Notifying the workplace

When an employee tells you they’re expecting, it’s often a positive moment – but it can also come with practical concerns.

Alongside being pleased for your staff member, you may be thinking about cover, workload, and what needs to happen next. Employees, meanwhile, can feel nervous about sharing their news. How this moment is handled sets the tone for the months ahead.

Clear guidance on how to notify the workplace – and what happens next – makes this process easier for everyone.

“I was really nervous about telling [my employer] … I don’t really know why, but I was.” (Carina – Employee, 10-49 staff)

“I was really open with my manager about the whole process… it took about six years to have my daughter, and I had multiple miscarriages… and I told my boss about those… So, he’s known about everything that’s gone on… As soon as I knew I was pregnant, I said to him I was pregnant… I was absolutely fine about telling him, because I’ve been open about the whole thing.” (Magdalena – Employee, 50-249 staff)

Timing: when employees share the news

There’s no single “right” time. Health, personal circumstances, and workplace culture all shape when people feel ready to tell you.

Some roles involve health and safety risks, which makes early notification important.
Early notice helps with planning, but it’s also important to be understanding of why some employees wait.
Formal notice must be given by 15 weeks before the due date.

“It is always challenging when someone’s [on parental leave], I mean, it’s challenging even when someone goes on holiday for two weeks, ‘cause obviously someone else has to cover for them. But in a way, because you know it’s coming and you have plenty of notice usually… and I think that we’re very fortunate here, because we do have a good relationship with people, and they did tell us quite early on.” (Alice – Employer, 50-249 staff)

Fathers and other non-birthing parents

Fathers and partners often tell employers about parental leave plans later, especially if they expect to take less time away from work. This can make planning more difficult.

Making it clear that you welcome early conversations – for all parents – can help.

“The dads are a bit more difficult. They either don’t tell you or they tell you really late… And it’s like, ‘hang on a minute, there’s a process to follow’. So, I think promoting more of our family-friendly policies would be good to encourage the guys to speak to us a bit more.” (Maya – Employer, 10-49 staff)

Supportive practices

How you respond when someone shares their news sets the tone for future conversations.

Offer congratulations and avoid language that could feel judgmental
Invite the employee to share any immediate concerns or needs
Schedule a follow-up meeting to discuss details (who to speak to, what happens next)
Make space for fathers and non-birth parents to talk about their plans
Don’t show visible stress, frustration or concern
Don’t make comments about timing or inconvenience

What can employees do to help?

Employees shouldn’t feel pressure to tell their workplace before they’re ready. But once they feel comfortable, letting their employer know earlier can help with planning ahead and making later conversations about support and leave smoother.