Download our free template to confirm leave dates, pay and legal rights with your pregnant employees, all in one clear and compliant letter.
This editable template is designed to help you stay compliant while communicating professionally and empathetically with your pregnant employee. It’s suitable for use in most standard maternity situations, and can be tailored to suit your policies.
Use it as part of your wider parental leave process to build trust and support employee wellbeing from day one.
What is a confirmation of maternity leave letter?
When an employee notifies you of their pregnancy, you have a legal obligation to confirm their maternity leave dates, pay entitlements, and rights. This letter template makes that process easier, ensuring your response is clear and legally sound.
Use it formally to acknowledge the employee’s notification of pregnancy and provide key information, including:
- The expected start and end dates of maternity leave
- Statutory Maternity Pay (SMP) entitlements
- Rights during and after maternity leave, such as return to work policies and accrued holiday
When should I use the letter?
Use this letter after receiving written notice of pregnancy and the employee’s intended maternity leave start date. Aim to send your confirmation within 28 days, as required by law.
This template can be adapted for different pay schemes or leave policies, and it works well alongside other documents in your parental leave process, such as your maternity policy or health & safety risk assessments.
FAQs
Is this template suitable for enhanced maternity pay schemes?
Yes. While the template includes standard wording for Statutory Maternity Pay (SMP), you can easily edit the section to reflect enhanced or contractual maternity pay if your business offers it.
Can I use this letter template for fixed-term or part-time employees?
Absolutely. Maternity rights apply regardless of contract type or working hours. Just make sure the pay and leave details reflect the employee’s individual circumstances.
What happens if maternity leave dates change after I’ve sent the letter?
If your employee requests to change their start date (with the required notice), you should send an updated confirmation letter to reflect the new information. It’s important to keep written records of any changes.
Does this letter cover return-to-work rights?
Yes. The template includes key information about an employee’s right to return to work, protection from unfair treatment, and how any accrued annual leave can be used.
Can I use this template alongside my maternity policy?
Definitely. This letter works best as part of a wider maternity process (alongside your policy, risk assessment documents, and employee handbook) to ensure consistency and legal compliance.
Is this template legally compliant?
Yes. It’s based on current UK maternity legislation and best practice guidance. However, if you’re dealing with a complex case (such as shared parental leave or adoption leave), you may want to seek expert HR advice.
