Pregnancy - health and safety letter
- Communicate clearly with your staff member
- Customisable to your business
- Keep good records
This letter sets out the reasonable adjustments you intend to make to protect the health and safety of your pregnant staff member.
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. For example, you may need to adjust her hours or working conditions, or even offer suitable alternative work (if this is available), if her current role cannot be adapted appropriately.
This letter confirms these adjustments in writing. If you identify significant health and safety concerns, it is recommended that you meet with the employee to discuss how you will deal with these. The letter includes arrangements for such a meeting if required.
Q&A
When should I use this document?
You should use this letter after a staff member has advised you she is pregnant, and you have considered what adjustments you may need to make to protect her health and safety.
If you identify significant health and safety concerns, it is recommended that you meet with the employee to discuss how you will deal with these. This letter contains details for such a meeting if required.
What does this document cover?
This letter explains to your pregnant staff member that you have carried out a risk assessment and sets out any significant risks to her (and her unborn baby's) health and safety you have found. It also explains to your staff member that if you are unable to significantly reduce or remove these risks, you may need to offer her alternative work or suspending her on full pay.
There are different versions of this letter depending on whether you have identified serious risks to your pregnant staff member or not, and whether you will need to arrange a meeting with your staff member to discuss.
Why do I need this document?
This letter helps you clearly communicate with your pregnant staff member. It explains that you have carried out your legal obligations to assess risks to her health and safety, and sets out your findings. It also has optionality for you to arrange a meeting to discuss with her further.
Where can I find out more?
You can find further guidance at Pregnancy, maternity and adoption.
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