Employee pregnancy notification received

• Confirm receipt in writing - send a brief acknowledgement that you have received the notification
• Do not require medical evidence - the 2003 amendment removed any requirement for a medical certificate. A simple written statement from the employee is sufficient.
• If told verbally - ask the employee to confirm in writing, but do not refuse to act if pregnancy is apparent
• Reassure the employee - explain that you will conduct a risk assessment and discuss any adjustments needed

Check whether your general workplace risk assessment already includes risks to women of childbearing age. If you have a generic assessment in place, use it as the starting point for the individual assessment.

If you do not have a generic assessment, you will need to conduct one alongside the individual assessment. Good practice is to have this ready before it is needed.

You must conduct a specific risk assessment for this employee in her particular role. Involve the employee in the assessment - she knows her health situation and may have information from her midwife or GP.

Key risks to assess:

If you identify a risk that cannot be avoided, you must follow the mandatory hierarchy. You cannot skip steps.

The risk assessment is not a one-off exercise. You should review it:

• At each trimester - risks from manual handling and prolonged standing increase as pregnancy progresses
• If health complications arise - conditions like gestational diabetes, pre-eclampsia, or SPD may require additional adjustments
• When the employee returns from maternity leave - particularly if she is breastfeeding
• If the role or workplace changes - new equipment, processes, or working arrangements

Maintain open communication with the employee throughout. Ask her to let you know if her circumstances change or if she has concerns about any aspect of her work.