Phased Return to Work Request Letter: Free Template and What to Include

If you need to request a phased or supported return to work following mental health absence, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong phased return to work request should include.

What this letter needs to cover

• Confirm the employee is ready to return but requires a phased approach
• Set out the proposed phased return plan with dates and hours
• Reference any occupational health or GP recommendations
• Request a return to work meeting to agree the plan
• Confirm willingness to review the plan as recovery progresses

Why a phased return often works better than going back at full pace

Returning to work gradually after mental health-related absence — reduced hours or duties building up over several weeks — significantly improves the chances of a sustainable return, compared to going straight back to full capacity. Many employers support this as good, sensible practice, and for some it may also be a reasonable adjustment under the Equality Act.

What to include before you send it

• Confirmation of your planned return date and current fit note recommendations if applicable
• A proposed phased return plan — suggested hours or duties building up over a set period
• Any specific support needed during the transition
• A request for this to be agreed and confirmed in writing

Getting occupational health input can help this go smoothly

If your employer has access to occupational health support, a referral can provide an independent, professional recommendation for what a suitable phased return looks like — this often makes agreeing a plan considerably easier for both sides.

Frequently Asked Questions

Will I be paid full salary during a phased return with reduced hours?
This varies by employer policy — some pay full salary during an agreed phased return period as a supportive measure, though this isn't a universal legal requirement, so it's worth clarifying directly.

What if my employer refuses a phased return?
If your condition meets the definition of disability, a reasonable phased return could be a legally required adjustment, making an outright refusal without good reason difficult to justify.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Recipient, e.g. Your Line Manager or HR Manager]
[Job Title]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Name of Recipient],

Subject: Request for a phased return to work

I am writing about my return to work after my recent sick leave because of [e.g. my mental health / work-related stress]. I am ready to return, with a phased return to support my recovery.

I would like to propose this temporary plan, starting on [date]:
• Week 1: [e.g. 2] days a week, [e.g. 4] hours a day
• Week 2: [e.g. 3] days a week, [e.g. 5] hours a day
• Week 3: [e.g. 4] days a week, [e.g. 6] hours a day
• Week 4: back to my full contracted hours of [e.g. 37.5] a week

[Optional: My fit note from [my GP] says I may be fit for work with a phased return. A copy is attached.] [Optional: I am happy to be referred to occupational health.]

I am happy to review the plan with you as my recovery progresses. Please let me know when we can meet to agree it.

Yours sincerely,

[Your Signature]
[Your Printed Name]