR or legal advice is needed and take appropriate action.
| Has the employee returned to their agreed usual working pattern and duties? | |
| If yes, from what date? | |
| If no, what has been agreed next? | |
| Are any ongoing adjustments needed? If so, what are they? | |
| Is any further advice or support needed from HR or a professional adviser? |
We’ve discussed this plan together and will review it regularly to make sure it remains appropriate and supportive.
Employee name: [Insert name]
Employee signature: [Add signature]
Manager name: [Insert name]
Manager signature: [Add signature]
Date: [Insert date]
Once the plan's been agreed, make sure it's stored somewhere secure and easy to access. Keeping phased return plans, absence records and review notes together makes it much easier to stay organised, support your employee consistently, and provide evidence of a fair process to enforcement bodies like the Fair Work Agency.
With Breathe, you can manage employee absence and store all documentation in one safe, secure place.
And, If you're looking for more practical help with managing your team and following fair legal processes, the Breathe Growth Academy has more free guides, checklists and resources you can use straight away.
Does an employee on a phased return to work always need an occupational health assessment?
Employees don't always need an occupational health assessment straight away. But if the situation is unclear, has ongoing health concerns, or you need more guidance on what support may be appropriate, occupation health specialists can help you make informed decisions.
Do you need to offer full pay during a phased return to work?
That depends on your business policy and what has been agreed. As a line manager, the important thing is to check the policy early and make sure the pay arrangement is explained clearly from the start.
How should I manage a phased return linked to mental health?
You should treat a phased return related to mental health, the same as any other phased return. Keep the return to work meeting and any phased return planning conversations calm, private and supportive. Focus on what will help the employee work well and recover safely, agree any temporary adjustments, and review the plan regularly as they settle back in.
What should I focus on when an employee returns on a phased basis after a long term sickness absence?
Start with what they can manage now. Agree clear priorities, avoid overloading them in the first phase, and use regular check-ins to decide when they are ready to build back up.
Does an employee need to provide a fit note to qualify for a phased return to work?
Can I agree a phased return to work for an employee after maternity leave?
Yes, if that is something your business is open to. If you do, be clear about what has been agreed, how long it will last, and how pay and working arrangements will be handled.