Maternity Leave Notification Letter: Free Template and What to Include

If you need to formally notify your employer of your pregnancy and intended maternity leave dates, a written letter is the recommended first step — it creates a clear record and shows you're pursuing the matter formally. Below is what a strong maternity leave notification should include.

What this letter needs to cover

• Confirm the pregnancy and expected week of childbirth
• State the intended maternity leave start date
• Confirm entitlement to 52 weeks statutory maternity leave and 39 weeks SMP at 90% of earnings for first 6 weeks then the statutory rate
• Request written confirmation of leave dates

Getting your maternity notification right and on time

To qualify for Statutory Maternity Pay and Maternity Leave, you need to notify your employer of your pregnancy, expected week of childbirth, and intended leave start date by a specific deadline — generally by the end of the 15th week before your expected week of childbirth. Missing this deadline can affect your entitlements, so getting the notification right and on time matters.

What to include before you send it

• Confirmation of your pregnancy and expected week of childbirth
• Your intended maternity leave start date
• A request for confirmation of your return date (calculated as 52 weeks from your start date, unless you specify otherwise)
• Confirmation you'll provide your MATB1 certificate once available

What your employer must confirm in response

Your employer is required to write back within 28 days confirming your return date — this matters because if they get this wrong and you're later treated as having failed to return on time due to their error, that confirmation letter becomes important evidence in your favour.

Frequently Asked Questions

What if I need to change my maternity leave start date later?
You can generally change this, provided you give your employer at least 28 days' notice of the new date, except in cases of early or premature birth.

Do I need my MATB1 form before I can notify my employer?
No — you can notify your intention before you have the MATB1, which is usually issued from around 20 weeks, and provide it afterwards to confirm your dates.

[Your Name]
[Your Address]
[Your Postcode]
[Your Phone Number]
[Your Email Address]
[Name of Manager / HR]
[Company Name]
[Company Address]
[Company Postcode]
[Date]

Dear [Name],

Subject: Pregnancy and maternity leave notification

I am writing to tell you that I am pregnant. My MATB1 form is enclosed.

• Expected week of childbirth: the week beginning [Date]
• I intend to start maternity leave and Statutory Maternity Pay on: [Date]

I understand I am entitled to up to 52 weeks' maternity leave, and up to 39 weeks' Statutory Maternity Pay: 90% of my average weekly earnings for the first 6 weeks, then the statutory rate or 90% of my earnings, whichever is lower, for the remaining 33 weeks.

[Optional: I intend to return on [Date]. If I change this, I will give you at least 8 weeks' notice.]

Please confirm my leave dates in writing, including the date my maternity leave will end, within 28 days.

Yours sincerely,

[Your Signature]
[Your Printed Name]