If an employee tells you they are pregnant, you should first congratulate them on their news and express your support for them. It’s important to discuss their maternity leave plans, and assess any potential workplace risks related to their pregnancy, working with them to make necessary adjustments to their work schedule or duties as needed, while ensuring you comply with all relevant employment laws regarding pregnancy and maternity leave.  

Key steps to take: 

• Acknowledge and congratulate them: 

Respond positively and express your congratulations on their exciting news.  

•  Initiate a conversation: 

Schedule a private meeting to discuss their pregnancy and how it might affect their work.  

• Review their maternity leave options: 

Explain the company’s maternity leave policy, including the duration of leave, pay details, and confirm their plans about when they wish to start their maternity leave and how they will manage their accrued annual leave. For example, they may decide to take all of their accrued annual leave before returning to work. It’s important that whatever you discuss and agree with the employee is documented and confirmed in writing to them to avoid any misunderstandings.  

• Assess workplace risks: 

Ask if they have any concerns about their current job duties and identify potential risks related to their pregnancy, such as heavy lifting or exposure to hazardous materials.  We can provide you with a Pregnancy Risk Assessment if you need one.  

• Discuss accommodations: 

Work with the employee to identify any reasonable adjustments needed to their work schedule or tasks to accommodate their pregnancy.  

• Maintain confidentiality: 

Respect their privacy and avoid discussing their pregnancy with other colleagues without their consent.  

• Stay informed: 

If needed, consult your HR department to ensure you are adhering to all legal requirements regarding pregnancy and maternity leave. Important points to remember: 

• No discrimination: You cannot treat an employee differently because they are pregnant.  
• Flexible work arrangements: Consider options like adjusted hours, remote work, or modified duties if needed.  
• Phased return to work: Discuss the possibility of a gradual return to work after maternity leave.  
• Documentation: Keep records of discussions and agreed-upon accommodations regarding their pregnancy and maternity leave.