Helping a colleague return after time off for mental health challenges takes planning, flexibility, and open communication. A good return-to-work process not only helps the individual feel supported but also strengthens trust and wellbeing across your team.
Keep in touch while they’re off
Being absent from work can feel isolating. Agreeing a contact plan can make a big difference to how confident someone feels about returning.
- Ask how and how often your colleague would like to be contacted (e.g. phone, video call, or in person).
- Let them know they can change these arrangements at any point.
- Check what, if anything, they would like colleagues to be told about their absence.
Managers sometimes worry about contacting staff on sick leave, but silence can make a return harder. Even if you didn’t set expectations before their leave began, it’s never too late to ask what they need and agree boundaries.
This Mindful Employer resource gives guidance to help you to manage appropriate contact with your employee while they are off work.
Mindful Employer – Keeping in touch
Put support in place before their return
Early conversations give you time to put the right support in place. A simple phone call or meeting before their first day back can help you both feel prepared.
- Explore what adjustments might help them ease back into work.
- Check what support your organisation already offers, such as counselling, wellbeing services, or an Employee Assistance Programme.
- See our page on Support for someone struggling with their mental health at work for more practical ideas.
If your colleague works in health or social care in Leeds, remind them they can also access quick, tailored support through Thrive @ Work in Leeds. The hub offers coaching, workplace adjustments, and fast-track mental health support.
Consider a phased return
For many people, returning gradually on reduced hours works better than coming back full-time straight away. It allows them to rebuild stamina, confidence, and routines.
- Phased returns are often recommended in GP fit notes or Occupational Health reports.
- They usually last 2–6 weeks, but can continue longer if needed.
- Agree the arrangement collaboratively, review progress regularly, and set a date for returning to full hours together.
ACAS provides helpful information about fit notes and phased returns.
Complete a Wellness Action Plan (WAP)
A WAP is a simple, practical tool that helps staff and managers agree together what support works best. Working together with your colleague to create a WAP can help you to agree:
- What your employee will actively do to stay well at work and at home.
- What you will do to support your employee to stay well at work including making reasonable adjustments and putting other support measures in place.
Find out more and download templates on our Wellness Action Plans page.
Look at the bigger picture
Absence can happen for many reasons. But if you notice recurring stress, burnout, or poor morale across your team, it may point to wider cultural issues. Reflecting on workload, management style, and workplace culture can help prevent future absences and create a healthier environment for everyone.
Explore our Improve wellbeing in your workplace page for ideas on tackling stress and building a positive culture.