How to write a return-to-work letter

You can use the five steps below to write a detailed return-to-work letter for any employee, regardless of the reason for their extended absence.

1. Personalize your email

Start by addressing your employee personally, using their name in the greeting. You can include other relevant information about your company, including job title, ID and the department they work in.

You’ll also want to include the specifics of the employee’s return to work or the office. Be sure to include:

• The date (and time) of the employee‘s expected return
• Any actions you need the employee to take before coming back to the office
• Any other relevant information related to the employee‘s return

2. Describe what the letter is for

Early on in your letter, let employees know your purpose in writing. Tell them they’ll be expected to return to the office and use a friendly, empathetic tone. Explain why you’re requesting the employee return to work, and take the time to outline anything that may make their return easier. For example, you might outline potential socialization opportunities, perks specific to working in-office or any noteworthy upcoming changes.

3. Address any changes

There may not be any changes to address in every return-to-work letter. However, this is where you’ll mention anything that’s changed with the employee’s role. For example, if the employee is returning to work with reduced hours or restrictions, outline them here. Not only does this help ease any confusion but it lets the employee know you’ve taken steps to facilitate any reasonable accommodation requests.

This section can also outline any new office policies or changes in how work is done. For example, this is where health-related changes would be written if returning to the office after COVID. If an employee has been out for a long time, take a look at all your policy updates during that period and outline them here. Using bullet points for this section can make the information easier to digest.

4. Attach any relevant documents

If there are any relevant documents related to an employee’s return to work, remember to attach them to your email. This might be especially relevant if an employee was out of work for family leave or on worker’s comp.

5. Provide your contact information

Remember to end the letter with your personal contact information so the employee can reach out if they have any questions. You can include your name, job title, phone number and email address.

Return-to-work email template

Using a return-to-work email template can streamline the process. Below, we’ve included two templates — one for a return to in-person work after working remotely due to COVID and the other a sample return-to-work letter from employer to employee for a general return to work (such as after maternity leave or a sabbatical).

Template 1: Return to office after COVID

Subject line: Return-to-work information

[Date]

[Company name]

[Company address]

Dear [employee’s name],

[Company name] wishes to inform you that we’re now implementing a [full-time, hybrid] return to the office. Your time of [remote work/leave] will be ending, and we’re excited to welcome you back to the office on [date] at [time].

After an extended time spent working remotely, it can be challenging to transition back to in-office work. But we want to assure you that we’re taking every possible step to make your return as smooth and comfortable as possible. Upon your return to the office, [insert benefits/anything that will make the employee’s return easier].

We’re taking every precaution to make the office safe to work.. To facilitate everyone’s safety, we’re introducing the following changes:

[bullet list of all health-related protocols or relevant updated office policies]

Before you return to the office, we’ll need you to complete the following:

[create a task list of anything that needs to be done before the employee returns to work, including filling out documents, getting a physical, etc.]

We’re willing to work with you to make your return to the office as productive and pleasant as possible. If you have any questions, comments or concerns, please respond to this email or call [phone number]. We’re excited to welcome you back into the office!

Sincerely,

[Your name][Job title][Contact information]

Template 2: General return to work

Subject line: Return-to-work information for [employee name] [employee ID, if relevant]

[Date]

[Company name]

[Company address]

Dear [employee’s name],

[Company name] wishes to inform you that your leave of absence is ending. We’re excited to welcome you back to work on [date] at [time].

We understand that transitioning back to work can be challenging following a period of absence. To help make your transition as seamless and comfortable as possible:

[bullet list things that will make the employee’s return easier]

During your absence, your role’s scope as [insert job title] with us may have changed. Here’s a brief refresher on your general responsibilities:

[bullet list of job responsibilities, new and old]

Before you return to work, we’ll need you to complete the following:

[create a task list of anything that needs to be done before the employee returns to work, including filling out documents, getting a physical, etc.]

We’re willing to work with you to make your return to work as productive and pleasant as possible. If you have any questions, comments or concerns, please respond to this email or call [phone number]. We’re excited to welcome you back!

Sincerely,

[Your name][Job title][Contact information]

A return-to-work letter can be used to inform an employee it’s time they return to the office after an extended leave of absence, including a period of remote work. A return-to-work email template streamlines this process and can be more efficient since it reduces the risk of errors or missing information.

Frequently asked questions about return-to-workemails

How do you know when it’s time for employees to return to the office?

The answer depends on why an employee had an extended absence from the office. Regarding COVID or an office-wide illness (like the flu or a stomach bug), when to return to the office will be a personal choice. However, following the most recent information and best practices from a reliable medical source like theCenters for Disease Control and Prevention or the World Health Organization is helpful. If an employee is returning to the office after a sabbatical, family leave or parental leave, their return date is usually determined in advance.

What is a phased return to work?

A phased return to work is a plan where an employee gradually returns to the office after being absent. This is standard practice when employees have been injured or ill and return to work on light duty or with reasonable restrictions. However, a phased return to work can be used in almost any circumstance.