Pregnancy notification checklist form template
Our pregnancy notification checklist is designed to guide managers through key steps when an employee notifies them verbally of their pregnancy. It ensures a supportive and organised approach to maternity management.
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5 mins to read, 10 mins to prep
2 A4 pages / c.331 words
Reviewed 1 September 2025
Pregnancy notification checklist form
Upon Verbal Notification
Acknowledge the employee's pregnancy announcement with sensitivity and support.
Schedule a private meeting to discuss the employee's plans and any immediate concerns.
Confirm Eligibility and Dates
Verify the employee's eligibility for maternity leave and pay (at least 26 weeks of service by the end of the 15th week before the expected week of childbirth).
Discuss tentative maternity leave start date and the expected week of childbirth (EWC).
Provide Information on Maternity Leave and Statutory Benefits
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What is this for?
This Pregnancy Notification checkist form is a concise checklist facilitating managers through crucial steps when an employee verbally discloses their pregnancy.
It ensures managers approach these conversations with empathy, adhere to legal obligations, and foster a supportive workplace environment for expectant employees.
Document sequence
Managers guide to maternity leave
Our Guide to Managing Maternity Leave streamlines the complex process, ensuring compliance and smooth transitions for both employees and managers.
Maternity leave notification form template
If an employee will be taking maternity leave, they can use this model form template as notification of their pregnancy, and when they expect it to commence.
Best practice timings
Best practice for using the Pregnancy notification checklist form template, including key actions before, during, and after implementation.
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| Action | Timeline |
| Acknowledge Pregnancy Announcement | Immediate |
| Schedule Private Meeting | Within 1 week |
| Verify Eligibility and Discuss Dates | Within 2 weeks |
| Provide Information on Maternity Leave and Benefits | Within 2 weeks |
| Instruct Employee on Written Notification | Within 2 weeks |
| Explain MATB1 Form and Submission | Within 2 weeks |
| Advise Submission of MATB1 Form (around 20th week) | Around 20th week before Expected Week of Childbirth (EWC) |
| Discuss Return to Work Plans | During Initial Meeting and Ongoing Discussions |
| Schedule Follow-Up Check-Ins | Periodically throughout Pregnancy and Maternity Leave |
| Establish Documentation Retention System | Within 2 weeks |
