Return-to-Work Interview Questions: Free Template for UK Employers

A return-to-work (RTW) interview is a short conversation between a manager and an employee after any period of absence. Done well, they show employees you care, help identify underlying issues, and act as a natural deterrent against casual absence. Here's a complete guide with a free template.

Why return-to-work interviews matter

Reduce absence rates — CIPD research consistently shows that RTW interviews are the single most effective tool for managing short-term absence.
Identify patterns — spot recurring issues like work-related stress, bullying, or chronic health conditions.
Demonstrate duty of care — show employees you're genuinely concerned about their wellbeing.
Create a record — build documentation that supports any future formal action if needed.
Deterrent effect — knowing there's a conversation on return naturally discourages non-genuine absence.

When to conduct a return-to-work interview

After every absence — whether it's one day or one month. Consistency is key. If you only do RTW interviews for longer absences, you lose the deterrent effect for short-term casual absence.

Hold the interview on the employee's first day back, ideally within the first hour. Keep it short — 10 to 15 minutes is usually sufficient.

Free return-to-work interview template

Return-to-Work Interview Form

Employee name: ________________________________

Manager name: ________________________________

Date of interview: ________________________________

Date(s) of absence: ________________________________

Total days absent: ________________________________

Questions

1. Welcome back. How are you feeling today? Are you fit to be back at work?

2. What was the reason for your absence?
(Note: employees are not obliged to give specific medical details, but you can ask for a general reason.)

3. Did you see a GP or receive any medical treatment?
(If absent for 7+ days, check if a fit note was provided.)

4. Is this related to a previous absence or an ongoing condition?

5. Is there anything at work that contributed to or affected your absence?
(Workload, stress, workplace relationships, physical environment.)

6. Is there anything we can do to support you or prevent a recurrence?
(Reasonable adjustments, workload changes, phased return.)

7. Are there any updates you need on what happened while you were away?

8. Is there anything else you'd like to discuss?

Manager notes

________________________________
________________________________
________________________________

Actions agreed

________________________________
________________________________

Employee signature: ________________ Date: ________

Manager signature: ________________ Date: ________

Best practices for RTW interviews

Be supportive, not interrogative — this is a welfare check, not a disciplinary meeting.
Be consistent — do them for every absence, for every employee. No exceptions.
Hold them privately — never in front of colleagues.
Keep notes — document the conversation and any actions agreed.
Don't ask for specific diagnoses — you can ask the general reason but cannot demand medical details.
Consider the Equality Act — if absence is disability-related, you must consider reasonable adjustments.
Follow up on actions — if you agreed to make changes, make sure they happen.

What not to do

Don't treat the interview as a telling-off.
Don't accuse the employee of faking illness.
Don't discuss absence in front of the team.
Don't skip RTW interviews for "good" employees — consistency matters.
Don't use paper forms that get lost — digitise the process.

Digitise your RTW process with Leavely

Leavely has built-in return-to-work forms that attach directly to each absence record. Managers complete the form within the app, and it's saved to the employee's profile with a full audit trail. No paper forms, no lost documents, no inconsistency.