Letter to Confirm an Employee's Maternity Leave (UK) (Acas)
Letter to Confirm an Employee’s Maternity Leave (Template)
[letter date]
Dear [employee name],
Thank you for telling us about your pregnancy in your letter/email dated [employee communication date].
Maternity leave start and return dates
You told us you want to start your maternity leave on [maternity leave start date].
You're entitled to 52 weeks' statutory maternity leave.
Your contract also gives you enhanced maternity leave of [enhanced maternity leave weeks].
If you take your full entitlement, your return to work date will be [return to work date].
If you want to take less than your full maternity leave entitlement, please let us know. By law, you must take at least 2 weeks' off after your baby is born.
Note: if your employee works in a factory, they must take at least 4 weeks' off
Changing your maternity leave start and return dates
If you want to change the date you start your maternity leave, you must give us at least 28 days' notice.
If you want to change the date you return from maternity leave, you must give us at least 8 weeks' notice.
If your maternity leave is triggered early
If your baby arrives early your maternity leave will automatically start the date after your baby is born. If this happens, please let us know as soon as possible.
If you're off work with pregnancy-related illness at any time in the 4 weeks before your baby is due, your maternity leave will automatically start after the first day of absence.
If your maternity leave is triggered early, we will tell you your new return to work date within 28 days.
Antenatal appointments
You have the right to a reasonable amount of paid time off for pregnancy-related appointments.
After your first appointment, you must provide an appointment card or other evidence of your appointments if we ask for it.
Holiday entitlement
You will still build up your usual holiday entitlement while you're on maternity leave.
You cannot use holiday entitlement while you're on maternity leave. But you can arrange to use your holiday before or after maternity leave.
You should speak to [hr contact] as early as possible about how to use your holiday entitlement, including any you build up while on maternity leave.
Keeping in touch days
You can work for up to 10 days during your maternity leave to help you stay in touch with [organization name]. These are called 'keeping touch (KIT) days'.
You should speak to [hr contact] to arrange any keeping in touch days.
If you have any questions about anything in this letter, please get in touch.
Yours sincerely,
[sender name]
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About this template
What is this template?
This document is a formal notification from an employer to an employee following a pregnancy disclosure. It is not an employment contract or a maternity policy, but a confirmation of specific dates and statutory obligations including the 2-week compulsory leave period.
When should you use it?
Use this letter after an employee has provided written notice of their pregnancy and their intended leave start date. Use a Maternity Policy instead for general company rules not specific to an individual's dates.
What's inside
| Clause | Name | What it does |
|---|---|---|
| Maternity leave start and return dates | Maternity leave start and return dates | Confirms the 52 weeks' statutory maternity leave entitlement and specifies the expected return to work date. |
| Changing your maternity leave start and return dates | Changing your maternity leave dates | Requires 28 days' notice to change the start date and 8 weeks' notice to change the return date. |
| If your maternity leave is triggered early | Early triggers | Specifies that leave starts automatically if the employee is absent for pregnancy-related illness within 4 weeks of the due date. |
| Antenatal appointments | Antenatal appointments | Grants a reasonable amount of paid time off for pregnancy-related medical appointments subject to providing evidence upon request. |
| Holiday entitlement | Holiday entitlement | Confirms that holiday entitlement continues to accrue during maternity leave but cannot be taken simultaneously with it. |
| Keeping in touch days | Keeping in touch days | Allows the employee to work for up to 10 days during the leave period to stay in contact with the organization. |
Who it's for
- a UK employer confirming statutory maternity leave dates for a pregnant employee
- a company providing notice of enhanced maternity leave weeks beyond the statutory 52-week period
- an HR manager documenting the 8-week notice requirement for changing a return to work date
How long it runs and how it's signed
England & Wales note
This version is drafted for England & Wales. Scotland and Northern Ireland differ on some points — for example notice periods and tribunal procedure. Tell GitLaw where you hire and it adjusts the draft.
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