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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.
The letter includes wording for both statutory and enhanced pay (should your organisation provide it).
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Acknowledgement of maternity leave
Congratulations and thank you for telling me about your pregnancy and the date that your baby is due. I am writing to you about your maternity leave and pay.
As we have discussed, you are eligible to take up to 52 weeks maternity leave (consisting of 26 weeks Ordinary Maternity Leave and 26 weeks Additional Maternity Leave). Given your chosen start date of [insert date], your maternity leave will end on [insert date].
If you want to change the date your leave starts you must, if at all possible, tell me at least 28 days before your proposed new start date or 28 days before [insert date leave starts] (your original start date), whichever
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A Maternity Leave Acknowledgement letter serves as a confirmation that an employee is eligible for maternity pay and other related benefits under the company's maternity leave policy. The purpose of the letter is to inform the employee that their notification of maternity leave has been received and that they are entitled to maternity pay, time off work, and other relevant benefits.
The letter typically outlines the dates of the employee's expected absence from work and the expected date of return, as well as any conditions that need to be met in order to receive the maternity pay. It also provides information on the employee's rights and responsibilities during their maternity leave, including their obligations to stay in contact with the company and to inform the employer of any changes in their circumstances.
The Maternity Leave Acknowledgement letter is an important document for both the employee and the employer, as it ensures that both parties are aware of their obligations and responsibilities during the maternity leave period. It also helps to clarify any confusion or misunderstandings that may arise, and can help to prevent disputes between the employee and employer in the future.
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.
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.
Our Maternity Leave Return to Work Reminder Letter template streamlines communication, reducing employee confusion and facilitating a smooth transition back to work.
Here are some key points from UK employment legislation regarding implementing a Maternity Leave Acknowledgement letter:
Employers must provide written confirmation to pregnant employees of their entitlement to maternity leave and pay within 28 days of the employee's request.
Employers must also provide written notification to employees of the start and end dates of their maternity leave and pay, as well as their expected return date, no later than 28 days after the employee's request.
The employee must give their employer at least 15 weeks' notice before the expected week of childbirth in order to be eligible for maternity leave and pay.
Employees are entitled to up to 52 weeks of maternity leave, with the first 26 weeks known as "ordinary maternity leave" and the second 26 weeks as "additional maternity leave."
During the first 26 weeks of maternity leave, employees are entitled to receive statutory maternity pay (SMP), which is paid for up to 39 weeks. The rate of SMP is 90% of the employee's average weekly earnings for the first six weeks, followed by a flat rate for the remaining 33 weeks.
To be eligible for SMP, employees must have worked continuously for their employer for at least 26 weeks up to the end of the 15th week before the expected week of childbirth, and must earn at least £120 per week.
Employers must provide employees with a written statement outlining their rights and entitlements to maternity leave and pay.
Employers must not discriminate against employees on the grounds of pregnancy or maternity, and must provide a safe and healthy working environment for pregnant employees.
Employees are entitled to return to the same job after their maternity leave, or to a suitable alternative job if their original job is no longer available.
Yes. This template has been designed for organisations of all sizes, including small businesses, charities and growing employers. It follows UK employment law best practice and can be adapted to suit your organisation.
Our templates are developed with UK employment legislation, Acas guidance and HR best practice in mind and are reviewed and updated as relevant requirements change. However, every employment situation is different, so the template should be adapted to the circumstances and checked against the employee's contract and your organisation's procedures before use.
Yes, we highlight the areas of the document 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.
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable format (such as .doc or .xls) so you can customise them easily, and in PDF format for easy sharing.
If you're looking for broader support, we also offer toolkits and library bundles that include the Maternity leave acknowledgement (eligible for maternity pay) letter template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
AI can produce a document quickly, but effective HR documentation needs to be more than well-written words. It needs to reflect relevant UK employment law, HR best practice, practical considerations and the circumstances in which it will be used. These resources have been professionally developed around that wider HR context, drawing on extensive practical experience, rather than simply generating a generic document from a prompt.
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 processes and founded hrdocbox to provide businesses with practical, professionally developed HR resources grounded in UK employment law and best practice.
"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."
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