How to Write a Sample Email for Return to Work After Leave


A return-to-work after-leave email is a message that informs your boss, supervisor, colleagues, and, if applicable, clients that you have returned to your regular duties. Especially if you are client-facing and manage relationships with clients on behalf of the business, it’s essential to send this email to them as well.

During your absence, your colleagues handled your clients and responsibilities. This email is your official acknowledgment and appreciation for their support during your leave. It also marks the beginning of your seamless transition back into your role, picking up where they left off.

In the workplace, employees are entitled to some paid or unpaid days off, depending on the company’s policy. There are times when you may need to temporarily leave your job, whether it’s for a medical break, a mental reset vacation, maternity leave, or to address unforeseen circumstances.

Crafting a return-to-work email is crucial for several reasons. It helps maintain a positive relationship with your manager and aligns with the policies established within your organization. Additionally, providing advance notice via email can streamline the process for employees and your HR (human resources) team when creating a return-to-work plan.

This article will share how you can draft a solid return-to-work email and tips for writing an effective one.

How to Write a Sample Email for Return to Work After Leave Email

A return-to-work email can be used as a quick refresher to address all the things that have and haven’t changed while the employee was off work.

 In most organizations, HR professionals are asking for this email. They use the return-to-work notice to measure an employee’s intent on returning to work. It helps when the organization is pushed to take timely action if an employee chooses not to return at all or prefers to work remotely or part-time.

A standard return-to-work email would be achieved by following these steps:

  • Subject Line: Your subject line is the header of your email. It is the first part of writing an email. Creating a short subject line would ensure your email is understandable and far from junk mail.
  • Salutation: Address the receiver formally to maintain a professional tone, such as Dear [team manager] or Dear [HR manager].
  • Introduction: Introduce your intent to return to work after your leave. Include important details about your time away and the return date. An overview like this would do well in reminding the manager about your absence, and it would inform them about your return to work.
  • Body of the email: The following paragraph should begin with gratitude to your employer for granting the leave. You can also highlight how your absence enabled you to recover from an illness, helped you care for a new baby, or otherwise. Let your manager know if you are returning to work full-time or need a progressive transition into work, like working part-time or remotely, depending on the conditions attached to your leave.
  • Depending on your job, you may send this email to more than just your boss. You may have to send it to your clients, colleagues, or other partners.
  • Conclusion: Remember to thank your HR or manager for their help during your leave. Mention specific steps you want to take in your return-to-work email that would guarantee a seamless transition back to work. Make your email or include any other contact information for further communication. Insert a closing salutation, your full name, and contact details.

Tips for Writing a Return-to-Work Email

A well-written return-to-work email will help you re-align the employer with your expectations and help you adjust to the new normal at the workplace.

Below are tips to help you draft an impressive return-to-work email that makes things easier for all the parties involved.

  1. You should follow the general guidelines of a formal business email.
  2. Ask for help from coworkers, your HR department, and your supervisor if you have any questions or concerns about how you would adjust following an extended leave.
  3. Address the email correctly; this would differ depending on your company’s policies and structure. It can be addressed to a supervisor or human resources representative.
  4. Close the letter thanks to your employer for their support and flexibility during your absence.
  5. Use a positive tone and let your employer know how much of a help the leave has been to you.
  6. Communicate your fears and initiatives. Returning to work after such a long time away is not easy. Don’t expect to know everything that has gone down within that short absence. Take your time to settle down and learn about the new system.
  7. Attach the necessary documentation to help your transition. This is helpful if you were on medical leave and your doctor made some alterations to your work lifestyle.

Return to Work Email Example

Subject: Returning to work after maternity leave

Dear Marge, 

Thank you for being so understanding during this trying time. I am writing to inform you that I can return to work from my maternity leave on July 16, 2016.

I am thankful to you and Sergeant's and Sons for your patience, understanding, and flexibility during this period. I appreciate your motivation and empathy to help me through a difficult time.

Despite my absence, I have been keeping up to date with some of my responsibilities, and I am ready to get back to work. Thank you again for everything. I would like you to know that you can now contact me for any queries. My contact details remain the same. It is an honor to work for such a great company.


Tennessee Woods

Account Manager

Sergeant's and Sons

Return to Work After Maternity Leave Email Sample

Subject: Returning to Work After Maternity Leave

Dear [Supervisor's Name],

I hope this email finds you well. I wanted to inform you that I am excited to return to work on [return date] after my maternity leave. I have thoroughly enjoyed the time spent with my newborn and am now ready to rejoin the team.

I have made the necessary arrangements for childcare and will ensure a smooth transition back into my role. Please let me know if there are any specific tasks or updates I should be aware of before my return.

I look forward to reconnecting with the team and contributing to our shared goals. Thank you for your support during this time.

Best regards,
[Your Name]

I Am Back to Work from Vacation Email

Subject: Back to Work After Vacation

Dear [Supervisor's Name] / [Team],

I hope this email finds you well. I wanted to inform you that I am now back from my vacation and ready to resume work. I had a relaxing time away, and I'm feeling recharged and motivated.

I will catch up on emails and messages shortly to ensure I'm up-to-date with any important developments during my absence. If there are any pressing matters or specific tasks that require my immediate attention, please don't hesitate to reach out.

Thank you for your understanding and support during my vacation. I'm eager to reconnect with the team and contribute to our ongoing projects.

Best regards,
[Your Name]


Returning to work after a long break requires thorough planning and communication, especially in unprecedented times. It’s vital to let your employer know the exact date and time that you are joining the team. It eliminates any confusion and keeps your HR team and the employer on the same page.

Complete paperwork according to the updated employment laws and cooperate with the HR department and coworkers in getting themselves up to speed with the new work procedures.

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