A Canadian Return to Work Letter is a formal document issued by an employer to an employee who is returning to the workplace after a leave of absence, typically due to medical reasons, disability, workplace injury (WSIB/WCB), parental leave, or another job-protected leave under the applicable Employment Standards Act. The letter formally welcomes the employee back, confirms the terms and conditions of their return, documents any workplace accommodations, and ensures compliance with the employer’s legal obligations under Canadian employment, human rights, and workers’ compensation legislation.

In Canada, the duty to accommodate is a fundamental legal obligation arising from the applicable provincial Human Rights Code and the Canadian Human Rights Act for federally regulated employers. The Supreme Court of Canada’s decision in British Columbia (Public Service Employee Relations Commission) v. BCGSEU (Meiorin) [1999] 3 SCR 3 established the framework requiring employers to accommodate employees with disabilities up to the point of undue hardship. The return-to-work letter is the primary document for implementing this duty by specifying the accommodations, modified duties, and gradual return schedule that will support the employee’s successful reintegration.

For workplace injuries, the Workplace Safety and Insurance Act, 1997 (Ontario) and equivalent provincial workers’ compensation legislation impose specific return-to-work co-operation obligations on both the employer and the injured worker. The employer must offer suitable modified work within the worker’s functional abilities, and both parties must cooperate in developing and implementing a return-to-work plan. Failure to comply with these obligations can result in penalties, financial surcharges, and increased employer premiums.

A Return to Work Letter is needed whenever an employee is returning to the workplace after any period of extended absence. The most common scenarios include return from medical or disability leave following illness, surgery, or mental health treatment; return from a WSIB or WCB workplace injury or occupational illness claim; return from pregnancy leave (17 weeks in Ontario) or parental leave (up to 61–63 weeks in Ontario); return from the new long-term illness leave (up to 27 weeks, effective June 19, 2025, under the Ontario ESA); return from family medical leave, family caregiver leave, or critical illness leave; and return from personal leave, compassionate care leave, or other job-protected leave.

The letter is particularly important when the employee has medical restrictions or functional limitations that require workplace accommodations. Under the duty to accommodate, the employer must engage in a collaborative, interactive process with the employee to identify appropriate accommodations. Documenting the agreed-upon accommodations in a formal letter protects both parties and creates a clear record of what was discussed and agreed upon.

For WSIB/WCB claims, the return-to-work letter is a critical compliance document. The WSIB expects employers to offer suitable modified work as soon as the worker is medically able, and the letter serves as evidence that the employer met its co-operation and re-employment obligations. Employers who fail to comply with return-to-work obligations may face financial penalties and increased WSIB premiums.

An effective Canadian Return to Work Letter must include complete identification of the employer, employee (name, position, department, employee ID), and the supervisor or manager authorising the return. The letter must specify the type of leave, the leave start date, and the expected return-to-work date.

The medical clearance section must document the clearance status (full clearance, clearance with restrictions, functional abilities evaluation, or pending clearance) and identify the healthcare practitioner who provided the clearance. Crucially, the letter must note that the employer is not entitled to a diagnosis or detailed medical history, only functional abilities information. All medical information must be kept confidential under PIPEDA.

If workplace accommodations are required, the letter must specify the types of accommodations (modified duties, reduced hours, ergonomic modifications, assistive technology, temporary reassignment), provide a detailed accommodation plan with specific timelines, and include a review date for reassessment. A gradual return-to-work schedule should be included if the employee is returning in phases rather than to full duties immediately.

For WSIB/WCB claims, the letter must include the claim number, date of injury, and the specific functional restrictions from the functional abilities form. The letter should confirm the employer’s re-employment obligations and co-operation commitments under the applicable workers’ compensation legislation. Both the employer’s commitments and the employee’s obligations should be clearly stated, and the letter should be signed by both the supervisor and the employee.