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View full libraryUse this Pregnancy Notification Checklist to manage the key actions following an employee's pregnancy notification. It helps employers coordinate maternity administration, arrange a pregnancy risk assessment, consider workplace adjustments and keep important deadlines and follow-up actions on track.
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<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>
Use this checklist to record and coordinate the actions required after an employee notifies the organisation of a pregnancy. Complete the relevant sections, allocate responsibility for outstanding actions and keep the record confidential.
Section 1: Employee and notification details
| Employee name | |
| Job title | |
| Department | |
| Line manager | |
| Date notification received | |
| Notification received by | |
| Expected week of childbirth / due date, if provided | |
| Intended maternity leave start date, if provided | |
| HR contact |
Section 2: Initial response
| Action | Complete | Date / notes |
| Acknowledge the notification privately and sensitively. | [ ] | |
| Explain the next steps and identify the appropriate HR contact. | [ ] | |
| Ask whether the employee has any immediate workplace safety concerns or support needs. | [ ] | |
| Explain confidentiality arrangements and agree who needs to know for legitimate work-related reasons. | [ ] | |
| Record the notification securely and restrict access appropriately. | [ ] |
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When an employee tells their employer they are pregnant, there are several practical and legal matters to coordinate. These may include maternity notification dates, workplace health and safety, antenatal appointments, adjustments to working arrangements and maternity leave and pay administration.
This Pregnancy Notification Checklist provides HR teams and managers with a structured record of the actions to consider, the people responsible and any outstanding deadlines. It is intended to support a consistent response without replacing individual advice or the employer's statutory duties.
Acknowledge the notification, discuss the employee's immediate needs and explain what will happen next. Keep information confidential and share it only with those who need it for a legitimate work-related purpose. Avoid making assumptions about the employee's health, intended leave dates or future working arrangements.
Consider the employee's actual duties, work environment, hours and potential exposure to hazards. Arrange an appropriate pregnancy risk assessment, consult the employee and implement protective measures where needed. If risks cannot be adequately controlled, seek HR and health and safety advice about the applicable requirements for adjustments, suitable alternative work or suspension on full pay.
Record the expected week of childbirth when provided, the employee's intended maternity leave date and relevant notification deadlines. Check eligibility and evidence requirements for statutory maternity pay separately from maternity leave entitlement. Coordinate with payroll and explain the information needed from the employee without treating the checklist itself as proof of eligibility.
Agree how and when the employee and manager will communicate about workplace arrangements, outstanding actions and changes in circumstances. Review the risk assessment when needed and update maternity administration as plans change. Use the checklist as a live record of progress, not simply as a form to complete once.
Related HR resources and workflow
Explore the HR resources that may be relevant before and / or after using the Pregnancy notification checklist form, helping you understand the wider process, maintain appropriate documentation and follow a consistent approach.
This Managers Guide to Maternity Leave helps UK line managers support pregnant employees and manage maternity leave from the initial notification through to the employee's return to work.
This Maternity Leave Notification Form provides a structured way for an employee to notify their employer of their pregnancy and intended maternity leave arrangements.
Use these best practice actions, recommended timescales and process stages to understand when and how the Pregnancy notification checklist form 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.
Acknowledge the notification privately, ask about any immediate concerns or support needs, and explain the next steps. Arrange an individual risk assessment when the applicable notification requirements are met, record the relevant maternity dates and coordinate HR and payroll actions. Keep the information confidential.
An employee who intends to take statutory maternity leave must normally notify the employer of the expected week of childbirth and intended leave start date by the end of the 15th week before the expected week of childbirth. If that is not reasonably practicable, they should notify the employer as soon as possible. The notification does not have to be in writing unless the employer requests it. Employers should encourage early notification where the employee is comfortable doing so, because it helps identify workplace risks.
No. Statutory maternity leave and Statutory Maternity Pay have different eligibility rules. SMP generally depends on the employee's continuous employment, earnings, qualifying week, notice and evidence of pregnancy. Check the current rules and provide the appropriate SMP1 form where required if the employee does not qualify for SMP.
Employers must assess and manage relevant workplace risks. The applicable individual protective measures must be considered when the employer receives the relevant written notification that a worker is pregnant, has given birth within the previous six months or is breastfeeding. Risks must be removed or controlled as required by law, and the assessment should be reviewed when circumstances change.
HRDocBox provides practical HR resources to help employers manage workplace processes consistently. This checklist brings together pregnancy notification, maternity administration, risk assessment, employee support and follow-up actions in one reusable record, helping managers and HR teams coordinate responsibilities.
AI can suggest actions, but it may omit a deadline, confuse maternity leave with maternity pay or overlook a workplace safety obligation. This checklist provides a structured starting point for recording and tracking actions. Employers should still check current official guidance, individual eligibility and the specific circumstances before making decisions.
How this content is developed and reviewed
The Pregnancy notification checklist form 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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