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View full libraryUse this Maternity Leave Acknowledgement Letter to confirm an employee's maternity leave arrangements and eligibility for Statutory Maternity Pay (SMP), enhanced Company Maternity Pay, or both where applicable. It helps UK employers formally confirm leave dates, maternity pay entitlements, expected payment arrangements and the next steps before maternity leave begins.
Use this template to:
-letter-template-preview.jpg "Maternity leave acknowledgement (eligible for maternity pay) letter template preview")
<p>If you are managing parental and family leave, the toolkit brings together practical HR templates covering notifications, eligibility, planning, leave and return to work.</p>
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Confirmation of Maternity Leave and Statutory Maternity Pay
Private and confidential
Thank you for notifying us of your pregnancy and your intention to take maternity leave. We are writing to confirm your maternity leave arrangements and your eligibility for Statutory Maternity Pay (SMP).
Maternity leave dates
We understand that your expected week of childbirth is [Expected Week of Childbirth] and that you intend to start your maternity leave on [Planned Maternity Leave Start Date].
Based on the information you have provided, your maternity leave arrangements are currently expected to be as follows:
| Arrangement | Confirmed details |
| Expected week of childbirth | [Expected Week of Childbirth] |
| Planned maternity leave start date | [Start Date] |
| Expected maternity leave end date | [End Date] |
| Expected return to work date | [Return Date] |
You are entitled to up to 52 weeks of statutory maternity leave, comprising 26 weeks of ordinary maternity leave and 26 weeks of additional maternity leave. The dates above reflect the leave period currently anticipated based on the information available to us.
If you intend to take less than the full entitlement, or wish to change your planned
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-letter-template.jpg "Maternity leave acknowledgement (eligible for maternity pay) letter template")
When an employee notifies their employer that they are pregnant and intends to take maternity leave, the employer should respond in writing to confirm the relevant arrangements. Where the employee qualifies for Statutory Maternity Pay (SMP), the acknowledgement should also explain the expected payment period and how the pay will be administered.
This Maternity Leave Acknowledgement Letter is designed for employers who have assessed the employee's eligibility for statutory and, where applicable, enhanced company maternity pay. It provides a professional written record of planned leave dates, the applicable maternity pay scheme, expected payment arrangements and practical next steps.
The letter should acknowledge the employee's expected week of childbirth and intended maternity leave start date. It should confirm the expected return date, based on the leave period the employee has indicated they intend to take. Eligible employees can take up to 52 weeks of statutory maternity leave, comprising ordinary maternity leave and additional maternity leave.
The letter should confirm whether the employee qualifies for Statutory Maternity Pay (SMP), enhanced Company Maternity Pay, or both where applicable. SMP can normally be paid for up to 39 weeks, subject to statutory eligibility rules. Enhanced company pay depends on the employer's contractual terms or maternity pay scheme and may provide additional or more generous payments. Payroll should calculate the actual entitlement and explain how statutory and company payments interact.
The letter can explain how maternity pay will appear on payslips, how accrued annual leave will be managed and how the employee can agree keeping-in-touch days if appropriate. It should also explain how to notify the employer if the baby arrives early or the planned leave arrangements change.
Retaining the acknowledgement helps HR and payroll administer maternity leave consistently and gives the employee a record of the arrangements. Keep pregnancy-related information confidential, communicate relevant changes to the employee and ensure that the employee is not disadvantaged because of pregnancy or maternity leave.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Maternity leave acknowledgement (eligible for maternity pay) letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
This Maternity Leave Notification Letter enables an employee to formally notify their employer of their pregnancy and intention to take maternity leave.
Our Maternity Leave Return to Work Reminder Letter template streamlines communication, reducing employee confusion and facilitating a smooth transition back to work.
Use these best practice actions, recommended timescales and process stages to understand when and how the Maternity leave acknowledgement (eligible for maternity pay) letter should be used, helping ensure each step is handled consistently and appropriately documented.
Understand the common mistakes to avoid when using this HR template, helping you reduce risk, prevent unnecessary costs and ensure the process is handled correctly.
It should acknowledge the employee's maternity notification, confirm the expected leave dates, explain eligibility for Statutory Maternity Pay and any enhanced Company Maternity Pay, and set out the expected payment periods and arrangements. It should also explain how to report changes and who to contact with questions.
The employer must respond in writing within 28 days of receiving the employee's maternity notification, confirming the expected end date of maternity leave. Where SMP is payable, the employer must also confirm the amount and the dates on which it will start and stop within the applicable statutory timescale. Any enhanced company pay entitlement should also be confirmed in accordance with the employer's scheme and contractual arrangements.
Check statutory SMP eligibility, including the qualifying week, employment history, average weekly earnings, required notice and proof of pregnancy. Separately check the employee's eligibility under the Company's enhanced maternity pay scheme. Confirm the payment periods, rates and how company payments interact with SMP before issuing the letter.
Statutory Maternity Pay can normally be paid for up to 39 weeks, subject to the statutory rules. Enhanced Company Maternity Pay may provide additional or more generous payments under the employer's scheme. The employee's actual entitlement and payment schedule should be calculated using the applicable statutory rates and contractual terms.
HRDocBox provides practical HR templates for UK employers, helping HR teams manage employment processes consistently. This letter provides a structured way to confirm maternity leave dates and SMP arrangements, while giving employees a clear written record of what to expect.
AI can help draft a maternity letter, but it may confuse maternity leave rights with SMP eligibility or overlook enhanced company pay conditions and statutory deadlines. This template provides a reusable structure for confirming both statutory and contractual arrangements, while requiring the employer to verify eligibility, scheme terms, dates and current statutory rates before sending it.
How this content is developed and reviewed
The Maternity leave acknowledgement (eligible for maternity pay) letter template is developed using a practical HR methodology that considers current UK employment legislation, ACAS guidance, CIPD good practice and the real-world HR process it supports. Templates and supporting information are regularly reviewed and updated, with additional reviews triggered by significant changes to legislation, guidance or established HR practice, helping ensure each document remains practical, relevant and suitable for UK employers.
Darryl Horn, Chartered HR Director
Darryl is a Chartered HR professional with over 25 years' experience in senior HR and employee relations roles.
He has extensive practical experience of managing parental and family HR processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
HRDocBox has been creating practical UK HR documents since 2009.
"Darryl provides support and advice with excellent judgement, and has a strong understanding of people, policies and UK employment legislation."
"He is someone I trust; consistent, dependable, and committed to doing things properly."
Whether you employ 5 people or 50, hrdocbox gives you the structure, documents and expertise needed to manage employees professionally and legally.
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