Mental health is no longer a taboo subject at work, and that openness benefits both employees and employers. Around one in four UK adults experiences a mental health problem each year, and the workplace can be a significant contributing factor. According to the Health and Safety Executive (HSE), in 2023/24 an estimated 875,000 workers were suffering from work-related stress, depression or anxiety. That accounts for 51% of all work-related ill health and 16.4 million working days lost.

Depression in the workplace can damage productivity, morale and retention. This guide explains how to identify the signs and take practical, lawful steps to support the people affected.

Signs of depression in the workplace

Recognising depression at work is not always straightforward. Symptoms vary, and many employees will try to mask them. Managers who stay observant and approachable are better placed to intervene early, protect wellbeing and maintain a productive team.

Common signs to watch for include:

• Loss of energy and motivation: A noticeable drop in enthusiasm, difficulty starting tasks or completing work to the usual standard.
• Persistent low mood or irritability: Sadness, tearfulness, mood swings or uncharacteristic frustration with colleagues.
• Changes in attendance or punctuality: Frequent absences, lateness, or conversely presenteeism where someone comes in but is unable to function effectively.
• Withdrawal from colleagues: Avoiding team meetings, social events or collaboration; becoming isolated.
• Difficulty concentrating or making decisions: Indecisiveness, missed deadlines, increased errors or forgetfulness.
• Visible changes in appearance or behaviour: Looking tired, neglecting personal presentation, or emotional outbursts.
• Loss of confidence: Expressing self-doubt, anxiety about performance, or reluctance to take on responsibilities.

Remember that these signs may indicate other health issues or personal difficulties. Avoid making assumptions; use them as a prompt for a supportive conversation.

How to help employees with poor mental health

Employers have a legal duty of care to protect employees’ health, safety and welfare. If you can identify depression early, you can offer support before matters escalate. Here are practical steps to take.

• Reduce stigma and encourage open conversations. Normalise discussions about mental health in team meetings, one-to-ones and internal communications. Training managers to talk about wellbeing confidently can help employees feel safe asking for support. Our guide to wellbeing at work offers further ideas.
• Choose the right time and place to talk. If you notice signs of depression, arrange a private, informal conversation. Avoid busy open-plan areas or times of high pressure. Listen more than you speak, and do not push for details the employee is not ready to share.
• Work together to find solutions. Ask what would help them. This might involve resolving a conflict, adjusting duties, or signposting to professional support such as an employee assistance programme (EAP), GP or talking therapies. If you offer workplace wellbeing benefits, make sure staff know how to access them confidentially.
• Review workload and working arrangements. Excessive pressure can worsen depression. Consider temporary reductions in workload, clearer priorities, flexible hours or hybrid working. Our article on flexible working arrangements explains how to implement these fairly.
• Plan time off and a supportive return. In severe cases, a period of sick leave may be necessary. Stay in appropriate contact, agree a phased return if helpful, and update risk assessments. See our guidance on managing sickness absence for a step-by-step approach.

Legal responsibilities and reasonable adjustments

Under the Health and Safety at Work etc. Act 1974, employers must protect employees from risks to their health and safety, including psychosocial risks. The Equality Act 2010 may also require you to make reasonable adjustments if depression amounts to a disability — generally where it has a substantial and long-term adverse effect on normal day-to-day activities.

Reasonable adjustments for depression can include flexible start and finish times, changes to supervision or feedback, temporary changes to duties, and providing a quiet workspace. ACAS guidance on reasonable adjustments recommends documenting agreed adjustments and reviewing them regularly. Failing to make reasonable adjustments can lead to discrimination claims, so take advice if you are unsure.

Building a mentally healthy workplace

Prevention is as important as intervention. A supportive culture reduces the likelihood of depression developing or going unreported. Consider these measures:

• Train managers to recognise signs of poor mental health and handle conversations sensitively.
• Promote a healthy work-life balance and respect boundaries around emails and working hours.
• Carry out stress risk assessments and act on the findings.
• Provide clear information about mental health resources, including EAPs, occupational health and NHS talking therapies.
• Encourage peer support networks or mental health first aiders.

Identifying depression in the workplace requires observation, empathy and a willingness to act. By recognising the signs early, having supportive conversations and making reasonable adjustments, employers can protect wellbeing, reduce absence and build a more resilient business. For more advice on supporting your team, explore our HR and people management resources.