Pregnancy-related absence acknowledgement letter template
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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.
Why this letter is necessary
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.
Compliance notes
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:
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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.
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The Maternity and Parental Leave etc. Regulations 1999, which provides further guidance on the statutory entitlements for employees taking maternity leave.
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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.
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The Statutory Maternity Pay (General) Regulations 1986, which sets out the eligibility criteria and calculation methods for Statutory Maternity Pay (SMP).
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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.
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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.
Specifications
5 mins
218 words, 1 page A4
1 July 2024
[Company 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. I am writing to let you know that, as your absence has continued into the fourth week before your expected week of childbirth, your maternity leave and pay has been triggered by your absence on the grounds of pregnancy and commenced on [date]].
You are entitled to 52 weeks' leave (26 weeks' ordinary maternity leave and 26 weeks' additional maternity leave). Your additional maternity leave will end on [date].
You should return to work on the first working day after the end of your additional maternity leave. If you wish to return to work early, you should give at least eight weeks' notice of your early return. If you decide not to return to work, you should give notice of resignation as required under your contract of employment.
If you have any further questions, please do not hesitate to speak to [name]. [In the meantime, I hope you feel better soon.]
Yours [faithfully | sincerely],
[Sender name]
[Sender job title]
[Sender telephone]
[Sender email]
[For, and on behalf of [Company name] ]
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