A Step-by-Step Guide for Writing an Effective Employee Return to Work Letter

February 1st, 2023
/
10 mins to read
A Step-by-Step Guide for Writing an Effective Employee Return to Work Letter

Implementing a hybrid work model and developing a strategy for writing an effective employee return to work letter

Key Highlights

  • Knowing the letter's purpose is when employees return to work, the employer records information.
  • A return to work letter must be clear, concise, and formal to succeed.

Hybrid Work Model vs. Return to Work Letter

The pandemic has made several changes to how we work in general. Which hybrid work model has become a term to consider as a “hybrid workplace'' merging remote and on-site. Leaving it an option for their employees to pick from their availability and calendar. With that being implemented, employers do have to make an “extra” effort in bringing back their employees to the office on a hybrid basis. Employers must send out a Notice to all employees working within that workplace to return to the office with a “Return to Work Letter.” 

Return to Work Letter focuses on addressing the following: 

  1. How will the office strategy be back in place? 
  2. Changes within the Hybrid Work Arrangement 
  3. Employee focused letter to see each other back in person with the same productivity and efficiency 
  4. After the effects of the pandemic, which might concern some employees 

However, the executives of companies have to make a strategy-focused decision to send out a Return to Work Letter. For Employers, the Hybrid Work Model looks at the overall aim for strategically valuing Hybrid Work Arrangements set by the company.

Purpose of the Letter 

The "Return to Work Letter" is an intent from the employer to record relevant facts when employees return to work after being absent due to illness, including the pandemic. Knowing the after-effects of the pandemic Return to Work Letter is a reminder to all employees to come on-site since most of their employees are coming to the office 2 or 3 days a week. 

Since this takes a deeper dive into how the companies have worded their Hybrid Work Policy and Hybrid Work Schedule when they have sent out their employees, scheduling and the Work Policy are useful to see how the company deals with employee attendance.

Key Elements of Return to Work Letter 

The Key Elements of Return to Work Letter provides in-depth details about the company’s mission and vision after the pandemic. Before the pandemic, most of these requirements were not in place or needed to be repeated often. It was a confidential process between the employer and employee, but now it is about flexibility.

The following are the key elements of the Return to Work Letter:

  1. Employee Schedule Policy
  2. Expectation for attendance 
  3. Communication Guidelines
  4. Safety Protocols (for COVID-19 friendly environment)

Litespace Sample Letter  

Here is a template that Litespace uses for their employees and sometimes for the company itself. The letter can also be an email sent out to all the employees. 

Detailed Version:

Hello [Employee Name or All Staff Members],

Hope you are all doing well. As you may be aware, our company has implemented a hybrid work model allowing all employees to work both in the office and remotely. This is exciting news for our company. We’re looking forward to its prospects. 

As we return to the office, we would like to provide you with more information about your return to work. We recognize this is a huge transition and want you to feel supported in every step of your work journey. Please read the following information carefully, and if you have any questions or concerns, don’t hesitate to contact us. 

The return Date for the 1st day in the office is [ADD A DATE]. 

Schedule Policy:

Your work schedule will be split between in-office and remote work days. To set the ideal timetable for your role and responsibilities will be consulted with your supervisor or employer. Please keep in mind that your schedule may change based on the business's specific needs.

Attendance:

When you come into the office, we do expect you to arrive on time to be able to attend all meetings that are on your work calendar. When working remotely, we expect you to be accessible and available during the times you have set aside for work and to show up for all scheduled virtual meetings. Please coordinate with your supervisor or employer if you cannot attend certain meetings.

Communication:

Successful implementation of the hybrid work model depends on effective communication between all staff members at work or remotely. Please ensure you are available and responsive during work times, whether it's replying to emails, calls, texts, or scheduled online meetings. We urge all staff members to use company communication tools for instant messaging and quick meetings to be connected during work hours.

COVID Safety Protocols: 

The top priority is health and safety for all employees. To make sure that everyone at work can have a safe and healthy work environment, our office has adopted all safety procedures implemented at the office.  Please take care of yourself with public safety policy by wearing a mask, sanitizing the workstation and your hands, and practicing social distancing. 

This information was helpful and prepared you to return to work in the office. We are delighted to welcome you back to the office and look forward to seeing you all in our hybrid work environment. 

Sincerely, 

[Co-Founder’s Name]

[Company Name]

Short Version 

Subject: We would love to see some more of you back in the office 

Hello [ to all Employees],

Reminder, we are in the office this week as employee schedules may vary in the office and remotely. We are thrilled to announce that [our company name] has switched to a hybrid work model, letting employees work in person and remotely. We are excited about the new opportunities with a hybrid work model and are committed to making the transition easier for all of you.

Your supervisor or employer will reach out shortly to notify you about new work scheduling and the expectations for attendance and communication. Also, be aware of taking all safety precautions placed and outlined within the public surroundings that are wearing a mask, sanitizing your hands, and social distancing. 

Having you back in the office makes us happy, and looking forward to seeing you with this new hybrid work model implemented to see our company smoothly transition with greater results. 

Sincerely, 

[Co-Founder’s Name]

[Company Name]

Tips for creating a strong letter of return to work

A return to work letter is an important document that formally notices an employee's intention to return to work after a time away. To guarantee that your company receives the letter positively, it must be clear, succinct, and professional. 

Here are tips for effectively writing a stronger return to-work letter:

  1. Give a precise return date: you will return to the office and your availability.
  2. Keep it clear and concise: Your letter needs to be succinct and direct. Avoid including unnecessary details that may distract from the letter's main point.
  3. Explain the Reason for absence: Explain briefly why you are absent, but do not go into too much detail. This will assist your employer in comprehending your situation and making the appropriate preparations for your return.
  4. Express your gratitude and appreciation. 
  5. Creating a Specific Outline Planned for Returning to The Office.
  6. Be Professional and Formal 
  7. Always make sure to Proofread your letter 

Key Takeaways

Employers, supervisors, or even managers writing this letter for their employees to return to work can show the initiative for employees meeting in person by coming to their workplace. As for employers, here is a helpful tip to make their employees' return to work more memorable by doing a Return to Work Kit.

Aqsa Aamir
Aqsa Aamir

Aqsa Aamir is a Digital Strategist at Litespace and has a Bachelor of Commerce in Business Management. Aqsa has experience in several areas of business and digital strategy. Aqsa's proficiency in creating hybrid work tactics to offer guidance in content planning. Her current focus is on hybrid work models and culture building in marketing. 

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