This template is a practical guide for managers and employers. Use it to structure a supportive, consistent return to work conversation and record what was discussed and agreed.
You should adapt it to fit the circumstances of the absence and your organisation's policies. If you're unsure about anything sensitive or complex, including disability, pregnancy-related absence, long-term sickness or formal absence management steps, speak to HR or seek professional advice.
Remember to remove and replace the text coloured in blue with the correct information.
Use the meeting to have an open, supportive conversation. Keep it private, give the employee time to speak and make sure they understand how any sensitive information will be handled.
You might want to say:
“Thanks for meeting with me today. This is just a chance to check in, see how you’re doing and talk through anything that’ll help you feel comfortable coming back to work. We'll keep this conversation as confidential as possible and only share information where it's necessary for work, support, HR processes, legal obligations, or health and safety reasons. I'll make a written note of what we discuss and the actions we agree."
Complete the form below in as much detail as you can before the meeting. Then, after the meeting, come back and finish populating any missing information.
| Employee name: | |
| Job title: | |
|
Department/team: |
|
| Line manager: | |
| Additional attendee(s): | |
| Date of meeting: | |
| Time: | |
| Location: | |
| Length of absence: | |
| Number of days absence in the last 12 months: | |
| Date employee due to return to work: | |
| If applicable. new return to work date: |
Questions to ask:
What was the reason for your absence?
Is this period of absence linked to an ongoing health condition, disability or pregnancy?
Notes:
Questions to ask:
Do you feel well enough to return to work?
Is there anything that might affect your return to work in the short term?
Is there anything that's worrying you about returning to work?
Do you have a doctor's fit note?
Notes:
Questions to ask:
Is there anything we can put in place to help make your return to work smoother?
Has your doctor recommended any actions or adjustments?
Is an occupational health assessment needed?
Do you need any temporary changes to your working hours, workload or duties?
Would a phased return to work help?
Does a formal flexible working request need to be made?
Are there any other reasonable adjustments we should consider?
Agreed support:
Questions to ask:
Is there anything that could affect your recovery or lead to further absence?
Is there anything we can do now to reduce that risk?
Notes:
Use this part of the meeting to bring the employee up to speed.
Inform them of any changes to the team, their workload or priorities while they were away
Provide them with any refresher training or information they need before picking work back up
Discuss any wider workplace changes, key updates, deadlines or handovers
Summarise the updates shared and any questions raised:
Record any actions agreed during the meeting in the table below. Add more rows if needed.
| Action | Owner | Deadline |
| Is a follow-up or check-in meeting needed? (Yes/No) | |
| If yes, date of next meeting: | |
| Absence trigger point reached? (Yes/No) | |
| Requires absence review meeting? (Yes/No) |
At this point, remember to inform the employee if they've reached a company absence trigger point. This means that they've reached a threshold that's outlined in your company sickness absence policy, such as a specific number of sick days or frequent-short term absences within a rolling 12-month period.
If they have met an absence trigger point and your company policy requires it, you should also make sure to agree a date for a formal absence review meeting. Record it below.
Date of absence review meeting: [Insert date].
I confirm that this meeting has taken place and that the points above are an accurate record of the discussion.
Employee name: [Insert name]
Employee signature: [Insert signature]
Manager name: [Insert name]
Manager signature: [Insert signature]
Date: [Insert date]
Guidance note: This template is provided for guidance purposes only and does not constitute legal advice. Return to work conversations can be sensitive, particularly where disability and pregnancy-related absence are involved. If you're unsure how to handle a situation, it's best to speak to qualified HR professional or employment lawyer before taking action.
Now the Fair Work Agency is in place, it’s more important than ever to keep absence records and return to work documentation accurate, up to date and easy to access. With Breathe, you can track absence and store everything safely and securely in one place.
When do you need to conduct a return to work meeting?
There’s no specific law that says you must hold a return to work meeting after every sickness absence. But they are a sensible and widely used part of good absence management. They give you a chance to check the employee is well enough to return, talk through any support or adjustments they might need, and make sure absence is handled fairly and consistently. They also help you create a clear written record of absences and agreed steps, which matters even more now the Fair Work Agency is in place.
Your company’s sickness absence policy should tell you if and when return to work meetings are required in your business and outline absence trigger points.
What should a return to work meeting cover?
A return to work meeting should cover the reason for the absence, whether the employee feels well enough to return, and any concerns they have about coming back. It should also cover medical advice, reasonable adjustments, a phased return if needed, and any work updates or next steps. If the absence involves something more sensitive, such as disability, pregnancy-related absence or long-term sickness, it’s worth taking extra care and getting HR or legal advice where needed.
Do you need to keep a written record of a return to work meeting?
It’s best practice to keep a clear written record of what was discussed and any actions agreed. Good record-keeping helps you show that absence has been handled fairly and consistently, supports accurate absence tracking, and gives you evidence if questions come up later about support, sick pay or absence management decisions.