Many employers believe they should avoid contacting employees who are on medical or disability leave, worrying that reaching out could be interpreted as harassment, discrimination, or otherwise expose them to liability. As a result, they often choose to say nothing at all.
But silence can send the wrong message. For many employees, a lack of communication during a medical leave can feel like abandonment. The reality is that it is not only appropriate, but often beneficial, to maintain contact with an employee on medical leave, provided it is done with care, respect, and clear boundaries.
Why Staying in Touch Matters
Maintaining respectful communication while an employee is away from work can:
- Support job attachment: Employees who feel connected to their workplace are more likely to return successfully.
- Ease the return-to-work process: Communication can help reduce uncertainty and prepare both sides for a smoother transition back.
- Assist with accommodations: Ongoing dialogue allows employers to plan ahead for any workplace modifications that may be required.
- Reinforce value: Reaching out signals to the employee that they are a valued member of the team.
What reasonable communication looks like
The key is to strike a balance between being supportive and respecting the employee’s boundaries. Reasonable communication may include:
- Checking in periodically to express support and provide general workplace updates
- Asking whether the employee wants to stay informed about workplace developments and respecting their choice
- Sharing information about significant changes in the workplace that could affect the employee’s role
- Beginning discussions about accommodation options well before a planned return date
Respecting boundaries
Every situation is different. Some employees may appreciate ongoing updates, while others may prefer minimal contact. If an employee requests no communication, that preference should generally be respected, unless there is a legitimate work-related reason to reach out.
The guiding principle is simple: Communication should always be respectful, supportive, and employee-centered.
Key takeaways
At its core, this issue is about good HR practices and good humanity. Employees on medical leave are often dealing with significant challenges, and feeling disconnected from the workplace can make that experience even harder. At the same time, appropriate communication can help reduce uncertainty, prevent misunderstandings, and lower the risk of conflict or legal disputes in the long run.
Staying in touch with employees is not only legally permissible, it can be a positive step for both the employee and the organization when handled thoughtfully and respectfully.
If you have questions about communicating with employees on medical leave, accommodations, or managing leaves of absence, contact our team – we’re here to help!
