Maternity Leave Policy template

2. Policy statement

{{org.name}} supports employees through pregnancy, maternity leave, and their return to work. No one will be treated unfavourably because they are pregnant, on maternity leave, or have recently returned from it — this applies to pay, promotion, training, work allocation, and redundancy decisions alike.

3. Responsibilities

• Policy owner ([name/role]): keeps this policy aligned with current GOV.UK guidance and answers eligibility questions.
• Line managers: arrange the pregnancy risk assessment, agree cover plans, and manage keeping-in-touch contact sensitively.
• Payroll ([name/role]): calculates statutory and any enhanced maternity pay and confirms dates in writing.
• Employees: tell us about the pregnancy by the statutory deadline and give notice of leave dates as set out below.

4. Notification and antenatal care

We encourage employees to tell [their manager or name/role] about a pregnancy early, in confidence, so we can carry out a risk assessment and arrange time off for antenatal care. Formal notification of the expected week of childbirth and the intended leave start date must be given by the statutory deadline — check GOV.UK for the current rules — usually supported by the MATB1 certificate from a midwife or GP.

• Pregnant employees are entitled to reasonable paid time off for antenatal appointments. Give [notice period] where possible so cover can be arranged.
• On notification, [name/role] carries out a risk assessment of the employee's work and adjusts duties, hours, or workstation where needed, reviewing it as the pregnancy progresses.

5. Maternity leave

Eligible employees can take up to 52 weeks of statutory maternity leave, made up of ordinary and additional maternity leave. The employee chooses when leave starts, within the rules on GOV.UK, and a short period of leave immediately after the birth is compulsory — check current guidance for the details.

We confirm the expected return date in writing within [number] days of receiving notice. Annual leave continues to accrue throughout maternity leave and can be added to the start or end of it by agreement.

6. Maternity pay

Statutory maternity pay is available for up to 39 weeks for employees who meet the eligibility conditions. Rates and thresholds are set by government and change most years — payroll uses the current figures on GOV.UK.

[If {{org.name}} offers enhanced maternity pay, set out the amount, the qualifying service, and any repayment condition here. If not, delete this paragraph and state that maternity pay is at the statutory rate.]

7. Keeping in touch during leave

• We may make reasonable contact during leave — for example about significant workplace changes, promotion opportunities, or the return date. Contact method and frequency are agreed before leave starts.
• Keeping-in-touch (KIT) days let an employee work a limited number of days during leave without ending it — check GOV.UK for the current maximum. KIT days are voluntary for both sides and paid at [rate].
• The employee will be told about any restructure, redundancy exercise, or vacancy that affects their role, at the same time as colleagues who are at work.

8. Returning to work

The default return date is the end of the 52 weeks. An employee who wants to return earlier gives notice as set out in current GOV.UK guidance and in their confirmation letter. An employee returning from ordinary maternity leave is entitled to return to the same job; after additional maternity leave the right is to the same job or, where that is not reasonably practicable, a suitable alternative on terms no less favourable.

Requests to change hours or working pattern on return are handled under our flexible working policy. Managers arrange a return-to-work conversation in the first week to cover changes, priorities, and any support needed.

9. Records and review

Notification records, risk assessments, confirmation letters, KIT day logs, and pay calculations are kept in [system/location] in line with our data retention policy. This policy is reviewed [frequency, e.g. annually] and whenever statutory rules change. Owner: [name/role]. Next review due: [date].