Pregnancy at Work – telling an employer you are pregnant

How can you best deal with pregnancy at work? When should you tell your employer? What is the best format? Here are some of your questions answered, along with a letter template you can use to let them know in writing.

Some things to consider:

Legally you do not have to inform your work place that you are pregnant until at least 15 weeks before the beginning of the week the baby is due.
If this is not possible, for example because you didn’t know you were pregnant, then your employer must be told as soon as possible.
You may choose to inform your employer sooner, however, if you have any concerns relating to health and safety during pregnancy or you work in a sector where not informing your employer earlier could pose a risk to you and your baby.
You can’t take paid time off for antenatal appointments until you have told your employer about the pregnancy.

Below is a sample letter format for informing your employer, in writing, about your pregnancy.

You can also download this as a word document here: Pregnancy notification letter

Your Name
Address
Address
Post Code

Recipient’s Name
Company / Employer’s Name
Address
Address
Post Code

Date

Dear [Manager and HR department]

Re: Pregnancy and Maternity

I am writing to inform you that I have recently found out that I am pregnant.

At the moment, I am unsure as when my Expected Week of Childbirth will be, however I will
inform you as soon as I know, once I have more information from my scan/ midwife
appointments.

I understand I will be given my MATB1 form at one of my appointments and as soon as I
receive this, I will also give this to you.

I would be most grateful if you could inform me of the necessary steps I need to take, to
arrange my maternity leave and working during my pregnancy. Please can you also send me
any documentation that I am required to complete.

Thank you in advance for your assistance in this matter. I look forward to hearing from you.
Yours sincerely

[Your Name, job title and department]