How to conduct a return-to-work interview

When an employee comes back to work after sickness, a return-to-work interview can make all the difference. It helps spot underlying issues, prevent future absences, and shows you genuinely care. But it also has to be handled correctly, with the right balance of empathy and structure.

In this guide, we’ll walk you through what a return-to-work interview involves, your legal obligations if any, what rights your employees have and what questions you should ask during the interview.

What is a return-to-work interview?

A return-to-work interview also known as a return-to-work meeting, is a short,  informal meeting between and employee and their manager once they return to work after any sickness absence.

Despite the name, this isn’t a disciplinary, its’s an informal check-in to:

• Confirm the employee is well enough to be back

• Discuss the reason for their absence

• Offer support if needed

• Spot any patterns or underlying issues

• Update them on anything they’ve missed

• Talk through any adjustments if the employee is still recovering

It’s also your opportunity to document the absence properly. Which is important for recordkeeping, especially if absence levels become a concern.

Are return to work interviews a legal requirement?

No. There are no specific return to work interview legal requirements in Australian law. But they’re strongly recommended as best practice, especially for managing absence fairly and consistently.

That said, if your employee has a disability or long-term condition under the Disability Discrimination Act 1992, this meeting becomes important. Allowing you to discuss reasonable adjustments that may be legally required for that employee to return to work.

So, while it’s not mandatory by law, it’s a smart move to make return-to-work interviews a standard part of your absence management policy.

Are there employee rights when it comes to the return interview?

You’re probably thinking if it’s not a legal requirement, then your employees don’t have rights during a return-to-work meeting. However, this isn’t true.

When it comes to return to work interviews, employee rights include:

The right to privacy and confidentiality

Your employee is not obligated to disclose every detail of their sickness or absence. The aim in the interview is to assess their capability to return to work safely and effectively. So, you can ask why they were off, but you’re not entitled to a full diagnosis unless it’s relevant to work.

Additionally, the meeting should be conducted confidentially, away from other staff to ensure your employees privacy is respected.

The right to reasonable adjustments

As mentioned, holding a return-to-work interview isn’t a legal requirement, but you do have a legal duty to consider and implement reasonable adjustments if the employees’ absence is related to a disability (including long-term physical or mental health conditions) under the Disability Discrimination Act 1992.

So, use the return-to-work meeting to discuss any adjustments, usually stated in the employee’s medical certificate.

The right to a safe working environment

Under the Work Health and Safety Act 2011, you have the legal duty to ensure the health, safety and welfare of all employees.

The return-to-work meeting is an opportune time to confirm that your employee can safely return to their normal duties without risk to themselves or others. You should discuss any concerns your employee may have or if there are any adjustments needed to mitigate risks related to their health condition.

The right to fair treatment

While these meetings are typically informal, the overall process of managing absence must be fair and consistent.

Documenting these meetings is good practice. It provides a clear record and demonstrates that you have followed a fair process, which is crucial if you ever need  to manage long-term or excessive absence through a formal capability process.

Because if it’s found that there’s inconsistent application of policies or unfair decisions related to absences made, you could face a claim of unfair dismissal.

When should you hold a return-to-work interview?

Ideally, hold the back-to-work meeting after sickness on the employee’s first day back or as soon as possible. That way, the absence is still fresh, and any issues can be addressed quickly.

Steps to an effective return-to-work interview

Here’s how to handle the return-to-work interview in a way that’s supportive and useful:

Prepare for the meeting

Before you hold the return-to-work interview, you should gather what you may need:

• The employee’s absence record (dates, duration, reason if known)

• Any medical certificates or advice they’ve provided

• Your company’s return to work policy

• A return-to-work form or template for recording the meeting

If adjustments may be needed, it’s a good idea to brush up on your legal duties around disabilities or reasonable adjustments so you’re ready to respond. And choose a quiet, private space for the meeting so your employee feels comfortable speaking openly.

Discuss the absence

This probably seems obvious but ask them to confirm the reason for their absence and whether they feel fit to return. If you have a medical certificate, go through any guidance it includes.

Identify any concerns or support needed

Ask if they have any ongoing symptoms or worries about coming back. Discuss whether they might benefit from a phased return or adjusted duties.

Update them on anything they missed

Fill them in on any team changes, updates, or tasks that came up while they were away. This helps them feel reintegrated and avoids unnecessary stress.

Confirm next steps and document the meeting

Agree on what happens next whether they’re returning to full duties or need adjustments.  And remember it’s always best practise to keep a written record of the meeting, and to keep it in a secure document storage system.  

You should keep note of:

• The date and length of absence

• The reason for absence

• The employee’s confirmation they’re fit to return

• Any concerns raised or support agreed

• Signatures from both parties

This helps you stay legally compliant and builds a clear history if absence becomes an ongoing issue.

Return to work interview questions

Not sure what to ask during the meeting? Here are some helpful return to work interview questions to guide the conversation:

• How are you feeling now?

• Is there anything you’d like to share about your absence?

• Are you fully recovered and able to carry out your duties?

• Do you need to attend any follow-up appointments we should be aware of?

• Was the sickness work-related or caused by anything at work?

• Is there anything we can do to support your return?

• Have you seen a doctor or received any advice (a medical certificate)?

• Do you need any temporary adjustments to help you settle back in?

• Are you happy for me to note what we’ve discussed today on your return-to-work form?

Need a return-to-work interview form or manager checklist?

BrightHR has you covered. With our ready-to-use templates within our HR document library, expert HR advice line, and absence management tools, we’ll help you manage absence with ease.

And remember, a well-handled return to work interview is one of the simplest and most effective tools for managing absence. It helps reduce repeat absences, keeps you legally safe, and shows your team that you take their wellbeing seriously.