A maternity leave letter in the UK is a formal notice that triggers your statutory rights, not just a courtesy request. Under the Employment Rights Act 1996 and the Maternity and Parental Leave Regulations 1999, you must notify your employer at least 15 weeks before your expected week of childbirth (EWC). This letter is how you start that process.
Key Takeaways
- You must notify your employer by the 15th week before your expected week of childbirth (EWC) — this is the statutory deadline.
- Your employer can require written confirmation of pregnancy (usually a MAT B1 certificate from your midwife or GP).
- Once notified, you are entitled to 52 weeks of maternity leave — 26 weeks ordinary maternity leave plus 26 weeks additional maternity leave.
- Statutory Maternity Pay (SMP) is paid for up to 39 weeks — 90% of earnings for the first 6 weeks, then £184.03/week (2026 rate) or 90% of earnings (whichever is lower) for the remaining 33 weeks.
- Your job is protected throughout the leave period, and you have the right to return to the same job (or a suitable alternative).
- KIT (Keeping in Touch) days — you can work up to 10 days during maternity leave without losing SMP.
Template Letter: Maternity Leave Application
[Your Name]
[Your Address]
[Date]
[Manager's Name]
[Company Name]
[Company Address]
Subject: Maternity Leave Notification — [Your Name]
Dear [Manager's Name],
I am writing to formally notify you of my pregnancy and to confirm my intention to take maternity leave.
My expected week of childbirth (EWC) is [Week Beginning Date], and my due date is [Date]. I understand that my maternity leave will automatically begin on [Date] if I give birth before then.
I plan to start my maternity leave on [Start Date]. This is [X] weeks before my EWC. My statutory leave entitlement is 52 weeks, and I currently intend to return to work on [Return Date], giving [X] weeks of maternity leave.
I have attached my MAT B1 certificate as requested. Please let me know if you require any additional documentation or forms to process my maternity pay.
During my absence, I propose the following handover arrangement:
- [Responsibility A] — [Name] will cover
- [Responsibility B] — [Name] will cover
- A full handover document will be prepared before my leave begins
I would also like to discuss Keeping in Touch (KIT) days during my leave. I am happy to discuss these arrangements.
Please confirm receipt of this notification and let me know if you need any further information.
Yours sincerely,
[Your Full Name]Statutory Notice Timeline
| Milestone | Timing |
|---|---|
| Notify employer of pregnancy | By the 15th week before the EWC — this triggers your maternity leave rights |
| Employer confirms leave in writing | Within 28 days of your notification — they state your leave dates and return date |
| Change your return date (earlier) | Give 8 weeks’ notice of the new date |
| Change your return date (later) | Give 8 weeks’ notice of the new date |
| Return to work | On the agreed date — no further notice required |
What to Attach
| Document | When Required |
|---|---|
| MAT B1 certificate (or equivalent) | Within 21 days of employer’s request — confirms your EWC |
| Self-certification | If you have not yet received your MAT B1 |
| Medical certificate (if pregnancy ends before 24 weeks) | If applicable — different leave provisions apply |
Maternity Leave Entitlements Summary
| Entitlement | Details |
|---|---|
| Ordinary Maternity Leave | 26 weeks from the start of leave |
| Additional Maternity Leave | 26 weeks automatically after OML (total 52 weeks) |
| Statutory Maternity Pay | 39 weeks — 6 weeks at 90% of earnings, 33 weeks at flat rate (2026: £184.03/week) |
| KIT Days | Up to 10 working days during leave. Paid at your normal rate. |
| Bank Holidays | Accrue during leave — you are entitled to your usual bank holiday allowance |
| Annual Leave | Accrues during maternity leave — you can take it before or after leave |
| Pension | Employer contributions continue throughout leave |
| Redundancy Protection | Priority offer of suitable alternative employment if your role is at risk |
Frequently Asked Questions
When should I send my maternity leave letter?
The statutory deadline is the 15th week before your expected week of childbirth. However, it is good practice to notify your employer earlier — around 20 weeks of pregnancy — so they can plan cover and you can arrange your handover.
Do I need to send a separate letter for maternity pay?
No. The same letter serves as notification for both leave and pay. Your employer will calculate your Statutory Maternity Pay entitlement based on your earnings in the “relevant period” (typically 8 weeks ending with the 15th week before the EWC).
Can my employer refuse my maternity leave?
No. Maternity leave is a statutory right. Your employer cannot refuse your leave, change your return date without agreement, or pressure you to return early.
Do I need to take 52 weeks of maternity leave?
No. You can choose to take less than 52 weeks, but you must take at least 2 weeks of compulsory maternity leave immediately following childbirth (4 weeks if you work in a factory).
What if I change my mind about my return date?
You can change your return date by giving 8 weeks’ written notice. If you want to return earlier than originally stated, give 8 weeks’ notice. If you want to extend your leave, the same 8-week notice rule applies.
Related Reading
- Paternity Leave Letter Template for UK Employees
- Parental Leave Letter Template for Australian Employees
- Maternity and Paternity Leave UK
- Sick Leave Email to Your Boss: 10 Copy-Paste Examples
- Bereavement Leave Email and Letter Templates
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