A return to work interview template provides a structured framework for conducting post-absence meetings, ensuring consistent treatment and identifying any support needed.

Key Takeaways

  • Consistent approach across all employees
  • Identifies reasons for absence
  • Explores support needs
  • Documents discussion for records
  • Prevents future absences

Interview Template

Pre-Interview Preparation

Employee Name: _______________
Department: _______________
Manager: _______________
Absence Dates: _______________
Reason for Absence: _______________
Return Date: _______________

Interview Questions

1. Welcome Back

"Welcome back. How are you feeling today?"

Notes: _______________

2. Understanding the Absence

"Can you tell me about your absence and what happened?"

Notes: _______________

3. Medical Support

"Did you receive any medical treatment or advice?"

Notes: _______________

4. Ongoing Support

"Is there anything we can do to support your return?"

Notes: _______________

5. Work Impact

"Are there any tasks or responsibilities you're concerned about?"

Notes: _______________

6. Adjustments Needed

"Do you need any adjustments to your role or working arrangements?"

Notes: _______________

7. Future Prevention

"Is there anything we could do differently to prevent similar absences?"

Notes: _______________

Interview Outcomes

Action Responsibility Deadline
Adjust role duties Manager [Date]
Arrange training HR [Date]
Referral to occupational health HR [Date]
Flexible working request Employee [Date]
Follow-up meeting Manager [Date]

Sign-Off

Employee Signature: _______________ Date: _______________
Manager Signature: _______________ Date: _______________
HR Representative (if applicable): _______________ Date: _______________

Interview Best Practices

Before the Interview

  • Review records - absence history and reason
  • Prepare questions - using template
  • Schedule time - 15-30 minutes
  • Choose location - private and comfortable
  • Plan follow-up - actions and deadlines

During the Interview

  • Be welcoming - create supportive atmosphere
  • Listen actively - let employee speak
  • Ask open questions - encourage detail
  • Take notes - record key points
  • Agree actions - clear next steps

After the Interview

  • Document discussion - record outcomes
  • Implement actions - within agreed deadlines
  • Follow up - check on progress
  • Update records - maintain documentation
  • Monitor attendance - track any patterns

Common Scenarios

Scenario 1: Short-Term Sick Leave

  • Absence: 3 days
  • Reason: Cold/flu
  • Discussion: Recovery, any ongoing issues
  • Actions: None required
  • Follow-up: None

Scenario 2: Long-Term Sick Leave

  • Absence: 4 weeks
  • Reason: Surgery
  • Discussion: Recovery, adjustments needed
  • Actions: Phased return, ergonomic assessment
  • Follow-up: Weekly check-ins
  • Absence: 2 weeks
  • Reason: Work-related stress
  • Discussion: Causes, support needed
  • Actions: Workload review, flexible working
  • Follow-up: Monthly check-ins

Employment Rights Act 1996

  • Right to be heard - before disciplinary action
  • Right to representation - trade union or colleague
  • Reasonableness - decisions must be reasonable
  • Consistency - same treatment for same circumstances

Equality Act 2010

  • Protected characteristics - age, disability, gender, etc.
  • Reasonable adjustments - for disabled employees
  • Indirect discrimination - avoid policies that disadvantage
  • Harassment - protect from bullying

Managing Return to Work

For Employers

  1. Conduct interview - for all returns
  2. Use template - consistent approach
  3. Document discussion - record outcomes
  4. Implement actions - within deadlines
  5. Follow up - check on progress

For Managers

  1. Prepare thoroughly - review records
  2. Create supportive atmosphere - welcoming approach
  3. Listen actively - let employee speak
  4. Agree clear actions - with deadlines
  5. Follow up - check on progress

For Employees

  1. Be honest - discuss your absence
  2. Ask for support - if needed
  3. Agree actions - with clear deadlines
  4. Follow through - on agreed actions
  5. Communicate - if issues arise

Compliance Checklist

  • Return to work interview conducted
  • Template used consistently
  • Discussion documented
  • Actions agreed with deadlines
  • Follow-up scheduled
  • Records maintained for 7 years
  • Employment Rights Act 1996 complied with
  • Equality Act 2010 complied with
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