Phased Return to Work Request Letter Template & Generator

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, plus a free tool to generate yours.

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.

See our full letter template & generator library for related letters, or use our free checkers for guidance specific to your situation.