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Return to work form
A return to work form is a short document you and your employee complete together after a period of sickness absence. It records the dates and reason, confirms they are fit to be back, and captures any support they need. This free template gives you a ready-made version to use after every absence.
How to use it
Have the chat first, ideally on their first day back, and keep it informal. It is a check-in, not a disciplinary. Work through the form together as you talk, note down any adjustments you agree, and set a date to review them. Both sign it, then keep it on file. Use the same form every time so your records stay consistent.
What's included
The template covers everything a return to work conversation should: the employee and absence details, the reason for the absence, and whether a fit note or self-certification was provided. There is space to check they are well enough to be back, note any reasonable adjustments or a phased return, and for both of you to sign the record off. Now, before the main FAQ, here’s a question worth looking into:
One form, or every absence in one place?
A form captures one absence well. What it can't show you is the pattern: who's been off, how often, and whether a run of odd Mondays is starting to add up. Having worked with hundreds of admins and team leaders of small businesses in the UK, we know that the answer is scattered across a year of forms in a drawer, never in front of you when you're actually having the chat.
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The policy wording
Return to work form
A return to work form is a short document a manager and employee complete together after a period of sickness absence. It records the dates and reason for the absence, confirms the employee is fit to return, and notes any adjustments or support they need. It gives you a consistent, written record of every absence and the conversation that followed.
No. There is no legal requirement to hold a return to work interview or complete a return to work form in the UK. Advisory, Conciliation and Arbitration Service (ACAS) recommends them as good practice because a quick chat after someone returns helps you manage absence fairly and spot any support they need. One thing that is a legal duty: if the absence relates to a disability under the Equality Act 2010, you must consider reasonable adjustments, and the return to work conversation is the natural place to discuss them.
A good return to work form covers the dates and reason for the absence, whether a fit note or self-certification was provided, whether the employee feels well enough to be back, whether the absence is likely to recur, and any adjustments or support they need. Keep the questions consistent so every absence is recorded the same way. Our template includes all of these as ready-made prompts.
Both. The form is designed to be completed together during the return to work conversation, usually led by the employee's line manager. The manager works through the prompts and records the answers, and both sign at the end to confirm the record is accurate.
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