Tips for easing an employee’s return to work
Returning to work after a period of absence can be a stressful experience for employees. They are no longer used to the workplace environment and may wonder how their dynamic with co-workers will be after being away for so long. The employee may also need time to readjust to their typical workload and usual level of productivity. To reduce the anxiety employees experience upon returning to the workplace, you as the employer can take action to support their transition.
Contact them prior to their arrival at the workplace
Don’t wait until the employee steps through the door to begin supporting them through the transition. In many cases, they may feel the most anxious leading up to their first day back, especially the night before. To demonstrate you are empathetic to these feelings and their situation, reach out to them prior to their return to work date with an email that provides information about their first day back. You can include confirmation of their start date and time, verify that they still have the same workstation they had when they left (if not, inform them where to go upon arrival) and notify them of who will be their first point of contact on the day.
Put a plan in place
Besides informing the employee of these details regarding their first day back, employers should develop a plan to gradually ease the individual back into their regular work schedule. Consider whether they need a few days of training upon arrival to learn about any new software or tools implemented in their absence. Be realistic about their workload during the first couple of weeks back to work to avoid overwhelming them. Supporting employees as they readjust can benefit their productivity in the long term.
Greet them on arrival
Don’t wait for the employee to find you after they’ve been at work for several hours on their first day back. As their supervisor or manager, you should greet them personally shortly after their arrival to ensure they feel appreciated on what is likely a stressful day for them. Being one of the first people the employee interacts with upon their return allows you to set the tone for their integration back to work.
Show you care
When you’re greeting the employee and discussing the next steps of their return to work, take the time to show you care by expressing empathy (if they were on sick leave) or demonstrating interest in the new addition to their family (if they were on maternity leave). However, be careful to respect the employee’s privacy. Don’t ask invasive questions or grill the employee about their absence. Read the room and engage in conversation only if they seem eager to discuss a topic with you.
Drafting a welcome back to work letter
Writing a welcome back to work letter requires you to think carefully about why the employee was away from work. The reason for their absence can help you set the tone for your letter.
Items to include in your letter
When drafting the welcome back to work letter, consider including the following items, regardless of the reason for absence:
A note of appreciation
Demonstrate how much you value your team by starting the letter with a note of gratitude for the employee’s past contributions to their team. Express your enthusiasm about their return.
A schedule for their first day or week back
Ease the pressure and reduce uncertainty by outlining what their first day or week back will look like. Giving them a clear sense of your expectations is useful for them to gauge their progress as they adjust.
Important dates
If critical dates are approaching, or they are starting back on a project, you can include information about dates and times they should add to their calendar. Indicate any important meetings they should plan to attend in the following week.
Keep it light and fun
Professionalism is important, but you can add a human element to your letter by incorporating a sense of humor through a GIF or meme, where appropriate.
Templates for welcome back to work letters
Use these templates as a starting point for drafting welcome back to work letters that make your employees feel comfortable and appreciated as they return to the workplace.
General welcome back to work letter
Dear [Employee Name],
We are happy to welcome you back to the team! We’ve missed working with you and are excited to have you back on board.
I recognize that this is a period of transition and am eager to support you in any way I can. Please don’t hesitate to ask any questions or address any concerns you may have as you get comfortable again this week.
Best,
[Your Name]
Welcome back from maternity leave letter
Dear [Employee Name],
We are happy to have you back at work following your maternity leave! I hope you’ll find that [maternity leave replacement staff member] left your workstation and documents in order. We are grateful to have you back; your presence and incredible work ethic were greatly missed!
Congratulations on the birth of your sweet [baby’s name]! We are happy you were able to take some time away to adjust to this incredible milestone in your life. We understand that this is a period of transition for you as you return to work and are eager to support you in any way we can. Please don’t hesitate to ask questions as you settle back in.
Best regards,
[Your Name]
*A nice addition to this letter is to bring the new mother congratulatory flowers from the team upon her arrival at work.
Welcome back from sick leave letter
Dear [Employee Name],
Welcome back to work! We are so pleased to see you back; you’ve been greatly missed. The team and I have been thinking of you and your family during this time, and we are thrilled to learn of your recovery and return to work. We’re grateful to have you back so soon.
Take your time settling into the workplace routine, and please don’t hesitate to ask any questions.
Kind regards,
[Your Name]
*If an employee has been away due to illness, having everyone in the department sign a welcome back card is a thoughtful touch.
Welcome back to the office (after a period of remote work)
Dear [Employee Name],
Welcome back to the office! We are so happy to see your face in person after [time period] of remote work. We are grateful for the hard work you’ve put in from home and want to express our gratitude for your continued commitment to excellence with [Company Name].
Please see [HR Rep Name] about our workplace policies to ensure everyone’s safety as we resume in-person activities.
Best,
[Your Name]
*Including a health and safety kit for employees returning to work after working from home due to COVID-19 restrictions can help them feel safe and valued. A mask, hand sanitizer and disinfectant wipes are a nice touch.
Welcome Back to Work Letter Templates for PDF & Word
Download these templates to effectively welcome an employee back to work and promote a seamless transition.
*Indeed provides these examples as a courtesy to users of this site. Please note that we are not your HR or legal adviser, and none of these documents reflect current labor or employment regulations.
