Welfare meetings: Supporting your employees and your business

When an employee is off sick or is struggling, it can be hard to know the right thing to do. You want to show your support without overstepping. You want to check in without making it feel like an interrogation. And you definitely don’t want to land yourself in legal hot water.

Enter the welfare meeting. Also known as a wellbeing meeting. This is your opportunity to check on an employee’s health, offer wellbeing support and find out how you can help them return to work safely and confidently.

Handled well, it’s a vital part of looking after your employees and your business.

So, let’s walk through what a welfare meeting is, when to hold one, the kinds of questions you should (and shouldn’t) ask, and how to make the whole process feel human, not awkward.

What is a welfare meeting?

A welfare meeting is an informal conversation between and employer (or manager) and an employee to check in on their health and wellbeing. Typically, during or after a period of absence due to sickness, injury or mental health concerns.

It’s important to note that it’s not a disciplinary or a formal capability meeting. It’s simply a chance to check in with your employee and ask if they need any help or support. For example, you might hold a welfare meeting:

• After a week or two of sickness absence

• During long-term sickness

• When an employee returns to work

• If you’re concerned about someone’s wellbeing (even if they haven’t been off sick)

The aim is to support your employee, understand the situation and work out any steps that need to be taken, together.

Welfare meeting while off sick: Is it ok to reach out?

Yes, absolutely. As long as you do it sensitively. Some worry that contacting someone during a sickness absence might seem intrusive, or pushy. And rightly so because if you aren’t careful, it could be seen as harassment while on sick leave.

But when done with care, a welfare meeting while your employee is off sick can make all the difference.

Here’s why:

• It shows the employee they’re valued and not forgotten

• It gives you early insight into how they’re coping

• It helps you plan support and manage workloads

A short call, email, or letter inviting them to a welfare meeting (virtual or in person) is perfectly acceptable. Just make it clear that it’s informal, supportive, and completely optional. You could even let them suggest a date or format that works best for them.

Welfare meeting questions to ask and avoid

When it comes to welfare meeting questions, the key is compassion and curiosity—not interrogation. You’re not gathering evidence, you’re offering support.

Let’s cover some helpful, open-ended questions to guide your conversation and ones to avoid.  Please note that these are just suggestions, and depending on the circumstances may not be best for the situation you have at hand. If in doubt seek HR advice from experts.

Welfare meeting questions to ask

• How have you been feeling lately?

• Is there anything you’d like us to know about your current situation?

• Do you feel well enough to keep in touch regularly?

• Is there anything that’s making it harder for you to return to work?

• Have you had any medical advice or treatment that would be helpful for us to know about?

• Is there anything we can do to support you right now?

• Would you like us to explore temporary adjustments or flexible working options?

• When you’re ready, would a phased return feel helpful?

These questions allow your  employee to share what they’re comfortable with and gives you insights into how to support them.

Welfare meeting questions to avoid

• What’s really wrong with you?

• When exactly will you be back?

• Are you sure you’re not exaggerating?

• Can’t you just come back part-time?

• This is causing us problems do you realise that?

These kinds of questions are not only unhelpful, but they can also damage trust, and in some cases, land you in legal trouble.

Employee welfare is a legal responsibility

While welfare meetings at work aren’t a strict legal requirement in Australia, employers have a legal duty to protect their employees’ health, safety, and wellbeing under the Work Health and Safety (WHS) Act 2011.

You also need to be aware of obligations under:

• Fair Work Act 2009 (e.g., managing sick leave, personal/carer’s leave, and flexible work requests)

• Disability Discrimination Act 1992 (if an employee’s health issue qualifies as a disability)

• Your company’s own leave and absence policies

So, if an employee is off sick — particularly for the long term — a welfare meeting helps you meet these obligations while also supporting your staff and doing the right thing for your business.

Holding a supportive welfare meeting

A welfare meeting should always feel supportive, not disciplinary. The aim is to understand how your employee is doing, what barriers they are facing, and what support you as an employer can provide to help them return to or remain at work.

To make this process clear and consistent, you can follow our Welfare meeting checklist.

Welfare meeting checklist

Before the meeting

• Review the absence records, fit notes, and any occupational health advice.

• Send a supportive invite (with 48-72 hours’ notice), explaining the purpose and offering the right to be accompanied

• Choose a private or secure virtual setting and check accessibility needs.

• Prepare possible adjustments (hours, duties, equipment, flexible working options).

During the meeting

• Set the tone: reassure the employee the meeting is confidential and supportive.

• Use open questions: ask about their health, work triggers, and what’s helped or hindered before.

• Discuss reasonable adjustments (hours, duties, equipment, location, phased return)

• Explore wider support: occupational health referral, EAP, mental health first aider

• Agree on an action plan together: SMART goals with clear owners and timelines

After the meeting

• Share a written summary with the employee within two (2) working days

• Put adjustment in place (equipment, phased hours, workload review)

• Schedule regular check-ins and set the next review meeting

• Keep notes factual, secure, and compliant with data protection rules.

Common next steps after a welfare meeting

Depending on what’s discussed, the outcome of a welfare meeting could include:

• Agreeing to keep in touch while they remain off sick

• Exploring reasonable adjustments to help them return

• Referring them to Occupational Health

• Putting together a phased return-to-work plan

• Signposting support services (EAPs and counselling)

• In some cases, preparing for formal absence management, but only if all support options have been explored first

The focus should always be on what’s reasonable, supportive, and in line with both your policies and your duty of care.

Supporting employee welfare, the right way

Managing sickness absence can be tricky but it’s also an opportunity to show your people you genuinely care. A thoughtful welfare meeting at work can ease anxiety, build trust, and pave the way for a successful return to work.

Done right, it’s not just good HR—it’s good leadership.

Feeling unsure about how to manage welfare meetings or support staff who are off sick? BrightHR is here to help.

Our 24/7 employment law advice line gives you instant access to qualified experts who can guide you through every step—from drafting letters to conducting sensitive meetings with confidence.

And with our HR software, you can:

• Log absences and track sickness trends

• Document welfare meetings

• Manage return-to-work plans with ease

• Stay legally compliant at every stage

Whether you’re managing a one-off medical certificate or long-term absence, BrightHR makes looking after your employee welfare simpler, smarter, and fully supported.