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Maternity leave notification letter

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If an employee will be taking maternity leave, they can use this model letter template as notification of their pregnancy, and when they expect it to commence.

The letter also includes a request for you to confirm whether or not they are entitled to Maternity Pay.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
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What is a Maternity leave notification letter?

A maternity leave notification letter is a formal written document that is sent by an employee to their employer to inform them of their intention to take time off work due to pregnancy or childbirth. The letter usually outlines the dates of the intended leave, as well as any relevant details regarding the employee's entitlement to maternity leave, including the length of the leave and any applicable policies or procedures that must be followed.

Employers will require their employees to provide notice of their intention to take maternity leave in advance of the expected due date, in order to ensure that adequate arrangements can be made to cover the employee's absence and to comply with any applicable legal requirements.

Best practice timescale for this to be issued
When should this letter be issued?
In the UK, the employee is required to provide their employer with written notification of their pregnancy no later than the 15th week before the expected week of childbirth.
Issued by who, to whom
Who should issue this letter, and to whom?
The Employee to the Employer (you)
Applicable legal jurisdictions
In which jurisdictions can this letter be used?
Great Britain & NI (United Kingdom), Worldwide

What legislation and best practice guidelines have been taken into account in the development of this template?

United Kingdom

Here are some UK employment legislations that support an employer responding to a maternity leave notification:

  1. The Employment Rights Act 1996: This legislation gives employees the right to take up to 52 weeks of maternity leave, and requires employers to respond to a maternity leave notification within 28 days, confirming the employee's entitlements to leave and pay.
  2. The Equality Act 2010: This legislation prohibits discrimination against pregnant employees, and requires employers to treat them in the same way as other employees in terms of their entitlement to leave, pay, and other benefits.
  3. The Maternity and Parental Leave etc. Regulations 1999: These regulations set out the specific entitlements of employees to maternity leave and pay, and require employers to respond to a maternity leave notification within a specified time period.
  4. The Part-time Workers (Prevention of Less Favourable Treatment) Regulations 2000: These regulations prohibit employers from treating part-time employees less favourably than full-time employees in relation to their entitlements to maternity leave and pay.
  5. The Working Time Regulations 1998: These regulations set out the maximum number of hours that an employee can work in a week, and require employers to ensure that employees taking maternity leave are not required to work during this period.
  6. The Employment Equality (Age) Regulations 2006: These regulations prohibit age discrimination in relation to maternity leave and pay, and require employers to treat employees of different ages equally in this regard.

It is important for employers to be aware of their legal obligations and to respond promptly and appropriately to any maternity leave notifications they receive. Failure to do so may result in legal action being taken against them.

Other territories

Consult your jurisdiction's employment legislation or labor laws to ensure compliance with the template. Review the language for local precision.

Maternity leave notification [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Maternity leave notification

This is to inform you that I am pregnant and wish to take maternity leave. I enclose a medical/ maternity certificate dated [date] from Dr [Doctors name].

The expected week of childbirth is [date] and I intend to start taking my maternity leave on [date]. I understand that I am entitled to 52 weeks leave in total by law.

Please also let me know if I am entitled to receive Statutory Maternity Pay during my maternity leave.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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In which communication or process sequence does this template belong?

Previous step
Maternity leave and pay policy

Use this if you require a robust and practical Maternity leave and pay policy template.

This step
Maternity leave notification letter template
Next step
Maternity leave acknowledgement (eligible for maternity pay) letter template

If an employee has notified you that they intend to take maternity leave, issue this model letter template as acknowledgement, and to inform them that they are eligible for Maternity Pay.

Maternity leave notification letter
maternity leave notification letter