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View full libraryUse this Maternity Leave Acknowledgement Letter to confirm an employee's maternity leave arrangements where they do not qualify for Statutory Maternity Pay (SMP). It helps UK employers explain the planned leave dates, confirm the outcome of the pay assessment, provide the required SMP1 form and signpost the employee to possible Maternity Allowance support.
Use this template to:
-letter-template-preview.jpg "Maternity leave acknowledgement (not 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 Eligibility
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 the outcome of our assessment of 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 current maternity leave arrangements are expected to be as follows:
| Arrangement | 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, subject to the applicable statutory requirements. This entitlement is separate from eligibility for Statutory Maternity Pay.
The dates above reflect the leave period currently anticipated based on the information available to us. If you intend
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-letter-template.jpg "Maternity leave acknowledgement (not eligible for Maternity Pay) letter template")
An employee may qualify for statutory maternity leave even if they do not qualify for Statutory Maternity Pay (SMP). For example, they may not meet the relevant continuous employment or average weekly earnings criteria. Employers should explain the outcome clearly, confirm the employee's maternity leave dates and provide the required documentation.
This Maternity Leave Acknowledgement Letter is designed for cases where the employer has assessed the employee's SMP eligibility and determined that they do not qualify. It provides a written record of the planned leave arrangements, explains the SMP decision and signposts the employee to possible financial support through Maternity Allowance.
Eligible employees can take up to 52 weeks of statutory maternity leave, subject to the applicable notification requirements, even if they are not eligible for SMP. The letter should confirm the intended start date and expected return date, based on the leave period the employee has indicated they intend to take.
The letter should state that the employee does not qualify for SMP and explain the relevant reason, such as insufficient qualifying employment or average weekly earnings below the statutory threshold. Employers should provide form SMP1 within the applicable statutory timescale and ensure the assessment is accurate before communicating the outcome.
An employee who does not qualify for SMP may be eligible for Maternity Allowance, depending on their employment and work history. The letter should explain that this is assessed by the Department for Work and Pensions and is not guaranteed. Provide the employee with the relevant GOV.UK guidance so they can check eligibility and apply if appropriate.
Not qualifying for SMP does not automatically mean that an employee is excluded from every form of maternity pay. The employer should check whether the employment contract or company maternity pay scheme provides an enhanced or contractual entitlement. If there is no separate entitlement, the letter should make that clear only after the relevant terms have been checked.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Maternity leave acknowledgement (not 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 (not 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.
Yes. Entitlement to statutory maternity leave is separate from eligibility for SMP. An employee who meets the requirements for statutory maternity leave can generally take up to 52 weeks even if they do not qualify for SMP.
The employer should explain the reason for the decision and provide form SMP1 within the applicable statutory timescale. GOV.UK states that SMP1 should be given within seven days of the decision that the employee is not eligible, subject to the relevant requirements. The employer should also explain that the employee may be able to claim Maternity Allowance.
Possibly. Maternity Allowance is a government benefit for people who meet its eligibility conditions, which depend on their work and earnings history and other applicable rules. The employee can check their eligibility and apply at https://www.gov.uk/maternity-allowance. Receiving SMP1 may help them establish why SMP is not payable.
Yes, depending on the employment contract or the Company's maternity pay scheme. Enhanced Company Maternity Pay has its own eligibility conditions and should be assessed separately from SMP. If the employee qualifies for contractual maternity pay, the letter must be amended to confirm the applicable entitlement rather than stating that no maternity pay is available.
HRDocBox provides practical HR templates for UK employers to help manage employment processes consistently. This letter provides a structured way to confirm maternity leave dates, explain an SMP eligibility decision and signpost possible alternative financial support, while allowing employers to record any separate company maternity pay assessment.
AI can help draft a maternity letter, but it may confuse statutory maternity leave with SMP eligibility or overlook the requirement to provide SMP1. This template provides a reusable structure for communicating the decision and next steps, while requiring the employer to verify the eligibility assessment and any separate contractual entitlement before sending it.
How this content is developed and reviewed
The Maternity leave acknowledgement (not 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."
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