Template

Return-to-work meeting template

A short, supportive conversation when someone comes back after time off — illness, parental leave, a long break — to catch them up and agree what would help them settle back in.

20 minutesFor The returning employee and their managerAgenda room
Change the agenda first

The agenda, with a time for each part

  1. Welcome back3 min
    • How are you feeling about being back?
  2. What changed while you were away5 min
    • What do you need to catch up on first?
  3. What would help7 min
    • Is there anything we should adjust for now — hours, workload, tasks?
  4. The first two weeks3 min
    • What should you focus on first?
  5. Checking in2 min
    • When shall we talk again?

How the notes read afterwards

A made-up example, so you can see the shape. In a real call each line carries the words that were said and who said them.

Back after. Six months of parental leave.

Catch up. The new client system; two people joined the team.

Adjustments. Leaves at 16:30 on Tuesdays and Thursdays for three months; reviewed in February.

First two weeks. Shadow Ana on the new system; take back two clients.

Running it well

Ways to change it

After a short absenceFive minutes: welcome back, anything to catch up on, anything we can do.
Phased returnAgree the hours for each week in advance and meet weekly.

When to skip it. For a day or two off — a friendly “welcome back” is enough.

Questions

What is a return-to-work meeting?

A conversation between a manager and an employee coming back from an absence, to welcome them, update them and agree any support or adjustments.

What should you not ask in a return-to-work meeting?

Avoid pressing for medical details or making the person justify their absence; focus on what would help them work well now.

What is a phased return to work?

Coming back on reduced hours or duties that build up over a few weeks, often after a long illness.

What happens in the room

Everybody joins from the link, with no account. The agenda sits beside the call and each item fills in with what was said about it, under the name of the person who said it.

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