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Model documents and policies

Downloadable and customisable documents relating to maternity leave and pay. For more information see the employment law pages.

Form for employee to request maternity leave
Form for employee to request maternity leave
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This form details the information required from an employee who is requesting maternity leave. The form has space for the employee to outline their intended start and end dates of leave, and specify the intended return to work date.
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Risk assessment form for new and expectant mothers
Risk assessment form for new and expectant mothers
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Employers are required to conduct a risk assessment and take any appropriate measures to ensure the health and safety of new and expectant mothers. This form can be used when carrying out a risk assessment.
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Letter confirming expected date of return to work from maternity leave
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This letter should be sent to an employee who has informed the employer that she intends to return to work following maternity leave. The letter confirms the expected date of the employee’s return to work and also outlines what the employee should do if she is ill on that date.
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Letter confirming maternity leave and pay entitlement
Letter confirming maternity leave and pay entitlement
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Send this letter to an employee who has informed you of her pregnancy to confirm details of her entitlement to maternity leave and maternity pay, and to give details of working during maternity leave and holiday entitlement.
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Letter congratulating an employee on the birth of her baby
Letter congratulating an employee on the birth of her baby
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Use this template to pass on best wishes to an employee once her baby has been born, reminding her that she can get in touch if she has any questions about her maternity leave or pay.
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Letter explaining her maternity rights to an employee who has suffered a stillbirth after 24 weeks
Letter explaining her maternity rights to an employee who has suffered a stillbirth after 24 weeks
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This letter informs an employee who has suffered a stillbirth after 24 weeks that she is still entitled to maternity leave, explains her entitlement to pay, and what will happen should she want to return to work early.
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Letter explaining the maternity rights to an employee who has suffered a miscarriage before 24 weeks of pregnancy
Letter explaining the maternity rights to an employee who has suffered a miscarriage before 24 weeks of pregnancy
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This letter can be used to let an employee, who has suffered a miscarriage during the first 24 weeks of pregnancy, know that under the circumstances she can claim sick leave and statutory sick pay with a doctor's certificate. It also gives details of occupational sick pay if applicable.
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Letter explaining the maternity rights to an employee whose baby dies after birth
Letter explaining the maternity rights to an employee whose baby dies after birth
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This letter offers condolences to an employee on maternity leave whose baby has died. The letter informs the employee that she is still entitled to the full period of maternity leave and that she needs to give eight weeks' notice if she would like to return to work early.
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Letter to ask employee if she intends to take additional maternity leave
Letter to ask employee if she intends to take additional maternity leave
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Use this template letter to ask an employee if they intend to take additional maternity leave. The letter outlines the notice required from the employee and asks her to confirm her plans as soon as possible.

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Letter responding to employee who has notified of her intention to take additional maternity leave
Letter responding to employee who has notified of her intention to take additional maternity leave
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Use this template letter to respond to an employee who has notified of her intention to take additional maternity leave, confirming the return to work date and the notice required for the employee to return to work following this period.

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Letter informing an employee on maternity leave of a development affecting her work
Letter informing an employee on maternity leave of a development affecting her work
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This letter advises an employee of developments that will affect her work when she returns from maternity leave, assuring her that the employer will keep her abreast of any future changes as well.
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Letter informing an employee on maternity leave of a job vacancy
Letter informing an employee on maternity leave of a job vacancy
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This letter is for an employer to keep in touch with an employee on maternity leave and in the interest of equal opportunities to let them know about a vacant job role. The letter also gives details of the post and the application process.
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Letter inviting new or expectant mothers to a meeting to discuss risk assessment
Letter inviting new or expectant mothers to a meeting to discuss risk assessment
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This letter can be used to arrange a meeting with an employee to assess and minimise health and safety risks at work either whilst pregnant or after birth.
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Letter outlining a phased return to work following maternity leave
Letter outlining a phased return to work following maternity leave
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Send this letter to an employee who has requested a phased return to work following her maternity leave to outline the working arrangements for this period. The letter outlines the hours and days of the phased return period and the amount the employee will be paid.
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Letter outlining a phased return to work following maternity leave.docx57.47 KB
Letter outlining adjustments to hours or conditions for expectant mothers
Letter outlining adjustments to hours or conditions for expectant mothers
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This letter allows the employer and employee to formally describe and agree upon discussed temporary adjustments whilst the employee is pregnant.
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Letter responding to a request for holidays before or after maternity leave
Letter responding to a request for holidays before or after maternity leave
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Use this letter to acknowledge the employee's request for annual leave before or after their maternity leave and to confirm the amount of annual leave remaining. The letter has options to approve or deny the request and confirm the start and end dates of their maternity leave.
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Letter responding to a request to vary hours when returning from maternity leave
Letter responding to a request to vary hours when returning from maternity leave
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This letter has options to approve the employee's request to return to work on a part-time basis after maternity leave or invite the employee to a meeting to discuss their request. The letter outlines who will attend the meeting and that the employee can be accompanied by a work colleague.
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Letter responding to an employee who has decided not to return to work after maternity leave
Letter responding to an employee who has decided not to return to work after maternity leave
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This letter confirms the employee's decision not to return to work after maternity leave and confirms their last day of employment, P45 and final pay.
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Letter responding to an employee requesting a Keeping in Touch Day
Letter responding to an employee requesting a keeping in touch day
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Letter to accept a request to return early from maternity leave
Letter to accept a request to return early from maternity leave
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This letter cna be used to accept an employees request to return early from a period of maternity leave. 

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Letter to an employee absent for a pregnancy-related reason close to fourth week before her EWC
Letter to an employee absent for a pregnancy-related reason close to the fourth week before her EWC
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Letter to a pregnant employee inviting her to a pre-maternity leave interview
Letter to a pregnant employee inviting her to a pre-maternity leave interview
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This letter invites a pregnant employee to a pre-maternity leave meeting to discuss the necessary arrangements that will be put in place during her maternity leave and any queries regarding handover of duties, calculation of holiday entitlement and the notifications that she needs to provide to the company during her maternity leave.
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Letter to an employee offering suitable alternative work during pregnancy
Letter to an employee offering suitable alternative work during pregnancy
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This letter makes an offer of a suitable alternative role when working days and hours pose a health and safety risk to pregnancy.
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Letter to an employee whose baby has arrived early
Letter to an employee whose maternity leave has been triggered by the early birth of her child
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This letter confirms leave and pay arrangements when maternity leave has started due to early birth.
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Letter to arrange a return to work meeting with an employee who is on maternity leave
Letter to arrange a return to work meeting with an employee who is on maternity leave
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This letter should be sent to an employee who is on maternity leave to arrange a meeting to discuss her return to work. The letter outlines the purpose of the meeting and has options to describe what will be discussed such as training or annual leave.
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Letter to confirm an employee is being placed on health and safety leave
Letter to confirm an employee is being placed on health and safety leave
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This letter can be used following a discussion with the employee to confirm they are being placed on health and safety leave under the Maternity Protection Act, 1994.

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Letter to confirm employee's return to work after health and safety leave during pregnancy
Letter to confirm employee's return to work after health and safety leave during pregnancy
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Following a period of health and safety leave under the Maternity Protection Act, 1994, this letter can be used to confirm the employee's return to work and detail whether adjustments have been made.

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Letter to an employee offering suitable alternative work during pregnancy
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Maternity leave policy
Maternity leave policy
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The maternity leave policy includes information on length of leave, maternity pay, time off for ante-natal classes and care, and returning to work.

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Policy and procedure on arranging maternity leave cover
Policy and procedure on arranging maternity leave cover
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This policy covers arrangements to cover an employee's duties and responsibilities during her maternity leave, including handover before the maternity leave and return to work after.

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Policy on varying the hours of an employee on return from maternity leave
Policy on varying the hours of an employee on return from maternity leave
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This policy covers varying an employee's hours on their return to work after maternity leave. It discusses how to submit a request and the impact of this request being agreed or declined.

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Policy setting out the structure of a pre-maternity-leave interview
Policy setting out the structure of a pre-maternity-leave interview
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This policy describes the pre-maternity interview, whose purpose is to plan the practicalities of the maternity leave, including cover and return to work.

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Letter to an employee whose maternity leave has been triggered by the early birth of her child
Letter to an employee whose baby has arrived prematurely to confirm extension to maternity leave
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This letter explains to an employee whose baby has arrived prematurely, and before maternity leave has begun, that her leave will has been triggered by the birth. 

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Letter responding to employee who wishes to postpone leave due to child's hospitalisation - agreeing to request
Letter responding to employee who wishes to postpone leave due to child's hospitalisation - agreeing to request
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This letter is for use when an employee has made a request to postpone her maternity leave because her child has been hospitalised, and the organisation is happy to agree to the request.

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Letter responding to employee who wishes to postpone leave due to child's hospitalisation - declining request
Letter responding to employee who wishes to postpone leave due to child's hospitalisation - declining request
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This letter is for use when an employee has made a request to postpone her maternity leave because her child has been hospitalised, but the organisation is unable to agree to the request. The reason for the refusal should be included in the letter.

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Letter responding to request for termination of maternity leave due to sickness - agreeing to request
Letter responding to request for termination of maternity leave due to sickness - agreeing to request
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This letter may be used to respond to an employee's request for terminating her additional maternity leave due to her sickness, when the employer is able to authorise the request.

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Letter responding to request for termination of maternity leave due to sickness - declining request
Letter responding to request for termination of maternity leave due to sickness - declining request
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This letter may be used to respond to an employee's request for terminating her additional maternity leave due to her sickness, when the employer is not able to authorise the request.

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