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Maternity leave notification form template

£ 15

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.

It provides for options covering what Ordinary Maternity Leave (OML) and Additional Maternity Leave (AML) they will be taking, and whether they will be using any of their holiday entitlement at the beginning or end of the Maternity Leave period.

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10 mins
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maternity leave notification form template

What is a Maternity leave notification form?

A maternity leave notification form is a document used by an employee to notify their employer that they intend to take time off work for the birth or adoption of a child. The form is usually completed and submitted to the employer several weeks before the expected due date or adoption date.

The maternity leave notification form typically includes information such as the employee's name and contact information, the expected start and end dates of the leave, and whether the employee plans to take additional leave such as parental leave. It may also include details about the employee's entitlement to statutory maternity leave and pay, and any company-specific policies or procedures relating to maternity leave.

The form is an important part of the maternity leave process as it provides the employer with the necessary information to plan for the employee's absence and to make any necessary arrangements for covering their duties while they are on leave. It also helps to ensure that the employee's rights to leave and pay are protected and that they are able to return to work in a smooth and seamless manner at the end of their leave period.

Best practice timescale for this to be issued
When should this form be issued?
In the UK, the employee is required to provide their employer with written notification of their pregnancy no later than the 15th week before the expected week of childbirth.
Issued by who, to whom
Who should issue this form, and to whom?
The Employee to the Employer (you)
Applicable legal jurisdictions
In which jurisdictions can this form be used?
Great Britain & NI (United Kingdom), Worldwide
United Kingdom

Here are some UK employment legislations that support an employer responding to a maternity leave notification:

  1. The Employment Rights Act 1996: This legislation gives employees the right to take up to 52 weeks of maternity leave, and requires employers to respond to a maternity leave notification within 28 days, confirming the employee's entitlements to leave and pay.
  2. The Equality Act 2010: This legislation prohibits discrimination against pregnant employees, and requires employers to treat them in the same way as other employees in terms of their entitlement to leave, pay, and other benefits.
  3. The Maternity and Parental Leave etc. Regulations 1999: These regulations set out the specific entitlements of employees to maternity leave and pay, and require employers to respond to a maternity leave notification within a specified time period.
  4. The Part-time Workers (Prevention of Less Favourable Treatment) Regulations 2000: These regulations prohibit employers from treating part-time employees less favourably than full-time employees in relation to their entitlements to maternity leave and pay.
  5. The Working Time Regulations 1998: These regulations set out the maximum number of hours that an employee can work in a week, and require employers to ensure that employees taking maternity leave are not required to work during this period.
  6. The Employment Equality (Age) Regulations 2006: These regulations prohibit age discrimination in relation to maternity leave and pay, and require employers to treat employees of different ages equally in this regard.

It is important for employers to be aware of their legal obligations and to respond promptly and appropriately to any maternity leave notifications they receive. Failure to do so may result in legal action being taken against them.

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Other territories

Refer to your local employment legislation / labor laws to support the execution of the template. Review the wording for local accuracy.

Maternity leave notification

Maternity Leave Notification

Please complete the relevant sections of this form and send a copy to your Line Manager and to HR Services no later than the end of the 15th week before your expected week of childbirth or as soon as is reasonably practicable. You should also send your MAT B1 form (issued by your GP after 26 weeks pregnancy) to HR Services. If you are unable to give the required notice, i.e. if the birth is earlier than expected, please complete this form as soon as practicably possible

Name:

Job title:

Department:

Employment start date:

ORDINARY MATERNITY LEAVE (OML)

I wish to take [weeks] weeks ordinary maternity eave (maximum available 26 weeks).

I wish my ordinary maternity leave to commence on [date].

(Please note - The start of the maternity leave must be no earlier than the 11th week before the baby is due. If you wish to change your leave dates, you may do so provided you give your Line Manager and HR Services written notice at least 28 days in advance. )

My expected week of childbirth (EWC) is [date].

ADDITIONAL MATERNITY LEAVE (AML)

Please indicate if you wish to add any additional maternity leave to the end of your ordinary maternity leave period. The maximum additional maternity leave available is 26 weeks.

I wish to add [weeks] weeks AML to the end of my OML period.

(Your entitlement to Maternity pay is dependant on your service. Depending on your length of service, you will be entitled to either Maternity Pay or Statutory Maternity Pay or Maternity Allowance during your Maternity leave)

My additional maternity leave will commence on [start date] until [end date].

HOLIDAY ENTITLEMENT

I intend to take [days] days holiday entitlement at the beginning of my OML period. The dates for holiday entitlement are from [start date] to [end date].

I intend to take [days] days holiday entitlement to the end of my OML / AML period (please delete as appropriate). The dates for holiday entitlement are from [start date] to [end date].

 

Signed (employee):

Date:

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Version: [1.0]

Issue date: [date]

What communication / process sequence is this part of?

Previous step
Policies
Maternity leave and pay policy

Our Maternity Leave and Pay Policy Template outlines the company's provisions for maternity leave, pay entitlements, and return-to-work arrangements, ensuring compliance with legal requirements and supporting expectant mothers throughout their pregnancy and beyond.

This step
Maternity leave notification form template
Next step
Letters
Maternity leave acknowledgement (eligible for maternity pay) letter template

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.

Why buy our Maternity leave notification form template?

  • It's easily editable and implementable, saving you time and money
  • It's designed by CIPD accedited Chartered HR practitioners with operational experience in this area
  • You will maintain compliance with ACAS guidelines, legislation, and industry best practices
What other advantages does buying from hrdocbox.co.uk offer?
  • Email notifications for any updates made to this template or its accompanying materials
  • 12 months of unrestricted access without any additional costs (any update in that period is free to you)
  • A 25% discount on all library, toolkit, and template purchases/renewals

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