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Shared parental leave acknowledgement letter

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Our Shared Parental Leave Acknowledgement Letter template assures prompt receipt of requests, enhancing transparency and leave coordination.

Reading time
How long to understand and implement this letter?
5 mins
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What is a Shared parental leave acknowledgement letter?

The purpose of the Shared Parental Leave (SPL) confirmation letter is to formally confirm to the employee their SPL entitlements and any pay entitlements that they may be eligible for, in accordance with the company's SPL policy and the statutory requirements under UK employment law.

The letter provides the employee with important information about the duration of their SPL period, including the start and end dates, the total number of weeks of SPL that they are entitled to take, and any pay entitlements that they may be eligible for.

The SPL confirmation letter is an important document for both the employee and the employer, as it sets out the terms and conditions of the employee's SPL period and any associated pay entitlements. This helps to ensure that both parties are clear on their respective obligations and responsibilities, and can help to avoid any misunderstandings or disputes in the future.

Overall, the purpose of the SPL confirmation letter is to support working parents in the workplace, by providing them with the information and support they need to make informed decisions about their family and work responsibilities.

Best practice timescale for this to be issued
When should this letter be issued?
The Shared Parental Leave (SPL) confirmation letter, including any pay entitlement information, should be issued to the employee as soon as possible after they have notified the company of their intention to take SPL.
Issued by who, to whom
Who should issue this letter, and to whom?
The Employer (you) to the Employee
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 key pieces of UK employment legislation that govern Shared Parental Leave (SPL):

  • The Shared Parental Leave Regulations 2014: This legislation sets out the framework for SPL, including eligibility criteria, notice requirements, and entitlements to leave and pay.
  • The Employment Rights Act 1996: This act provides the legal basis for employees to take SPL and prohibits discrimination against employees who exercise their right to SPL.
  • The Equality Act 2010: This act prohibits discrimination on the basis of gender, pregnancy, maternity, or paternity in relation to SPL.
  • The Parental Leave Regulations 2013: These regulations set out the framework for parental leave, including the maximum amount of leave that can be taken in a given year and notice requirements.
  • The Maternity and Parental Leave etc. Regulations 1999: These regulations set out the entitlements to maternity and paternity leave and pay, which are closely linked to SPL entitlements.
  • The Working Time Regulations 1998: These regulations set out the maximum amount of working time allowed per week, which can impact the ability of employees to take SPL.

Other territories

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

Shared parental leave acknowledgement [Delete this line]

[Company name]

[Sender address]



[Recipient name]

[Recipient address]


Dear [Recipient first name],


Shared parental leave acknowledgement

We are writing to confirm your Shared Parental Leave (SPL) and pay entitlements following your notification of intention to take SPL in accordance with our company's SPL policy.

As an eligible employee, you are entitled to up to 50 weeks of leave and up to 37 weeks of pay (subject to eligibility requirements). Your SPL and pay entitlements are as follows:

  • Start date of SPL: [Insert Start Date]
  • End date of SPL: [Insert End Date]
  • Total weeks of SPL: [Insert Number of Weeks]
  • Entitlement to pay: [Insert Pay Entitlement]

Your SPL pay entitlement will be calculated as follows:

  • The first 6 weeks of SPL will be paid at 90% of your average weekly earnings (AWE) or the statutory flat rate (whichever is lower).
  • The remaining 31 weeks of pay (if eligible) will be paid at the statutory flat rate or 90% of your AWE (whichever is lower).

We appreciate the significance of this occasion and the importance of supporting working parents in our workplace. We believe that our SPL policy is an important part of our commitment to creating a family-friendly and inclusive workplace culture.

If you have any questions or concerns regarding your SPL or any other aspect of our company's policies or procedures, please do not hesitate to contact me.

We wish you and your family all the best during this special time.

Yours [faithfully | sincerely],



[Sender name]

[Sender job title]

[Sender telephone]
[Sender email]

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£ 9

Get much more with our
Parental and family template toolkit:
Shared parental leave acknowledgement letter
shared parental leave acknowledgement letter