Model documents and policies
Downloadable and customisable documents relating to shared parental leave. For more information see the employment law pages.
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Shared parental leave contract clause
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This contract clause outlines the requirements an employee must meet in order to be entitled to shared parental leave, as well as the requirements the other parent must meet.
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Form to record reasons for refusing shared parental leave requests
Form to record reasons for refusing shared parental leave requests
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Use this form to record and outline the reasons why a request for a period of shared parental leave. The form covers both reasons relating to ineligibility and notification and makes reference to the company’s shared parental leave policy.
Maternity or adoption leave curtailment notice
Maternity or adoption leave curtailment notice
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Employees, who have submitted a notice of entitlement and intention to take shared parental leave, should use this form to give their employer a leave and pay curtailment notice. This form gives the employer eight weeks’ notice of the date on which maternity/adoption leave and pay is to end (or the date on which maternity/adoption pay is to end if they are not entitled to maternity/adoption leave).
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Notice of entitlement and intention to take shared parental leave
Notice of entitlement and intention to take shared parental leave
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Give this form to employees who wish to submit a notice of entitlement and intention to take shared parental leave. The form covers all of the required information and declarations necessary to submit a notice of entitlement and intention, including the employee’s basic details, details of the shared parental leave they wish to take, the details of shared parental pay and a declaration confirming that the employee and the other parent meet the eligibility requirements for shared parental leave.
Notice of variation of intention to take shared parental leave
Notice of variation of intention to take shared parental leave
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Give this form to employees who wish to vary the amount of shared parental leave or pay that they and the other parent intend to take. The form covers the details of the shared parental leave, including any dates which the employee or the other employee has already submitted on a binding period of leave notice. The form also covers the details of the shared parental pay and indicates that both parents must sign the declaration to indicate their agreement to any variation.
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Notice to cancel or vary a period of shared parental leave
Notice to cancel or vary a period of shared parental leave
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Give this form to employees who wish to cancel or vary a period of shared parental leave or pay. The form outlines the circumstances in which the employee can cancel or vary the period of shared parental leave and also confirms whether the variation will count as one of the employee’s three periods of leave. The form outlines the original and new dates of shared parental leave as well as the details of the new shared parental pay if applicable. If the employee is requesting a variation in shared parental pay entitlement the form states that other parent must also sign the form to signify consent to the variation.
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Shared parental period of leave notice
Shared parental period of leave notice
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Give this form to employees who wish to take a period of shared parental leave. The form outlines the dates of the shared parental leave and the dates on which the employee wishes to receive shared parental pay. The form also outlines that the employee must have previously submitted the notice of entitlement and intention to take leave form, and had your eligibility for shared parental leave confirmed.
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Period of leave notice.docx58.45 KB
Letter acknowledging a period of leave notice
Letter acknowledging a period of leave notice
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Send this letter to an employee who has submitted a period of leave notice to acknowledge your receipt of the notice. The letter confirms the dates of the leave that the employee has indicated on their notice and has options to reply to the employee depending on whether they have requested a single, continuous period of leave or multiple, discontinuous periods of leave.
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Letter acknowledging maternity/adoption leave curtailment notice
Letter acknowledging maternity/adoption leave curtailment notice
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Send this letter to an employee who has submitted a maternity/adoption leave curtailment notice to acknowledge your receipt of the notice. The letter also has the option to outline a return to work date for those employees who will be returning to work as a result of the curtailment notice.
Letter acknowledging notice of entitlement and intention to take leave
Letter acknowledging notice of entitlement and intention to take leave
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This letter can be sent to an employee to confirm the receipt of a written notice of entitlement and intention to take shared parental leave. The letter outlines that the details provided are sufficient to confirm the employee’s entitlement to shared parental leave and confirms the dates of the period of leave and the dates on which the employee wishes to claim shared parental pay. The letter also includes options outlining what the employee must do to make these dates binding.
Letter asking employee to attend meeting to discuss request for discontinuous leave
Letter asking employee to attend meeting to discuss request for discontinuous leave
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Send this letter to an employee who has requested discontinuous periods of leave to ask them to attend a meeting to discuss their request in more detail. The letter outlines what will happen if it is not possible to accommodate the employee’s request or to reach an agreement on an alternative pattern of leave and the options that the employee will have at that point.
Letter confirming a period of shared parental leave
Letter confirming a period of shared parental leave
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This letter can be sent to an employee to outline the confirmed dates for a period of shared parental leave and to explain that the employee may be asked to work occasional days for training, meetings or ‘keeping in touch’ days. The letter also has options to confirm if the employee will receive shared parental pay or enhanced shared parental pay and also outlines what the employee needs to do if they wish to return early or extend the period of their shared parental leave.
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Letter declining a period of shared parental leave
Letter declining a period of shared parental leave
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This letter can be sent to an employee to outline that their notice to take a period of shared parental leave has been declined. The letter also confirms why no agreement to an alternative pattern of leave has been reached and outlines the options that the employee now has. The letter asks the employee to confirm their decision in writing as soon as possible.
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Letter explaining ineligibility for shared parental leave
Letter explaining ineligibility for shared parental leave
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This letter can be sent to an employee to outline why they are not eligible for shared parental leave, confirming the conditions for eligibility and explaining why the employee does not meet these conditions. The letter also has an optional statement inviting the employee to a meeting to discuss their situation and to make them aware of their other options.
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Letter explaining SPLIT day arrangements
Letter explaining SPLIT day arrangements
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This letter can be sent to an employee to outline their entitlement to up to 20 SPLIT (Shared Parental Leave In Touch) days during shared parental leave and to confirm that attending work on a SPLIT day will not bring their shared parental leave to an end nor affect their entitlement to shared parental pay. The letter also outlines that there is no requirement for the employee to attend a SPLIT day and that in the same way the company can refuse any requests for SPLIT days.
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Letter inviting an employee to a SPLIT day
Letter inviting an employee to a SPLIT day
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This letter can be sent to an employee to invite them to attend a SPLIT (Shared Parental Leave In Touch) day. The letter has options to outline why the employee is being invited to attend a SPLIT day and emphasises that there is no requirement for the employee to attend a SPLIT day. The letter also confirms that the employee will be entitled to receive payment for the hours worked at their normal rate of pay (inclusive of shared parental pay).
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Letter proposing alternative dates for a period of shared parental leave
Letter proposing alternative dates for a period of shared parental leave
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This letter can be sent to an employee to outline that their original notice to take a period of shared parental leave cannot be agreed to as the dates identified as part of the binding period of leave notice are not continuous. The letter proposes an alternative pattern of shared parental leave, outlining the dates and giving reasons why these dates are better suited to the business needs. The letter asks the employee to confirm in writing if they agree to this proposal and also outlines the employee’s options if they do not agree to the alternative pattern of leave.
Letter requesting evidence of entitlement to shared parental leave
Letter requesting evidence of entitlement to shared parental leave
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Send this letter to an employee if you need to confirm their eligibility to take shared parental leave. The letter has options for both birth parents and adoptive parents and outlines that the employee must respond to this request for evidence within 14 days (or within 14 days of the birth of the child if the child has not yet been born).
Letter responding to a notice of variation of intention to take shared parental leave
Letter responding to a notice of variation of intention to take shared parental leave
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Send this letter to an employee who has submitted a notice of variation of intention to acknowledge your receipt of the notice. The letter confirms the dates of the leave that the employee has indicated on their notice and confirms that dates for shared parental leave and pay are not binding until you submit a period of leave notice. The letter also explains that the employee is entitled to submit a maximum of three period of leave notices.
Letter responding to employee requesting a SPLIT day
Letter responding to employee requesting a SPLIT day
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Send this letter to an employee who has requested a SPLIT day. The letter includes options to agree to the SPLIT day or to refuse the request. The letter also confirms that if the employee’s request for a SPLIT day is accepted the employee’s period of shared parental leave will not be brought to an end and that the employee is entitled to receive payment for the hours worked at their normal rate of pay (inclusive of shared parental pay).
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Letter responding to notice to cancel or vary a period of leave
Letter responding to notice to cancel or vary a period of leave
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Send this letter to an employee who has submitted a notice to cancel or vary a period of shared parental leave to acknowledge your receipt of the notice. The letter has options if the request is to vary dates, outlining whether the new dates are binding or whether the request will need to be referred for authorisation. The letter also confirms that the variation or cancellation counts as one of the employee’s three period of leave notices but also outlines the exceptions to this.
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Policy on holiday accrued during shared parental leave
Policy on holiday accrued during shared parental leave
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This policy outlines the entitlement of employee’s to accrue holiday during shared parental leave, including holiday accrued before and during shared parental leave and any additional holiday entitlement accrued during shared parental leave where the company provides additional contractual holiday entitlement in excess of statutory holiday entitlement. The policy also outlines how holiday entitlement will be dealt with when the employee returns to work.
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Shared parental leave policy
Shared parental leave policy
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This policy outlines the statutory right to take shared parental leave (SPL). The policy also outlines the arrangements and notification requirements before a period of SPL and the entitlement to pay during SPL. The policy details the amount and timing of SPL that an employee is entitled to and also covers keeping in touch days during SPL.
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Enhanced shared parental leave policy
Enhanced shared parental leave policy
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This policy can be used where the organisation operates an enhanced shared parental pay policy. Options are provided to reflect how this scheme operates in practice with optional clawback provisions also outlined. Further information is available on taking leave, providing notifications, SPLIT days and returning to work.
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