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Pregnancy-related absence acknowledgement letter

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Use this model letter to confirm leave and pay entitlements when maternity leave has begun earlier than expected due to a pregnancy-related absence.

Reading time
How long to understand and implement this letter?
5 mins
Word count
How many words in this letter?
218
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What is a Pregnancy-related absence acknowledgement letter?

The purpose of this letter is to confirm the leave and pay entitlements of an employee who has started their maternity leave earlier than expected due to a pregnancy-related absence. The letter serves as a formal communication to the employee, informing them of their rights and entitlements under UK employment law, and demonstrates the employer's commitment to supporting their employees during this time.

The letter also helps to provide clarity to the employee about their maternity leave and pay entitlements, and how they will be calculated. By providing this information, the employer can help to alleviate any potential confusion or anxiety that the employee may experience during this time.

Overall, the purpose of this letter is to ensure that the employee is fully informed and supported during their maternity leave, and to help maintain a positive and productive working relationship between the employer and employee.

Best practice timescale for this to be issued
When should this letter be issued?
The letter should be issued as soon as possible after the employee's absence from work has commenced.
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 UK employment legislation that are relevant to issuing a letter confirming leave and pay entitlements when maternity leave has begun earlier than expected due to a pregnancy-related absence:

  • The Employment Rights Act 1996, which sets out the minimum entitlements for employees taking maternity leave, including the duration of leave, the timing of leave, and pay entitlements.

  • The Maternity and Parental Leave etc. Regulations 1999, which provides further guidance on the statutory entitlements for employees taking maternity leave.

  • The Equality Act 2010, which prohibits discrimination on the grounds of pregnancy, maternity, and pregnancy-related illness, and requires employers to make reasonable adjustments to support employees during their pregnancy and maternity leave.

  • The Statutory Maternity Pay (General) Regulations 1986, which sets out the eligibility criteria and calculation methods for Statutory Maternity Pay (SMP).

  • The Health and Safety at Work etc. Act 1974, which places a duty on employers to ensure the health and safety of their employees, including pregnant employees.

  • The Working Time Regulations 1998, which sets out the rules on working hours, rest breaks, and annual leave entitlements for employees, including those on maternity leave.


Other territories

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

Pregnancy-related absence acknowledgement [Delete this line]

[Company name]

[Sender address]

 

[date]

[Recipient name]

[Recipient address]

 

Dear [Recipient first name],

 

Confirmation of maternity leave and pay entitlements

[Thank you for informing [me/name] that you are absent from work for a pregnancy-related reason and the date on which your absence began. Your maternity leave and pay have been triggered by your absence on the grounds of pregnancy and commenced on [date].]

[OR

An employee who is suspended on maternity grounds because of health and safety requirements is regarded as absent because of pregnancy. I am writing to let you know that, as your absence has continued into the fourth week before your expected week of childbirth, your maternity leave and pay has been triggered by your absence on the grounds of pregnancy and commenced on [date]].

You are entitled to 52 weeks' leave (26 weeks' ordinary maternity leave and 26 weeks' additional maternity leave). Your additional maternity leave will end on [date].

You should return to work on the first working day after the end of your additional maternity leave. If you wish to return to work early, you should give at least eight weeks' notice of your early return. If you decide not to return to work, you should give notice of resignation as required under your contract of employment.

If you have any further questions, please do not hesitate to speak to [name]. [In the meantime, I hope you feel better soon.]

 

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:
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Pregnancy-related absence acknowledgement letter
pregnancy-related absence acknowledgement letter