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Use this model letter to confirm leave and pay entitlements when maternity leave has begun earlier than expected due to a pregnancy-related absence.
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Confirmation of maternity leave and pay entitlements
[Thank you for informing [me/name] that you are absent from work for a pregnancy-related reason and the date on which your absence began. Your maternity leave and pay have been triggered by your absence on the grounds of pregnancy and commenced on [date].]
[OR
An employee who is suspended on maternity grounds because of health and safety requirements is regarded as absent because of pregnancy.
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The purpose of this letter is to confirm the leave and pay entitlements of an employee who has started their maternity leave earlier than expected due to a pregnancy-related absence. The letter serves as a formal communication to the employee, informing them of their rights and entitlements under UK employment law, and demonstrates the employer's commitment to supporting their employees during this time.
The letter also helps to provide clarity to the employee about their maternity leave and pay entitlements, and how they will be calculated. By providing this information, the employer can help to alleviate any potential confusion or anxiety that the employee may experience during this time.
Overall, the purpose of this letter is to ensure that the employee is fully informed and supported during their maternity leave, and to help maintain a positive and productive working relationship between the employer and employee.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Pregnancy-related absence acknowledgement letter, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
Our pregnancy notification checklist is designed to guide managers through key steps when an employee notifies them verbally of their pregnancy.
Our Return to Work Interview Script Template streamlines conversations after absence, ensuring consistent documentation and support for employee wellbeing.
Here are some UK employment legislation that are relevant to issuing a letter confirming leave and pay entitlements when maternity leave has begun earlier than expected due to a pregnancy-related absence:
The Employment Rights Act 1996, which sets out the minimum entitlements for employees taking maternity leave, including the duration of leave, the timing of leave, and pay entitlements.
The Maternity and Parental Leave etc. Regulations 1999, which provides further guidance on the statutory entitlements for employees taking maternity leave.
The Equality Act 2010, which prohibits discrimination on the grounds of pregnancy, maternity, and pregnancy-related illness, and requires employers to make reasonable adjustments to support employees during their pregnancy and maternity leave.
The Statutory Maternity Pay (General) Regulations 1986, which sets out the eligibility criteria and calculation methods for Statutory Maternity Pay (SMP).
The Health and Safety at Work etc. Act 1974, which places a duty on employers to ensure the health and safety of their employees, including pregnant employees.
The Working Time Regulations 1998, which sets out the rules on working hours, rest breaks, and annual leave entitlements for employees, including those on maternity leave.
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 Pregnancy-related absence acknowledgement 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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