Maternity Leave Letter to Employer: Templates & Guide for 2026/27

How to Write a Maternity Leave Letter to Your Employer

Notifying your employer about your pregnancy and maternity leave plans is a legal requirement, but it can also feel daunting. This guide walks you through exactly what to include, when to send it, and provides free templates you can adapt.

When Must You Notify Your Employer?

By law, you must inform your employer of your pregnancy and intended maternity leave start date no later than the 15th week before your expected week of childbirth — known as the qualifying week. For most pregnancies, this is around week 25 of your pregnancy.

However, you're not required to tell your employer before this date (though many women choose to). The only exception is if you need to take time off for pregnancy-related appointments or if health and safety adjustments are needed.

Use our Maternity Leave Planner to calculate your exact notification deadline.

What Your Letter Must Include

When you formally notify your employer, you must provide three pieces of information:

1.That you are pregnant

2.Your expected week of childbirth (your due date)

3.When you want your maternity leave to start

You'll also need to provide your MATB1 certificate — the medical certificate your midwife or GP issues from around week 20 of pregnancy. Your employer cannot process your SMP claim without this.

What Your Employer Must Do

Once you've given notice, your employer must respond in writing within 28 days, confirming:

•The date your maternity leave will start

•The date your maternity leave will end (52 weeks from the start)

•Your SMP entitlement

If they fail to respond within 28 days, they cannot refuse to let you return to work early.

Maternity Leave Notification Letter Template

Here's a template you can adapt for your situation:

Template 1: Basic Notification

Dear [Manager's Name],

I am writing to formally notify you that I am pregnant and wish to take maternity leave. My expected week of childbirth is [date], and I would like my maternity leave to begin on [date].

I attach my MATB1 certificate as proof of my expected due date.

I understand you will confirm my maternity leave dates and SMP entitlement within 28 days. Please let me know if you need any further information.

Kind regards, [Your Name]

Template 2: Detailed Notification with Handover Plan

Dear [Manager's Name],

I am writing to let you know that I am pregnant and to formally notify you of my intention to take maternity leave.

My expected week of childbirth begins on [date], and my due date is [date]. I would like my maternity leave to start on [date].

I enclose my MATB1 certificate for your records.

To ensure a smooth transition, I would like to discuss a handover plan over the coming weeks. I am happy to work with you to document my current projects and brief colleagues on ongoing tasks.

I would be grateful if you could confirm my maternity leave dates and SMP entitlement in writing within the statutory 28-day period.

Kind regards, [Your Name]

Changing Your Maternity Leave Start Date

If you change your mind about when you want to start maternity leave, you can change the date as long as you give at least 28 days' notice of the new date. Put this in writing to your employer.

What Happens After You Send the Letter

After notifying your employer:

1.Your employer confirms your dates in writing within 28 days

2.You continue working until your chosen start date

3.Your employer must carry out a workplace risk assessment for pregnant employees

4.You're entitled to paid time off for antenatal appointments

5.You're protected from unfair treatment or dismissal due to pregnancy

Learn more about your full maternity leave rights.

Telling Your Employer Informally First

While the formal letter is a legal requirement, most women tell their employer informally before sending the written notice — often after their 12-week scan. This gives both sides time to plan.

Tips for the informal conversation:

•Choose a private, relaxed setting

•Be clear about your due date and rough plans

•Ask about the company's maternity policy and any enhanced pay

•Don't feel pressured to commit to a return date immediately

•Follow up the conversation with your formal letter

Your Rights During Pregnancy at Work

From the moment you tell your employer you're pregnant, you have legal protections:

•Paid time off for all antenatal appointments (including classes recommended by your midwife)

•Health and safety protections — your employer must assess risks and make reasonable adjustments

•Protection from unfair dismissal — you cannot be dismissed or made redundant because of pregnancy

•Protection from discrimination — pregnancy discrimination is unlawful under the Equality Act 2010

Maternity Pay Considerations

When you notify your employer, they'll calculate your Statutory Maternity Pay entitlement based on your earnings. Use our Maternity Pay Calculator to estimate how much you'll receive, and our Take-Home Pay Calculator to see your after-tax amount.

If your employer says you don't qualify for SMP, they must give you form SMP1 explaining why. You can then apply for Maternity Allowance instead.

Key Deadlines Summary

•Notify employer: By the 15th week before due date (qualifying week)

•Provide MATB1: As soon as you receive it (around week 20)

•Change start date: At least 28 days' notice required

•Employer response: Must confirm within 28 days of your notification