Return to Work Interviews

One of the main tools used in effective sickness absence management is return-to-work interviews.

A return-to-work interview is a meeting between the Employer and an Employee who is returning to work after a period of sickness absence. The interview is usually conducted by the Employee's Line Manager.

In relation to long-term sickness absence, return-to-work interviews will normally take place prior to the actual return to work of the Employee. This is because details of a possible phased return or adjustments may need to be discussed in advance of the date that the Employee starts back at work. 

Although the term ‘return-to-work interview’ sounds formal, the meetings are generally of an informal nature and are intended to facilitate an Employee's return from a period of sickness absence and allow the Employer to check that they are well enough to be back at work.

Role of return-to-work interviews in short-term and long-term sickness absences

A return-to-work interview can encourage dialogue and open communication between Line Managers and Employees after a period of absence.

Return-to-work interviews have slightly different roles in relation to short-term and long-term sickness absence.

In relation to short-term sickness absence, the return-to-work interview:

• Provides the Employer opportunity to discuss the reason for the Employee's sickness.

• Provides the Employer opportunity to discuss the Employee's attendance levels in general.

• Allows the Employer to ascertain if the Employee consulted a doctor.

• Helps the Employer identify any possible underlying causes of regular sickness absence at an early stage, for example if the sickness absence was work related or if there are any problems at home.

• Demonstrates that the absence management policy is being managed consistently.

• Shows the Employee that the Line Manager is concerned about their health and wellbeing and is working with them to help reduce the likelihood of the absence reoccurring; and

• Discourages casual absence.

In relation to long-term sickness absence, the role of the return-to-work interview is to facilitate discussion of the process around an Employee's return to work and to help achieve a smooth and effective return to the workplace. As such, it often takes place prior to the Employee's return to work. Although some of the areas discussed at this interview will be the same as for short-term absences, the approach slightly differs.

Where long-term sickness absence is concerned, the return-to-work interview:

• Demonstrates to the Employee that the absence management policy is implemented consistently.

• Encourages open communication between the Employer and the Employee about the best ways to facilitate a smooth and effective return to work.

• Enables discussion regarding the possibility of a phased return to work and/or any adjustments that may need to be made in the work environment.

• Shows the Employee that the Line Manager is concerned about their health and wellbeing and is looking to work pro-actively with the Employee to facilitate their return; and

• Allows the Employer to identify work plans and/or priorities when the Employee returns to work.

The Employer should ensure that return-to-work interviews are conducted consistently and correctly as part of an absence management policy. This can help to bring about an improvement in sickness absence levels by discouraging absence that is not genuinely for reasons related to sickness. It can also help to ensure that returning Employees receive the necessary support and that those who have been on long-term sickness absence reintegrate to the workplace as quickly and as smoothly as possible.