Return-to-work form UK: a stress-free approach for HR teams (with template and checklist)
Templates and tips to simplify the return-to-work process
Return-to-work forms are more than just paperwork – they’re a practical tool for supporting employees and streamlining HR processes. For employees, these forms can ease the transition back to work, showing them that their well-being matters. For HR teams, a structured approach reduces the guesswork, ensuring absences are managed consistently and effectively.
In this article, we offer an easy-to-follow checklist designed to simplify return-to-work formalities for HR teams while meeting both organisational policies and employee needs.
What is a return-to-work form and why does it matter?
A return-to-work form is a document HR teams use to record essential details when an employee resumes work after an absence. It typically includes:
- The reason for the absence
- Any ongoing health considerations
- Support or adjustments needed for a successful return
Successful organisations know that happy and supported employees are the cornerstone of productivity and workplace success. An effective return-to-work process demonstrates that the organisation values its people. It also provides the company with valuable insights into employee engagement and morale.
When return-to-work forms are overlooked, it’s often a missed opportunity to show genuine care for staff wellbeing and set employees up for success from day one of their return.
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When do companies need to use a return-to-work form?
Although not a legal obligation, having a clear plan to support employees when they return to work is simply good business. A well-thought-out approach helps organisations handle absences consistently and effectively.
While the specifics may vary depending on the reason for the employee’s absence, there are some common scenarios when a return-to-work form is recommended:
- Short-term absences: such as minor illnesses or injuries lasting a few days
- Long-term absences: including extended periods of sick leave or recovery from surgery
- Maternity or parental leave: to help employees transition smoothly back into their roles
- Mental health-related leave: offering a chance to discuss support for stress, anxiety or other mental health concerns
- Injury or accident recovery: particularly for injuries requiring adjustments
- Recurring or patterned absences: to identify and address underlying issues or trends
Why is a return-to-work meeting important?
A return-to-work meeting ensures employees feel supported after an absence while giving HR teams a chance to assess their readiness and address potential concerns. These meetings:
- Help build trust by showing the organisation values employee wellbeing
- Provide an opportunity to discuss adjustments, such as flexible working hours or reduced duties
- Enable open communication to identify and resolve workplace stressors or concerns
What should a return-to-work form include?
A comprehensive return-to-work form should contain the following:
- Employee’s basic information: name, job title, and department
- Details of absence: start and end dates, and reasons for absence
- Fitness to work: acknowledgment from the employee and, if applicable, a fit note
- Adjustments needed: any reasonable adjustments under the Equality Act 2010
- Action plan: steps to ensure a smooth transition, such as phased returns or follow-ups
Basic information a return-to-work form should include
A well-designed return-to-work form serves a dual purpose: supporting employees as they transition back to work and capturing essential details for HR records.
Below is a description of the key elements to be used for the template provided in the next section.
The basic details ensure clear documentation and provide a foundation for effective absence management. A return-to-work form should cover:
- Date of the meeting: to record when the conversation takes place
- Employee details: name, position, and department of the returning employee
- Manager or HR representative details: name and position of the person conducting the meeting
- Dates of absence: this is important for accurate tracking
- Reason for absence: a brief explanation, with an option to mark if it relates to a disability, pregnancy or other protected characteristic
Health and wellbeing check
This section helps assess the employee’s readiness and identify any necessary support.
- Confidentiality assurance: a clear statement that any personal information shared will remain confidential unless otherwise agreed upon.
- Fitness for work: questions to confirm if the employee feels ready to return and whether they’ve provided a doctor’s note or medical recommendations.
- Adjustments and support:
- Reasonable adjustments: for example, flexible hours, reduced duties or assistive tools. As required under the Equality Act 2010 these adjustments ensure employees with disabilities or health conditions can work effectively. (More details below).
- Health referrals: options like occupational health consultations or mental health support.
- Phased return plan: if recommended by a doctor, this could imply reduced hours or gradual reintroduction to tasks.
- Identifying concerns: space to discuss anything that might hinder recovery or cause further absences, such as workplace stressors.
What are reasonable adjustments under the Equality Act 2010?
Reasonable adjustments are changes or modifications made to support employees with disabilities or health conditions, ensuring they can perform their duties effectively. Examples include:
- Flexible working hours or remote work options
- Adjusted responsibilities to reduce physical or mental strain
- Providing ergonomic equipment or assistive technologies
Incorporating reasonable adjustments is a legal requirement, helping organisations foster an inclusive workplace under the Equality Act 2010.
Next steps after completing a Return-to-Work Form
Finally, the form should outline agreed actions, providing a clear roadmap for both the employee and the company. This can include:
- Confirming the return-to-work date if the employee hasn’t already resumed their duties
- Setting follow-up dates to review progress or adjustments
- Summarising any agreed changes to hours, duties or support measures
Example return-to-work form template questions
Based on the above guidelines, HR teams can use the following template during the return-to-work meeting as a structured framework to document an employee's return-to-work process:
Basic Information
- Date of meeting:
- Employee name:
- Job title/department:
- Manager/HR representative:
- Dates of absence:
- Reason for absence:
Health and wellbeing check
- Is the employee fit to return?
- Doctor’s note provided?
- Medical recommendations (if any):
- Reasonable adjustments agreed:
- Flexible hours:
- Phased return:
- Other (e.g., equipment changes):
- Support offered:
- Occupational health referral:
- Mental health support:
Discussion points
- Updates shared about workplace changes:
- If yes, provide details:
- Any concerns affecting the employee’s recovery or performance:
- If yes, provide details:
Next steps
- Confirmed return date:
- Follow-up meeting scheduled:
- If yes, date of follow-up:
- Additional notes or actions agreed:
Confirming fit-for-work status and required documentation
One of the key roles of a return-to-work form is to confirm that employees are ready to resume their duties and have the necessary documentation in place. In the UK, this may involve providing a fit note from a healthcare professional if the absence was due to illness.
Make sure your form includes:
- Employee confirmation: a clear acknowledgment that the employee feels prepared and fit to return.
- Fit note document: a prompt for employees to attach or reference any required fit notes, ensuring the organisation has the medical information needed to proceed confidently.
Step-by-step return to work checklist for HR Teams
This checklist will ensure you’ve covered everything you need to during the return-to-work process:
- Review the employee’s absence record
Check dates, reasons, and patterns of absence to prepare for the discussion.
- Schedule a return-to-work meeting
Arrange a one-on-one meeting with the returning employee to discuss the absence and the form.
- Complete the form together
Work through each section of the form with the employee, documenting responses and addressing any concerns.
- Assess health and wellbeing needs
Review any medical recommendations or requests for support, such as phased returns or workplace adjustments.
- Finalise and file the form
Ensure the form is fully completed, signed if necessary and stored securely in line with data protection guidelines.
Measuring employee wellbeing during the return-to-work process
HR teams often struggle with ensuring employees feel genuinely supported after returning to work. A return-to-work form is the first step, but follow-up wellbeing assessments and regular check-ins help build trust and maintain engagement. Conducting a wellbeing assessment can uncover how employees are adjusting post-absence.
The importance of wellbeing assessments
A wellbeing assessment helps HR gauge if employees are ready to perform their duties without compromising their physical or mental health. This is especially valuable for individuals returning after stress-related absences.
Tools and methods for tracking wellbeing
Employee feedback is like gold for HR teams. Measuring employee satisfaction using surveys is an ideal way to get inside information on how your employees are really feeling. And the good news is that we’ve done the research for you, from questions to templates.
Tracking wellbeing data enables HR to make informed decisions, from arranging follow-up meetings to making adjustments that support both productivity and mental health. This data-driven approach ensures employees feel valued while creating a positive work culture.
Why return-to-work forms are an essential part of your HR toolkit
Absence management can be overwhelming for HR teams, particularly in large organisations with varying employee needs. By implementing a consistent return-to-work process, HR teams can reduce administrative burdens, support employees effectively, and ensure compliance with UK legal standards. SurveyMonkey’s customisable surveys empower HR teams to create forms tailored to your company’s needs, enhancing data collection and employee support.
Ready to take the next step? Simplify your HR processes with SurveyMonkey’s tools and templates, and create return-to-work forms that work as hard as you do.
FAQs on return-to-work forms in the UK
- Do UK employers have to use return-to-work forms?
- When should a return-to-work meeting be held?
- How can return-to-work forms help reduce future absences?
- How can HR teams measure employee wellbeing post-return?