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Free Maternity & Paternity Leave Letter Template

Create a formal maternity or paternity leave notification letter that meets UK statutory requirements. Fill in the details, preview, and download a PDF in minutes.

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Emma Charlotte Thompson
14 Rosewood Crescent, Bristol BS8 4QN | Employee No. MDL-0117
07700 900 221
e.thompson@meridiandigital.co.uk
2026-04-12
David Clarke, Head of Finance
Meridian Digital Ltd, 45 Fleet Street, London EC4Y 1AA
RE: Notification of Intended Maternity Leave
Start: 2026-06-30
Dear David Clarke,

I am writing to give formal notification of my intention to take Maternity Leave from my role as Senior Accountant (Finance) in accordance with Part VIII of the Employment Rights Act 1996 and the Maternity and Parental Leave etc. Regulations 1999 and the Employer's family-leave policy. This letter is intended to satisfy the statutory notification requirements and to begin any preparations required for my leave.
1.
EMPLOYEE AND SERVICE DETAILS
Employee: Emma Charlotte Thompson
Address: 14 Rosewood Crescent, Bristol BS8 4QN
Employee No.: MDL-0117
Role: Senior Accountant — Finance
Continuous service from: 2022-07-04
2.
LEAVE NOTIFICATION
2.1 I notify you of my intention to take Statutory Maternity Leave under ERA 1996 ss.71-73 and MPL Regs 1999. My Expected Week of Childbirth (EWC) is 2026-07-15. 2.2 Pursuant to regulation 4 MPL Regs 1999, I gave (or hereby give) this notification by the end of the 15th week before my EWC, specifying (a) my pregnancy; (b) the EWC; and (c) the date on which I intend my leave to begin, being 2026-06-30. 2.3 The total statutory entitlement is 52 weeks (26 weeks Ordinary Maternity Leave + 26 weeks Additional Maternity Leave). 2.4 I intend to return to work on 2027-06-30.
3.
STATUTORY PAY ENTITLEMENT
3.1 Subject to the qualifying conditions in the Statutory Maternity Pay (General) Regulations 1986 (earnings at or above the Lower Earnings Limit and 26 weeks' continuous employment ending with the Qualifying Week), I expect to be entitled to Statutory Maternity Pay (SMP) for up to 39 weeks. 3.2 SMP is payable at 90% of average weekly earnings for the first 6 weeks, then at the lower of 90% AWE and the statutory rate (£184.03 per week for 2024/25) for up to 33 further weeks. 3.3 My average weekly earnings for the reference period are approximately £1,086.54 (subject to confirmation by payroll).

3.2 Enhanced contractual pay: the Employer's family-leave policy provides for enhanced pay of 18 weeks at 100% of basic salary for the first 18 weeks, then SMP thereafter. I request that enhanced pay is calculated and paid in accordance with that policy and applied in parallel with the statutory entitlement. 3.3 Overall, my pay during leave will be the Employer's enhanced contractual family-leave pay scheme, details of which are set out in clause 3.
4.
EMPLOYMENT PROTECTION AND EQUALITY
4.1 All the terms and conditions of my employment (save as required by ERA 1996 s.71(5)/s.73(5) — i.e. remuneration) will continue during the leave period (MPL reg 9 / PAL reg 12 / SPL reg 39). 4.2 I am protected from detriment and dismissal by reason of pregnancy, maternity, adoption or family leave under ERA 1996 ss.47C and 99, and from discrimination under section 18 of the Equality Act 2010. Any redundancy situation arising during or immediately after leave engages the enhanced redundancy-protection under the Protection from Redundancy (Pregnancy and Family Leave) Act 2023 (extending the reg 10 right to suitable alternative employment). 4.3 Annual leave will continue to accrue throughout my family leave and, where not taken during the leave year, will be carried over in accordance with Stringer v HM Revenue and Customs [2009] UKHL 31 and WTR reg 13(10) (as inserted by SI 2023/1426).
5.
PENSION CONTRIBUTIONS DURING LEAVE
5.1 During any period of ordinary maternity, paternity, shared parental or adoption leave, employer pension contributions will continue, calculated on the Employee's notional pre-leave salary, in accordance with Schedule 5 paragraph 5 of the Social Security Act 1989 and the Employer's scheme rules. 5.2 Further notes: Employer to maintain 7% contribution on full salary throughout the 52 weeks of leave.. 5.3 I will continue to pay employee contributions on any pay I actually receive and confirm that pension scheme membership should not be suspended without my express written consent.
6.
KEEPING IN TOUCH (KIT / SPLIT) DAYS
6.1 I reserve my right to take up to 10 Keeping-in-Touch (KIT) days during maternity / adoption leave (MPL reg 12A / PAL reg 21A). KIT / SPLIT days are worked by mutual agreement, are not a return to work and will be paid at the normal contractual rate in addition to any statutory pay for the same week.
7.
RETURN TO WORK
7.1 My present intention on return is to return to a flexible arrangement to be agreed, following a statutory flexible working request under ERA 1996 Pt 8A. I shall give at least eight weeks' written notice of any change to my return date in accordance with MPL reg 11(1A). 7.2 Flexible working proposal:
Return part-time (3 days per week: Monday, Tuesday, Thursday) with one day working from home, for an initial 6-month trial. 7.3 The Employer is reminded of the duty to give serious consideration to a flexible-working request under ERA 1996 ss.80F-80I and the Flexible Working (Amendment) Regulations 2023.
8.
HEALTH AND SAFETY AND RISK ASSESSMENT
8.1 I request that a pregnancy risk assessment is completed without delay in accordance with regulation 16 of the Management of Health and Safety at Work Regulations 1999. I also request that appropriate facilities for a breastfeeding mother on return be provided in accordance with Workplace (Health, Safety and Welfare) Regulations 1992 reg 25 and HSE guidance.
9.
DATA PROTECTION
The personal data I provide in this notification (including special category health data under Article 9 UK GDPR) is processed on the lawful bases in Article 6(1)(c) (compliance with legal obligation) and Article 9(2)(b) (employment law) of the UK GDPR, supported by Schedule 1 Part 1 of the Data Protection Act 2018. Records will be retained only for statutory and HR audit purposes.
10.
NEXT STEPS
I should be grateful if you would provide written confirmation of: (a) receipt of this notification; (b) the precise leave dates you have recorded; (c) my calculated pay entitlement; and (d) any pension, KIT, risk-assessment or handover arrangements. Statutory confirmation is required under MPL reg 18A within 28 days of notice.
11.
GOVERNING LAW
This notification is made under the laws of England and Wales (or Scotland / Northern Ireland where applicable), without prejudice to my statutory rights under ERA 1996, MPL Regs 1999, PAL Regs 2002, SPL Regs 2014, the Children and Families Act 2014, the Equality Act 2010 and the Protection from Redundancy (Pregnancy and Family Leave) Act 2023. Any dispute will be subject to the jurisdiction of the Employment Tribunal.
YOURS SINCERELY,
Emma Charlotte Thompson
Senior Accountant
Date: ____________________
EMPLOYEE
Emma Charlotte Thompson
Date: ____________________
FOR AND ON BEHALF OF EMPLOYER
David Clarke
Head of Finance
Meridian Digital Ltd
Date: ____________________

What Is a Maternity or Paternity Leave Letter?

A maternity or paternity leave letter is a formal written notification from an employee to their employer informing them of their intention to take statutory maternity or paternity leave. It sets out the expected date of childbirth, the date the employee wishes to start their leave, and any relevant details about their planned return.

Under the Maternity and Parental Leave etc. Regulations 1999, pregnant employees must notify their employer of their pregnancy and intended start date for maternity leave no later than the 15th week before the expected week of childbirth. For paternity leave, notice must be given by the 15th week before the baby is due.

Providing written notification ensures compliance with UK statutory requirements and gives the British employer time to plan for the employee's absence. It also triggers the employer's obligation to respond with confirmation of the expected return date under English employment law.

What's Covered in This Template

Our maternity and paternity leave letter template covers all the information required for a valid statutory notification.

Employee Details

Full name, job title, department, and employee reference number.

Type of Leave

Whether the notification is for maternity leave, paternity leave, or shared parental leave.

Expected Date of Birth

The expected week of childbirth or the actual date of birth if the baby has already arrived.

Leave Start Date

The date the employee wishes to begin their maternity or paternity leave.

MATB1 Certificate

For maternity leave, confirmation that the MATB1 certificate from a doctor or midwife is enclosed or will be provided.

Statutory Pay Entitlement

Information about statutory maternity pay or statutory paternity pay entitlement.

Intended Return Date

The expected date of return to work, based on the full leave entitlement or an earlier planned return.

Contact Preferences

How the employee wishes to be contacted during their leave and any keeping-in-touch arrangements.

Handover Arrangements

Plans for covering the employee's duties during their absence.

How to Create a Maternity or Paternity Leave Letter

Follow these steps to create your leave notification letter using our template.

  1. 1

    Select the Leave Type

    Choose whether you are notifying your employer of maternity leave, paternity leave, or shared parental leave. The template will adjust the relevant sections accordingly.

  2. 2

    Enter Your Details

    Fill in your name, job title, department, and the expected week of childbirth or adoption placement date.

  3. 3

    Specify Leave Dates

    State when you wish to start your leave. For maternity leave, this can be any time from 11 weeks before the expected week of childbirth. For paternity leave, specify whether you are taking one or two consecutive weeks.

  4. 4

    Add Supporting Information

    Note any relevant details such as your MATB1 certificate, contact preferences during leave, and any handover plans for your work responsibilities.

  5. 5

    Submit Your Notification

    Download the completed letter as a PDF and submit it to your employer within the required notice period. Keep a copy for your records.

Legal Considerations

Maternity and paternity leave in England and Wales are governed by comprehensive statutory provisions.

This template is for informational purposes only and does not constitute legal advice. Consult a qualified solicitor for advice specific to your situation.

Reviewed for England & Wales law

Statutory Maternity Leave

All pregnant employees in the United Kingdom are entitled to up to 52 weeks of maternity leave regardless of length of service — 26 weeks of ordinary maternity leave and 26 weeks of additional maternity leave. The UK employee must notify the employer by the 15th week before the expected week of childbirth. British Statutory Maternity Pay is payable for up to 39 weeks to those who meet the qualifying conditions, including 26 weeks of continuous service.

Statutory Paternity Leave

Eligible employees in England and Wales can take up to two weeks of paternity leave. Following UK reforms effective from April 2024, British paternity leave can now be taken in two separate one-week blocks at any time within the first 52 weeks after the birth or adoption. Notice must be given by the 15th week before the expected week of childbirth under English law.

Protection from Detriment and Dismissal

UK employees are protected from unfair dismissal and detriment related to pregnancy, maternity leave, or paternity leave under the UK Employment Rights Act 1996 and the Equality Act 2010. Dismissal because of pregnancy or maternity leave is automatically unfair under British law regardless of length of service. Employees on UK maternity leave also have priority for suitable alternative employment in redundancy situations.

Keeping in Touch Days

Employees on UK maternity leave can work up to 10 keeping-in-touch (KIT) days during their leave without bringing the leave to an end. These are voluntary for both the British employer and the employee. KIT days can be used for training, meetings, or gradual return-to-work planning under English employment law.

Frequently Asked Questions

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Use our free template to create a formal leave notification letter that meets UK statutory requirements. Fill in the details, preview, and download as a PDF.

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