Pregnancy notification checklist form template
Our pregnancy notification checklist is designed to guide managers through key steps when an employee notifies them verbally of their pregnancy. It ensures a supportive and organised approach to maternity management.
- 2 pages / 331 words.
- Last updated 11/01/2024.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Pregnancy notification checklist form
Upon Verbal Notification
Acknowledge the employee's pregnancy announcement with sensitivity and support.
Schedule a private meeting to discuss the employee's plans and any immediate concerns.
Confirm Eligibility and Dates
Verify the employee's eligibility for maternity leave and pay (at least 26 weeks of service by the end of the 15th week before the expected week of childbirth).
Discuss tentative maternity leave start date and the expected week of childbirth (EWC).
Provide Information on Maternity Leave and Statutory Benefits
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This Pregnancy Notification checkist form is a concise checklist facilitating managers through crucial steps when an employee verbally discloses their pregnancy.
It ensures managers approach these conversations with empathy, adhere to legal obligations, and foster a supportive workplace environment for expectant employees.
It is usually delivered to the Employee by the Employer / HR.
It should be actioned as soon as possible after notification has been given by the pregnant employee.
Flowchart
Flowchart
Check which resources should be implemeted before and/or after the Pregnancy notification checklist form template, to understand the workflow.
Managers guide to maternity leave
Our Guide to Managing Maternity Leave streamlines the complex process, ensuring compliance and smooth transitions for both employees and managers.
Maternity leave notification form
If an employee will be taking maternity leave, they can use this model form template as notification of their pregnancy, and when they expect it to commence.
Timings
Timings
Follow these best practice actions to get the most from the Pregnancy notification checklist form template, guiding you before, during, and after implementation:
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| Action | Timeline |
| Acknowledge Pregnancy Announcement | Immediate |
| Schedule Private Meeting | Within 1 week |
| Verify Eligibility and Discuss Dates | Within 2 weeks |
| Provide Information on Maternity Leave and Benefits | Within 2 weeks |
| Instruct Employee on Written Notification | Within 2 weeks |
| Explain MATB1 Form and Submission | Within 2 weeks |
| Advise Submission of MATB1 Form (around 20th week) | Around 20th week before Expected Week of Childbirth (EWC) |
| Discuss Return to Work Plans | During Initial Meeting and Ongoing Discussions |
| Schedule Follow-Up Check-Ins | Periodically throughout Pregnancy and Maternity Leave |
| Establish Documentation Retention System | Within 2 weeks |
Frequently Asked Questions
Frequently Asked Questions
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Can I use this template in my small business?
Yes. The Pregnancy notification checklist form template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
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Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
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Can I customise it for my organisation?
Yes, we highlight the areas that you need to update with your own details, and where you need to make decisions to suit your situation. This saves you time and ensures that you meet best practice.
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Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
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What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
