Weekly Employee Check-In Template

A ten-minute weekly conversation, structured so she never has to raise a problem unprompted — and so the plan keeps pace with a condition that changes weekly.

For: Managers & employeesTime: 10 minutes weeklyFormat: Letter · print one per week

How to use this

This is not a performance conversation and should never be recorded as one. Ten minutes, same time each week, camera optional. Its purpose is to move the burden of asking from her to you.

This week

Week of

How this week compared

Days affected

Appointments upcoming

Four questions, every week

01How has this week been compared with last week?

02Is anything we put in place no longer working?

03Is there anything on your plate that should move to someone else?

04What would make next week easier?

Her answers

Plan check

Current accommodations still appropriate

Workload realistic for next week

Deadlines adjusted where needed

Absence reporting method still working

Appointments protected in the calendar

Anything needing HR input

Actions I will take before next week

Action

Owner

By when

Done

If any of these appear, act the same day

She mentions not keeping fluids down · significant weight loss · dizziness or fainting · she is working through episodes rather than resting · she seems hopeless or says she cannot continue. Encourage her to contact her provider immediately, and remove work pressure that day. If she mentions thoughts of self-harm, contact your employee assistance provider and, in the United States, share the 988 Suicide & Crisis Lifeline.

THON Tip

End every check-in the same way: "Nothing here goes in your file, and your job is safe." Repetition is what makes it believable.

Next check-in date & anything to prepare

Part of the THON Employer Toolkit™ · Practical guidance · Last reviewed July 2026 · Next review January 2027
This resource is educational. It is not legal advice and does not replace guidance from qualified employment counsel or a healthcare professional. Employment protections for pregnancy-related conditions vary by jurisdiction; confirm your obligations locally. © 2026 The House of Nirvana · thehouseofnirvana.org · info@thehouseofnirvana.org · You are not alone.