Maternity Leave Confirmation / Return to Work Notification Letters

When an employee becomes pregnant, their employer should first write to the employee to request the MATB1 certificate, then (after the certificate has been received) confirm the maternity leave start date and ask them when they wish to return.

The following three documents are included in our maternity pack:

MATB1 Certificate and Maternity Information Request Letter

The first letter included in this maternity leave pack should be sent to an employee to:

• ask them to provide their MATB1 certificate (confirming that they are pregnant)
• ask them to inform the company from when they intend to take their maternity leave period
• explain the eligibility requirements in order that an employee can receive statutory maternity pay (SMP).

Maternity Leave Period and Maternity Pay Entitlement Confirmation Letter

The second letter in this maternity leave pack is for writing to an employee after their MATB1 certificate has been received.

The MATB1 certificate confirms that the employee is pregnant and the expected week of childbirth (i.e. the expected week of confinement).

This letter should be used to confirm an employee's entitlement for maternity leave (their ordinary maternity leave or OML and additional maternity leave or AML) and any entitlement for statutory maternity pay (SMP).

This letter is up to date with recent changes in maternity regulations. (Entitlement to contractual benefits during AML changed in October 2008:  the full maternity period has changed from 26 weeks; notice period for early return notification has changed from 28 days). It is essential that any letter sent out reflects these changes.

In addition, the letter explains to the employee the last date by which they need to return to work after the birth and that they must give the appropriate amount of notice (i.e. the amount required by law) if they wish to return to work before the end of their maternity leave entitlement.

Finally, the letter provides an explanation of Keep In Touch days (KIT days) that should be included to ensure the employee can be contacted during their maternity leave period. It also allows an employer to request the employee to work (or attend training) during their maternity leave (for up to ten days).

Intention to Return to Work after Maternity Leave Form

Also included in this maternity leave pack is a form for an employee to complete and send back to their employer.

This form is used to confirm when they intend to return to work (or whether they do not intend to return). Using this form helps ensure the correct information is received from employees as quickly as possible (and within the timeframes required by law).