Pregnancy - suspension on health and safety grounds letter

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Use this letter if you need to suspend a pregnant member of staff on full pay, on health and safety grounds.

As soon as a member of staff has informed you that she is pregnant, you must make reasonable adjustments necessary to avoid any risks identified in your health and safety risk assessment. You should meet with your staff member to discuss such adjustments, and you can find an initial template letter to send her at Pregnancy - health and safety letter. For example, you may need to adjust her hours or working conditions, or offer suitable alternative work (if this is available).

If it is not possible to adapt the pregnant staff member’s role or workplace to adequately protect her health and safety during pregnancy, you must suspend her on full pay for as long as necessary to avoid that risk.

Use this letter to confirm such a suspension in writing to the staff member, and to explain its effects.

Q&A

  • When should I use this document?

    Use this letter when you have identified significant health and safety risks to your pregnant employee and have been unable to significantly minimise or eliminate a serious threat to your staff member's (or her unborn child's) health and safety. This may be because there are no suitable alternative roles available, nor any changes to working conditions or duties that you can reasonably take.

    After meeting with her to discuss, you may need to suspend her on full pay during her pregnancy.

    Use this letter to confirm this suspension in writing to your staff member, and explain its effects to her.

  • What does this document cover?

    This letter sets out your conclusion that no actions can be taken to eliminate or significantly reduce the serious risks posed to your staff member's (and her unborn child's) health and safety during your pregnancy.

    It explains that you are required to suspend your staff member on full pay, expected to last until the start of her maternity leave.

    Your staff member is required to confirm her understanding of the letter and her agreement to remain on paid suspension by signing and returning a copy of the letter.

  • Why do I need this document?

    This letter is important because it sets out the staff member's expected suspension on health and safety grounds and the reason for such suspension. It also requires your staff member to confirm that they understand the letter by signing and returning a copy for your records.

  • Where can I find out more?

    Further guidance on maternity leave can be found in Pregnancy, maternity and adoption.

    See Pregnancy - health and safety letter for a template initial letter to send to your staff member addressing health and safety matters.

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