Why this obligation?
The threshold to return to work gets a little higher every day someone stays at home. Employees feel isolated or are afraid they have been "replaced". By keeping in touch, the connection with the company remains.
This falls within a so-called "active absence management policy". It is not about monitoring the illness (that is the task of a control doctor), but about checking on well-being and possibilities for return.
What should be in the work regulations?
You must be transparent about how and when you make contact. Your procedure must contain at least the following elements:
1. Who makes contact?
Clarity is crucial. Is it the direct manager (who knows the person best) or HR (for the business side)?
- Manager: Ideal for the social aspect ("How are you?", "We miss you").
- HR: Suitable for the procedural steps (e.g., around the 8th week for the assessment of work capacity).
2. Frequency and timeline
Contact should be dosed. Too many calls feel like control, too few like indifference. A good guideline is:
- Short absence (< 2 weeks): No formal contact needed, unless for practical handover.
- Medium term (2-8 weeks): A phone call around week 2 or 3 to wish them well.
- Long-term (> 8 weeks): This becomes critical. Around week 8, there must be contact about the "assessment of work capacity" (mandatory). After that, a monthly contact moment (e.g., "coffee moment") is recommended.
3. Respect for the employee (The 'Pause Button')
Your procedure must also set boundaries. Some illnesses (e.g., burnout or heavy treatments) require absolute rest.
The right to disconnect also applies: contacts take place during office hours and are about the person, not about ongoing cases.
Use our template for your Work Regulations
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Tips for a good conversation
- Show empathy. Ask "How do you feel?" instead of "When are you coming back?".
- No medical questions. As an employer, you are not allowed to ask about the diagnosis or treatment. That is private.
- Inform about options. Point the employee to the possibility of a "pre-return-to-work visit" with the occupational physician. This is free and without obligation.
- Respect the silence. Does the employee not answer? Leave a friendly message and leave the initiative to the employee.