Supporting your workforce: Phased return to work for Australian employers

When an employee is coming back to work after sick leave, especially following a long absence, you might want to get back to normality as soon as possible. But it’s not always realistic for them to jump straight back into their full duties. That’s where a phased return to work comes in.

A well-planned phased return supports the employee’s recovery and helps your business manage the transition smoothly. It needs to be handled carefully to avoid HR headaches down the line.

In this guide, we’ll explain what a phased return is, share practical examples, outline your responsibilities, and explore what to do if a phased return to work fails.

What is a phased return?

A phased return to work is when an employee comes back to work gradually. Usually with reduced hours, lighter duties, or both, after a period of sickness or injury. It gives them time to rebuild their stamina, confidence, or adjust to any ongoing health challenges.

It’s often recommended in a fit note, but it can also be arranged informally between you and your employee.

Why would you use a phased return to work?

A phased return isn’t just for serious illness. It can help in a wide range of situations, such as:

• Recovery from physical injury  (surgery or musculoskeletal issues)

• Mental health concerns (anxiety, burnout, stress, depression)

• Long-term conditions like ME/CFS or long COVID

• Bereavement or trauma

• Postnatal recovery after maternity leave or pregnancy-related illness

• Fatigue or side effects from ongoing treatment (chemotherapy)

For employers, using a phased return can:

• Reduce the risk of relapse or repeat absence

• Improve long-term retention

• Boost morale and employee engagement

• Show that your business takes health and wellbeing seriously

It’s a practical way to balance business needs with individual health challenges and it often leads to better outcomes for both.

Are phased returns a legal requirement?

Not directly. But if a medical certificate or occupational health report recommends a phased return to work and the employee has a disability, the employer may be legally required under the Disability Discrimination Act 1992 to make reasonable adjustments. A phased return to work is commonly recognised as one such reasonable adjustment to help accommodate the employee’s disability and enable them to perform their job effectively, provided it does not cause unjustifiable hardship to the employer.

So, while phased returns aren’t legally mandatory in every case, refusing one without good reason could amount to disability discrimination. It’s always better to consider them carefully and document your decisions.                                            

Phased return to work guidelines for employers

If you’re arranging a phased return to work schedule, you can follow these steps to make it a success for everyone involved:

Discuss the plan with your employee

Hold a welfare meeting, and talk through their current health, how they’re feeling about returning, and what they think they can manage. If there’s a fit note with specific advice, use it as your starting point.

Agree on the terms of the phased return

This might include:

• Reduced working hours or fewer days per week

• Lighter duties or avoiding certain tasks

• Remote work where possible

• More frequent breaks or shorter shifts

You should also agree how long the phased return plan, depending on the situation. For example, 2 weeks or maybe 6 weeks.  

It’s also important to put everything in writing.  An agreement outlining the plan, review points, and any changes to pay or duties helps prevent confusion or any disputes that may come up later.  And make sure your employee is clear on what the phased return means for their normal pay.

Review progress regularly

Have weekly or bi-weekly check-ins to see how they’re doing. If things are going well, you can gradually increase hours or responsibilities.

If not, you might need to extend the phased return, get further medical advice, or adjust the plan.

Phased return to work examples

Here are a few phased return work plan examples to guide you:

Example 1 stress-related absence

You have an office employee off for six weeks with work-related stress and returns on a phased plan that could look like:

• In the 1st and 2nd week they work 3 half-days a week, admin tasks only

• In the 3rd and 4th week they work 4 days a week, reintroducing client contact

• In the 5th week they return full time, all duties reinstated

Example 2 recovery from surgery

You have a warehouse worker recovering from knee surgery, their phased return-to-work plan may look like:

• In the 1st and 2nd week they work 3 days a week, office-based duties

• In the 3rd and 4th week they work 4 days a week, light physical tasks

• In the 5th and 6th week they are reintroduced to the full role with physiotherapy support

Example 3 back pain or musculoskeletal issue

You have a retail employee who has been off work due to a back injury, their phased return could look like:

• In the 1st and 2nd week they only do back-office tasks, no lifting

• In the 3rd and 4th week they are reintroduced onto the shop floor with movement restrictions

• In the 5th week they resume their regular rota with support available

What happens if a phased return to work fails?

Sometimes, despite best efforts, a phased return to work fails. This might be because:

• The employee’s health deteriorates

• They struggle to meet the plan’s demands

• The adjustments weren’t enough

• Their condition turns out to be longer-term or more complex than expected

In this case, don’t panic, but don’t ignore it either. Here’s what to do:

• Pause the plan and talk to the employee

• Seek updated medical advice from occupational health

• Explore further adjustments or consider a new plan

If no return is feasible in the near future, you may need to begin a formal capability process.

Always seek legal HR advice before taking formal steps. A poorly handled failed return can easily lead to claims of unfair dismissal or discrimination.

Get help with your phased return to work

A phased return to work is one of the most effective ways to support employees coming back after sickness or long-term absence. But it needs to be handled carefully, balancing individual needs, medical advice, and your operational requirements.

With the right plan in place, you’ll help your employee ease back in safely, reduce the risk of future absence, and protect your business from legal pitfalls.

Not sure where to start? That’s where BrightHR comes in. Whether you need:

• A tailored phased return to work plan

• A clear, legally compliant return-to-work policy

• Advice on reasonable adjustments

• Help managing complex absence cases

BrightHR’s HR software and expert employment relations advisors are here to guide you through every step. From ready-to-use templates to one-on-one advice, we’ll make sure your business is covered, and your people feel supported.

Book a free product demo today.