Return to Work Interview Template
A return to work interview template to welcome employees back after absence, confirm fitness for work, and arrange any support or adjustments they need.
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What you get
- A structured return-to-work conversation form
- Absence summary and fitness-to-return confirmation
- Prompts to identify adjustments and support
- A supportive, non-disciplinary check-in record
Template preview
The structure, not the finished file. The PDF and CSV carry the complete version.
Employee & absence details
- Employee name
- Job title / department
- Manager conducting interview
- First day of absence
Purpose of this conversation
This is a supportive check-in to welcome the employee back, confirm they are well enough to return, and arrange any help they need. It is not a disciplinary meeting, though repeated or unexplained absence may be addressed separately under your attendance policy.
Return-to-work discussion
- Reason for absence (as shared)
- Is the employee fit to return to full duties?— yes / no / with adjustments
- Any ongoing symptoms or limitations
- Fit note / medical certificate received?
Support & adjustments
- Phased return required?— hours / duties / duration
- Workplace adjustments needed
- Referral to occupational health / EAP?
- Updates the employee missed while away
Absence history (last 12 months)
| Dates | Days | Reason | Pattern noted? |
|---|
The preview stops here; the template continues in the download.
How to use this template
- Hold it on the first day back. Meet the employee privately as soon as they return so support can be arranged early.
- Keep it supportive. Frame the conversation as a welcome and a wellbeing check, not an interrogation about the absence.
- Agree adjustments. Record any phased return, adjustments, or referrals needed to help the employee return successfully.
- Document and follow up. File the form confidentially and set a follow-up date if ongoing support is required.
Frequently asked questions
Are return-to-work interviews disciplinary?
No. They are supportive conversations to confirm fitness for work and arrange help. They can, however, surface attendance patterns that may later be addressed separately under your absence policy.
When should the interview take place?
Ideally on the employee's first day back, in a private setting. Holding it promptly shows you care and lets any adjustments or phased return start straight away.
Do I need to keep these records confidential?
Yes. Anything about health is sensitive personal data. Store the form securely, share only on a need-to-know basis, and apply any reasonable adjustments the employee needs.