Return-to-Work Interview Template & Questions

Quick Answer: What is a Return-to-Work Interview?

A return-to-work interview is a brief, supportive meeting between a manager and an employee following any period of sickness absence. Its purpose is to:

• Welcome the employee back
• Confirm they are fit to return
• Understand the reason for absence
• Identify any support or adjustments needed
• Update the absence record

Return-to-work interviews should happen after every absence, regardless of length — even a single day.

---

Why Return-to-Work Interviews Matter

Research shows that organisations which conduct return-to-work interviews consistently see reductions in short-term absence (CIPD Absence Management Survey).

Benefits

---

When to Conduct the Interview

For long-term absence, consider a pre-return meeting before the employee comes back to discuss adjustments, phased return, and workload.

---

Return-to-Work Interview Template

Opening

• "Welcome back. How are you feeling?"
• "Are you confident you are well enough to return to your full duties?"

Understanding the Absence

• "Can you tell me briefly about the reason for your absence?"
• "Did you see a GP or receive any medical advice?" (collect fit note if 8+ days)
• "Is this related to any ongoing condition we should be aware of?"

Support and Adjustments

• "Is there anything at work that contributed to your absence?"
• "Do you need any adjustments to help you return, even temporarily?"
• "Would you like a referral to occupational health or our Employee Assistance Programme?"

Absence Record Update

• "I will update your absence record. For this period, you were absent for [X] days."
• "Your current Bradford Factor score is [X]. This is in the [green/amber/red] range."
• Explain what the Bradford Factor score means and any next steps.

Closing

• "Is there anything else you would like to raise?"
• "Thank you for letting me know. I hope you continue to feel better."

---

Question Bank: Short-Term Absence

Use these questions for absences of 1–7 days:

1. "Are you fully recovered?"
2. "What was the nature of your illness?"
3. "Did anything at work contribute?"
4. "Do you need any short-term adjustments?"
5. "Is there anything we can do to help prevent this recurring?"

Keep it brief and supportive. A short-term return-to-work conversation should take 5–10 minutes.

---

Question Bank: Long-Term Absence

For absences exceeding 4 weeks, a more structured approach is needed:

1. "How are you feeling about coming back?"
2. "Have you been given the all-clear by your GP or specialist?"
3. "Would a phased return help you ease back in?" (e.g., reduced hours for 2–4 weeks)
4. "Have your duties or role changed while you were away? Let me update you."
5. "Do you need any equipment changes or workplace adjustments?"
6. "Would you like a referral to occupational health?"
7. "How would you like to handle communication with the team about your return?"

---

Integrating with the Bradford Factor

Return-to-work interviews are the ideal moment to discuss Bradford Factor scores transparently.

How to Raise It

• Share the employee's current score and explain the formula simply
• Explain which trigger band the score falls in
• Emphasise that the score is an indicator for a conversation, not punishment
• If the score is in an elevated band, explain the next steps (e.g., monitoring, referral)

What Not to Do

• Do not use the Bradford score as a threat
• Do not present it as the only factor in any decision
• Do not ignore disability-related or pregnancy-related absences in the calculation

---

Documenting the Interview

Always complete a written record. Include:

• Date of interview
• Dates and duration of absence
• Reason for absence
• Whether a fit note was provided
• Any support offered or adjustments agreed
• The employee's current Bradford Factor score
• Any follow-up actions and timelines

Both manager and employee should sign the record. Store securely in the employee's personnel file.

---

Common Mistakes to Avoid

---

Managing Return-to-Work with Grove

Grove prompts managers to conduct return-to-work interviews automatically:

• Automatic alerts when an employee returns from absence
• Interview templates pre-populated with absence dates and Bradford score
• Digital record keeping stored against the employee profile
• Trend reports showing interview completion rates across the organisation

Get started with Grove to embed return-to-work interviews into your absence management workflow.