Confirmation of sickness absence during last four weeks before expected week of childbirth letter template
Our Confirmation of Sickness Absence during the Last Four Weeks Before Expected Week of Childbirth Letter template assists employers in validating maternity-related absences, ensuring support for employees.
- 1 page / 205 words.
- Last updated 23/04/2023.
- Designed for United Kingdom use.
- Suitable for use in other territories; check local laws first.
- Instantly download as Word / PDF / plain text, or send by email.
- Includes 12 months’ access, with all updates to this page provided free of charge and notified to you.
Confirmation of sickness absence during last four weeks before expected week of childbirth letter
[Sender name]
[Sender address]
[date]
[Recipient name]
[Recipient address]
Dear [Recipient first name],
Absence During Last Four Weeks Before Expected Week of Childbirth
I am writing to confirm that your absence from work during the last four weeks before your expected week of childbirth is being treated as sickness absence, rather than triggering the beginning of your maternity leave.
We understand that pregnancy can be a challenging time and we want to support you in any way we can. If you need to take
You're currently viewing a limited preview. For instant full access, purchase this item or a parent bundle.
The purpose of the letter confirming sickness absence during the last four weeks before expected week of childbirth is to inform a pregnant employee that if they need to take time off work due to sickness during the last four weeks of their pregnancy, this will not be treated as the start of their maternity leave. Instead, the absence will be treated as sickness absence and the employee will continue to accrue their normal rights and benefits as an employee, including sick pay and holiday entitlement.
This policy is in line with the statutory maternity provisions set out in the Employment Rights Act 1996 and the Maternity and Parental Leave Regulations 2019. The letter also provides reassurance and support to the employee during a challenging time and clarifies any questions they may have about their entitlements.
It is usually delivered to the Employee by the Employer / HR.
Compliance
Compliance
This Confirmation of sickness absence during last four weeks before expected week of childbirth letter template incorporates relevant UK laws and HR standards, including those listed below:
Here are some bullet points of UK employment legislation supporting the policy of treating sickness absence during the last four weeks before expected week of childbirth as separate from the start of maternity leave:
- Employment Rights Act 1996, which provides for the right to maternity leave and pay, and sets out the rules for when maternity leave can start
- Maternity and Parental Leave Regulations 2019, which set out the entitlements of employees in relation to maternity leave and pay, including the requirement that maternity leave can only start automatically if the employee gives birth before their expected week of childbirth
- Equality Act 2010, which prohibits discrimination against pregnant employees and requires employers to make reasonable adjustments to support pregnant employees in the workplace
- Health and Safety at Work Act 1974, which places a duty on employers to ensure the health, safety, and welfare of their employees, including pregnant employees. This includes ensuring that pregnant employees are not exposed to any risks that could harm their health or that of their unborn child
- The Working Time Regulations 1998, which set out the maximum working hours, rest breaks, and annual leave entitlements for employees, including pregnant employees.
Frequently Asked Questions
Frequently Asked Questions
-
Can I use this template in my small business?
Yes. The Confirmation of sickness absence during last four weeks before expected week of childbirth letter template is designed to be flexible and suitable for organisations of all sizes, including small businesses and charities. It follows UK employment law best practice, so even if you don't have an in-house HR team, you can confidently apply it.
-
Is this template compliant with 2025 UK employment law?
Absolutely. All of our templates are drafted with the latest ACAS guidance and UK employment legislation in mind. We review and update them regularly, so you can be confident they remain compliant.
-
Can I customise it for my organisation?
Yes, we highlight the areas 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.
-
Do I get instant access?
Yes. Once purchased, you'll be able to download it instantly. Templates are provided in editable Word or Excel format so you can customise them easily, and in PDF format for easy sharing.
-
What if I need more help, not just this template?
If you're looking for broader support, we also offer toolkits and library bundles that include this template, along with other HR templates and policies for fully managing your situation. These may be more cost-effective if you need deeper advice.
