Return-to-work plan
A return-to-work plan for an employee coming back from disability, injury, or extended medical leave. Covers accommodations, restrictions, gradual return, and review schedule.
Return-to-Work Plan
Employee: · Role: · Manager:
Absence began: · Planned return:
This plan supports the employee's return to work after an extended absence. It documents the medical restrictions provided by the employee's healthcare provider, the graduated return schedule, modified duties, and the cadence of check-ins between the employee, manager, and HR. The Company will keep medical information confidential and limit access to those who need it to administer the plan.
1. Medical restrictions & accommodations
2. Graduated return schedule
3. Modified duties
4. Check-in cadence
Each check-in will document progress, any new medical information, and whether the plan needs adjustment.
5. Duty to accommodate
Both parties acknowledge a shared duty to accommodate to the point of undue hardship. The employee will participate cooperatively and provide updated medical information when there is a material change. The Company will review accommodations promptly and explore alternatives where existing accommodations are not working.
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Made with WalnutsHR Paper · Reviewed for Ontario · April 2026
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No compliance hints for this jurisdiction yet — your document looks good for the basics. Have a lawyer review before sending anything consequential.
About this template
Return-to-work plans are how employers and employees collaboratively manage the period after a disability or extended medical leave. They're also how a company demonstrates it has met its duty to accommodate when (rarely) the relationship can't be salvaged. The plan should be specific, kind, and reviewed often.
When to use it
- An employee is returning from a workplace injury, disability leave, or extended sick leave with restrictions.
- You're coordinating with the employee's healthcare provider, an insurer, or workers' comp.
- The accommodation involves modified duties or a graduated schedule.
What to include
- Restrictions and accommodations from the healthcare provider — never the diagnosis.
- A graduated schedule with specific hours per phase.
- Modified duties — what stays, what's deferred.
- Check-in cadence with the manager and HR.
- Both parties' duty to participate in the accommodation process.
Frequently asked questions
What if the employee's healthcare provider hasn't given specifics?
Ask the employee for written restrictions and capabilities — what they can and can't do. You don't need (or want) a diagnosis. If the provider is vague, ask the employee to obtain more specific information. The bar is functional, not diagnostic.
How long should a graduated return run?
Whatever the medical restrictions support. Typically 4–8 weeks for moderate cases; longer for serious injuries. The plan should be reviewed at each check-in and adjusted based on progress and any new medical information.
Legal disclaimer. The duty to accommodate is a key feature of Canadian and US human-rights / disability law. Failure to engage in the interactive process or to genuinely consider accommodations can attract significant damages (often in addition to wrongful-dismissal damages if the relationship ends). Keep medical information confidential, document the steps taken, and consult counsel if you're considering ending the relationship of an accommodated employee.
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