If you're expecting a baby, one of your key responsibilities at work is to let your employer know when you plan to take maternity leave. A Maternity Leave Notification Letter ensures this information is provided formally and within legal timeframes.

The letter includes details like your expected due date, when you want your maternity leave to start, and how long you intend to take off.

Submitting this letter in good time helps you access your statutory rights and gives your employer time to plan.

Why Send a Formal Notification Letter?

Informing your employer about your pregnancy is mandatory but providing written notice of your maternity leave is also beneficial as it:

• Protects your rights, ensuring you’re eligible for maternity leave and Statutory Maternity Pay (SMP)
• Helps your employer plan for your absence
• Triggers HR processes like confirming your leave period and pay
• Creates a record of the agreed dates
• Supports good communication around potential ‘Keeping in Touch’ (KIT) days and your return to work

A clearly written letter avoids misunderstandings and makes the process smoother for everyone.

When Should You Send This Letter?

You must inform your employer of your pregnancy and intended leave no later than the end of the 15th week before your due date. That’s around 25 weeks into your pregnancy. It’s best to send it earlier if possible, especially if you need to attend medical appointments or request adjustments at work.

Along with this letter, you will typically also need to provide your MATB1 form. You will receive this form your midwife after your 20-week appointment.

FAQs About Maternity Leave

1. How much maternity leave am I entitled to in the UK?
You’re entitled to up to 52 weeks of maternity leave, 26 weeks of Ordinary Maternity Leave followed by 26 weeks of Additional Maternity Leave, regardless of how long you’ve been with your employer.

2. When can I start maternity leave?
The earliest you can start is 11 weeks before your expected week of childbirth (EWC), unless your baby arrives early. You must give at least 15 weeks' notice before your EWC.

If your baby arrives early your leave will start the day after the birth.

3. Do I get paid while on maternity leave?
Most employees are entitled to Statutory Maternity Pay (SMP) for up to 39 weeks. For the first 6 weeks, you receive 90% of your average weekly earnings (before tax). For the next 33 weeks, you receive £187.18 per week (as of May 2025) or 90% of your average weekly earnings, whichever is lower.

Some employers offer enhanced maternity pay, check your employment contract!

4. Can I work during maternity leave?
Yes, you can work up to 10  days without ending your maternity leave or affecting your SMP. The days you work are called Keeping in Touch (KIT) days.These days are optional and should be agreed upon with your employer.

5. What if I want to change my return-to-work date?
You must give your employer at least 8 weeks’ notice if you want to return earlier or later than originally planned.

6. Am I protected from losing my job during maternity leave?
Yes. You are legally protected against unfair treatment, redundancy, or dismissal because of pregnancy or maternity leave. If you're made redundant, you must be offered a suitable alternative role if one is available.

7. Do I continue to accrue holiday while on maternity leave?
Yes. You continue to accrue statutory and contractual holiday entitlement during your entire maternity leave.

You cannot take holiday while on maternity leave, but you can prolong your leave by taking holiday immediately after your leave ends. Your employer needs to agree to when you take holiday.

Maternity Leave Notification Letter – free template

Notification of Pregnancy and Intention to Take Maternity Leave

Dear [Name],

I am writing to formally notify you of my pregnancy and my intention to take maternity leave. My expected week of childbirth (EWC) is the week beginning [Date]. I have attached a copy of my MATB1 form confirming this date.

I would like to start my maternity leave on [Date] which is three weeks before my EWC. As required, I am providing this notification at least 15 weeks in advance.

I intend to take [Number] weeks of maternity leave, which would mean returning to work on [Date].

Please let me know if you need anything further from me at this stage. Thank you for your support during this exciting time.

Yours sincerely,

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