Preparations for return to work and employee survey

Here is a example letter that can be used in regards to preparing your workforce to return to work. The template letter is featured as a download and as text in case you want to copy and paste them into your own template below.

Preparations for return to work and employee survey

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Name

Address

 

Dear Name,

I hope that you and your family are keeping well at this time.

I write to advise you that the Company is continuing to progress our preparations to facilitate a safe and controlled return to work.

With a view to regulating activities on site in order to protect against the spread of coronavirus, the Company is working with our industry body to help devise and implement safe operating procedures which will change the way work is undertaken.

I would therefore like to take this opportunity to let you know that the Company is currently considering a variety of measures which may help to facilitate a managed transition from the present restrictions in a way that deters the continual spread of the virus as we progressively return to work.

As a result, it is currently envisaged that a phased return to work will be required across the business with some employees being invited back to work at different stages in a controlled and gradual manner. This may involve the introduction of temporary alterations to working hours in order to reduce the number of site personnel working at any one time so as to help maintain physical distancing parameters when recommencing works. The Company will consult with you in more detail in relation to such proposed changes prior to your return to work.

The Company will also take steps wherever possible to facilitate physical distancing and enhanced hygiene on site. For example, the Company will introduce measures such as: (examples provided below, please select as appropriate or add further measures)

  • Installing new or expanding existing site welfare and toilet facilities
  • Installing hand washing/sanitiser stations (or providing hand sanitiser)
  • Amending typical travel arrangements and site access and egress processes
  • Alterations to form “one way” systems
  • Installation of Covid-19 signage
  • Marking 2m distancing throughout the site
  • Re-modelling office and meeting rooms for physical distancing
  • Introducing revised cleaning processes for site facilities and the workspace
  • ‘Road testing’ all new systems prior to supply chain returning to site

However, as you will undoubtedly appreciate, it is also recognised that there is currently a national demand for Personal Protective Equipment (PPE), with availability understandably prioritised for health and care workers. The Company and the wider construction industry must therefore, at least in the initial stages of returning to work, base our operating model on controls such as physical distancing and enhanced hygiene rather than extensive and constant utilisation of PPE although disciplined use of PPE will be obligatory in appropriate situations.

On return to work we will ensure that you are familiar with all of the additional health and safety measures that the Company will implement through a comprehensive site induction (or toolbox talk). You will also be advised about how to report any concerns that you may wish to raise in relation to health and safety in the workplace.

If there are any health and safety measures that you would like the Company to consider at any stage, please do get in touch with me to discuss any suggestions that you may wish to forward.

In the meantime, in order to assist the Company’s understanding of our workforce’s current circumstances, I would be grateful if you could answer the questions detailed below and return your responses to me via [email protected] by [DATE].

I would also be grateful if you could revert back to me should any of your answers in the questionnaire change between submitting your response and your eventual return to work.

All personal data captured in this questionnaire will be processed in accordance with the Data Protection Act 2018 and the Company’s Data Protection Policy.

It is hoped that the Company will be in a position to begin to return to work shortly and we will contact you directly to inform you of the date on which you will be asked to return to work.

The Company will endeavour to provide you with as much notice of a return to work as practically possible. However, as you will no doubt appreciate, the Company is continuing to adhere to the construction sector guidance issued by the Scottish Government and the business is therefore reliant upon Government Ministers setting out a timeframe in relation to the recommencement of works with further announcements expected imminently.

Consequently, I must advise you that from this point onwards you may only be provided with a few days’ notice before your current period of furlough leave is concluded, and you are invited back to work.

In the meantime, should you have any concerns with regard to the content of this letter or the questions in the survey, please do not hesitate to contact me directly in order that we can discuss any issues in further detail.

Yours sincerely,

Name

Position

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Coronavirus questionnaire

Have you been tested for Coronavirus? What was the outcome?

 
Do you suspect that you have suffered from COVID-19 to date?


Are you currently self-isolating because you, or a member of your household, has symptoms associated with COVID-19 (fever / high temperature, new continuous cough or the loss or a change in your normal sense of smell or taste)? If so, please advise of the relevant timeframe and the expected date on which your self-isolation is due to end.
 

Have you recently been in close contact with anyone who is confirmed with having the COVID-19 virus?

 
Is there anyone in your household who is vulnerable or has been asked to shield in accordance with public health guidelines?

 
Do you have any health issues which place you at increased risk of severe illness from COVID-19 that you would like to advise the Company of at this juncture?


Have you returned to the UK from another country within the last 14 days? If you answer ‘yes’, please provide details of visited and the dates involved.


Are there any barriers which may make it more difficult for you to return to work (such as childcare with school closures, lack of transport or caring responsibilities)?


Do you have any concerns that the Company should be aware of in relation to a potential return to work?

 
Do you have access to your own vehicle?

 
Are there any other matters that you would like to raise at this time?



Name Date: