Maternity leave return to work reminder letter template
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Our Maternity Leave Return to Work Reminder Letter template streamlines communication, reducing employee confusion and facilitating a smooth transition back to work.
If you have an employee on maternity leave, issue this model letter template as a reminder to them to confirm whether they will be returning to work as planned.
Additional implementation support:
Why this letter is necessary
A Maternity Leave Return to Work Reminder Letter is a concise communication that reminds an employee of their upcoming return to work after maternity leave and provides essential information about their job duties, schedule, and any policy updates. It supports a smooth transition and demonstrates the employer's commitment to the employee's well-being.
Compliance notes
Here are some key points from UK employment legislation regarding implementing a Maternity Leave Return to Work Reminder Letter:
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Employers have a duty to inform employees of their expected return date to work after taking maternity leave.
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The letter should be issued to the employee at least 8-10 weeks before their expected return to work date.
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The letter should include information on any changes in the employee's job duties or work schedule that may have occurred during their absence, as well as any new policies or procedures that have been implemented since the employee went on maternity leave.
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The letter should also provide information on the employee's entitlements, such as any accrued holiday entitlement or any flexible working arrangements that have been agreed upon.
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Employers should communicate clearly with the employee throughout the maternity leave period, and should keep the employee informed of any developments or changes that may impact their return to work.
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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.
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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.
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The employer should make any necessary arrangements for the employee's return to work, such as providing any necessary training or equipment.
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It is important for the employer to maintain a positive working relationship with the employee throughout the maternity leave period and beyond, and to support the employee in their transition back to work.
Workflow sequence
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.
Maternity leave return to work notification letter template
If you have an employee on maternity leave, they can use this model letter template as notification that they will return to work as planned.
Implementation timeline
| Step | Description | Responsibility | Timing |
| 1 | Prepare Maternity Leave Return to Work Reminder Letter | HR/Manager | 10 weeks before return date |
| 2 | Include essential return-to-work information | HR/Manager | 10 weeks before return date |
| 3 | Meet with the employee to discuss their return (optional) | HR/Manager | 8-10 week before return date |
| 4 | Issue the Maternity Leave Return to Work Reminder Letter | HR/Manager | 8 weeks before return date |
| 5 | Provide support and assistance during the return | HR/Manager | As needed |
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Specifications
5 mins
154 words, 1 page A4
1 November 2024
[Company name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Maternity leave - return to work
I hope this letter finds you well. As your maternity leave period is coming to an end, we would like to remind you of your upcoming return to work on [Return Date]. We are excited to welcome you back to the team.
To ensure a smooth transition, we want to provide you with some important information:
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[Provide any updates or changes to job duties, work schedule, or new policies since the leave started]
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[Inform about any accrued holiday entitlement or flexible working arrangements]
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[Remind about any obligations under the employment contract, such as training sessions or targets]
If you have any questions or require any assistance, please do not hesitate to reach out to the HR department. We are committed to supporting your successful return to work.
We look forward to having you back and wish you all the best as you prepare for your return.
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
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