Pregnancy notification checklist form template
Supporting information
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.
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
Briefly explain the statutory maternity leave duration (52 weeks) and statutory maternity pay (SMP) details.
Share information on the notice period (at least 15 weeks before the EWC).
Documentation Submission
Instruct the employee to submit a written notification, including the EWC and the intended start date of maternity leave.
Inform the employee about the MATB1 form and the importance of obtaining it from their healthcare provider.
MATB1 Form Submission Timeline
Advise the employee to submit the MATB1 form as soon as it is received, ideally around the 20th week before the EWC.
Emphasise the significance of the MATB1 form for processing statutory maternity pay and leave.
Returning to Work Planning
Discuss the employee's intentions regarding returning to work after maternity leave.
Clarify the commitment to provide the same job or a suitable alternative upon return.
Follow-Up
Schedule periodic check-ins to discuss any additional support or adjustments needed during the pregnancy.
Stay informed about the employee's well-being and work requirements throughout the maternity leave period.
Documentation Retention
Establish a secure system for retaining maternity-related documentation for record-keeping and compliance purposes.
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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.
Extended guidance
Documentation sequence
Guide to managing maternity leave
Our Guide to Managing Maternity Leave streamlines the complex process, ensuring compliance and smooth transitions for both employees and managers.
Maternity leave acknowledgement (eligible for maternity pay) letter template
If an employee has notified you that they intend to take maternity leave, issue this model letter template as acknowledgement, and to inform them that they are eligible for Maternity Pay.
Decision-making milestones
| 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 |
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