Return with confidence
Eight keys to building a supportive and effective return-to-work program
When employees return from a leave of absence, it’s more than a logistical milestone — it’s a reflection of the organization’s culture. How organizations manage this transition reflects their commitment to employee wellbeing and operational strength. Done right, return-to-work (RTW) programs enable people to come back faster and more engaged while helping employers maintain productivity and workforce continuity.
Top steps to a successful RTW program
Drawing on real employer experiences, here are eight essential steps for designing a return-to-work program that is caring, compliant and effective.
1. Normalize and communicate your RTW culture
When your culture says, “We’ve got your back,” it transforms how employees approach the return-to-work journey. Integrate RTW messaging across your benefit materials, onboarding packets, team meetings and intranet touchpoints. When RTW support is consistently communicated, from the moment leave begins to the day employees return, it becomes part of your company’s everyday language. That visibility helps normalize transitions, reduce anxiety and show employees that returning is supported, celebrated and woven into a culture of care.
2. Gain leadership support to drive cultural change
A successful RTW program starts at the top. When senior leaders view it as a strategic imperative, it signals organizational commitment. An executive sponsor can help shift the mindset from “compliance task” to “culture builder.” And it works — 93% of employers agree that employees feel more supported when RTW is structured and proactive.1
To win leadership support, use internal data to build your business case: What types of leave are most common? Where do returns tend to stall? How often do short term disability claims transition to long term? By connecting the data to measurable business outcomes, like cost savings, retention rates and productivity gains, you give leaders a clear reason to champion RTW as a strategic priority.
3. Build a clear, documented RTW policy
Consistency begins with clarity, and a well-crafted RTW policy can help your organization:
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Clarify the specific roles of managers and employees
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Provide transparency and support a smooth experience
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Align policies with ADA, FMLA, state-level PFML and internal guidelines to reduce legal risk
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Define expectations for pre-leave planning, communication during leave and RTW preparation
Once your policy is in place, be sure to reinforce it during new hire onboarding and revisit it regularly through manager and employee training.
of employees say they’d stay with a company that centers their needs during leave and return.2
4. Train managers to confidently guide employees’ return
Managers play a pivotal role in the RTW process but often lack the training they need. Equip them to communicate appropriately during leave, support flexible transitions and respect employee privacy. Provide return checklists, documentation workflows and messaging templates to make their role manageable and meaningful. Without this guidance, manager engagement becomes one of the most common failure points in RTW.
5. Appoint a return-to-work coordinator
A central owner keeps RTW plans on track. Whether part- or full-time, this role ensures coordination across HR, legal, managers and employees. Coordinators help monitor compliance, track return dates and serve as a point person for questions and documentation. They can also loop in external resources like vocational, behavioral health and medical professionals for more complex cases.
6. Design job descriptions with job demands and modified duty in mind
Well-defined job descriptions are crucial. They should outline physical, cognitive and emotional job demands so providers can make informed decisions about fitness for duty or necessary accommodations. Modified roles, such as lighter tasks or temporary assignments, can often enable a quicker return. Lack of specificity in job descriptions can lead to unnecessary delays when providers default to “not fit for duty.”
7. Leverage technology for seamless coordination
Manual processes slow everything down. With integrated HR technology, organizations can reduce friction by automating leave updates, syncing return data with the HRIS and providing self-service access for employees. Technology isn’t just about efficiency — it’s about clarity and confidence.
of employers say data integration is essential for leave success.1
8. Measure impact and continuously optimize
Paying attention to what’s working (and what’s not) gives you something concrete to build on. Track metrics like return timelines, length of leave, disability transitions and satisfaction rates. These insights help you improve processes, surface trends and report results to leadership. From 2024 to 2025, the focus shifted from employee happiness (down from 58% to 44%) to productivity (up from 30% to 44%) — an important signal to make RTW both human-centered and business-savvy.1
Bonus tools for a smarter RTW strategy
To embed RTW into your broader leave approach, equip your teams with:
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Communication templates
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Manager toolkits and playbooks
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Ongoing policy review cadences
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HR and manager training modules
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Employee FAQs and return planning guides
A return worth investing in
Creating a supportive RTW program is about more than checking boxes — it’s about sending a clear message that people matter. A thoughtful approach assists recovery, boosts retention, minimizes disruption and demonstrates that your organization is built on empathy and foresight.
With the right culture, policy and tools in place, everyone returns stronger.
Explore how Unum’s leave and return-to-work solutions support employers in building modern, compliant and employee-centered experiences.
1 Unum Market View Report, The Rapidly Evolving Leave Landscape, 2025.
2 Unum internal data, 2024.
2 Unum internal data, 2024.
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