Getting the balance right when keeping in touch with an employee who is off sick can be tricky. Many managers worry about saying the wrong thing, or making the situation worse. Some avoid contact altogether or are unsure who is responsible for maintaining communication. Being too cautious can mean employees return to work without the right support, and some may even leave the organisation altogether.

Why does contact matter?

Staying in touch can be difficult for some employees, depending on their health issue, but regular contact supports their return to work and keeps management up to date. Check-ins provide valuable information about return dates or whether an occupational appointment is required.

Staying connected shows that the employer cares about the employee’s wellbeing and is fulfilling their duty of care. Regular, thoughtful communication can prevent misunderstandings, reduce the risk of long-term absence, and help avoid legal issues—while making the employee feel valued and connected to the workplace.

Often, the employment contract or the organisation’s sickness policy will state that maintaining contact during absence is expected, whether through email, phone calls, or other agreed methods. This helps ensure both employer and employee stay informed and engaged throughout the absence. However, it is important for managers to strike the right balance between staying connected and respecting the employee’s need for rest and privacy.

Too little contact can leave the employee feeling isolated or forgotten, which may affect their recovery and motivation to return. On the other hand, too much contact—or contact that feels intrusive—can cause stress or feel like pressure, harming the employee’s wellbeing. Managers should tailor their approach based on the employee’s preferences, the nature of their illness, and any agreements made at the start of the absence.

The Do’s

•    Agree on contact early – ask how and when they would like to be contacted.
•    Be kind and supportive – show care, not pressure.
•    Offer support – let them know what reasonable adjustments and help is available, such as occupational health.
•    Respect privacy – keep communication professional and confidential.
•    Discuss returning – when they are ready, plan the return together; occupational health reports should guide this conversation.

The Don’ts

•    Do not contact too often – avoid overwhelming them with calls or messages.
•    Do not ignore their wishes – respect if they ask for less contact.
•    Do not treat all illnesses the same – be sensitive to different conditions.
•    Do not avoid contact completely – silence can cause misunderstandings.
•    Do not forget legal duties – remember your obligations under the Equality Act.
•    Do not be pushy about returning – let them recover at their own pace.

Key Takeaways

Supporting employees who are off sick means finding the right balance between staying connected and giving them space. Regular, thoughtful communication shows you care and helps employees feel valued and supported. This approach makes it easier for them to return when they are ready and reduces the chances of problems or misunderstandings.

You can find a range of absence, sickness and communication-related policies and procedures on our market-leading compliance software FPM Core. Subscribers can also submit HR-related queries through the FPM Core system.