The Confirmation of Maternity Leave Letter is a crucial document in Nigerian employment practice, required when an employee has formally requested maternity leave and the employer is confirming the arrangements. It is issued in compliance with the Labour Act Chapter 198, which mandates a minimum of 12 weeks maternity leave for female employees. This document should be provided after receiving a maternity leave request and medical certification of pregnancy, but before the commencement of the leave period. The letter serves multiple purposes: it formally acknowledges the leave request, confirms the approved dates and entitlements, outlines any company-specific benefits, and provides clarity on pay arrangements and return-to-work procedures. It also helps organizations maintain proper documentation for legal compliance and HR records.
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1. Letter Header: Company letterhead, date, reference number, and employee's contact details
2. Subject Line: Clear indication that this is a Confirmation of Maternity Leave
3. Opening Paragraph: Acknowledgment of the maternity leave request and its approval
4. Leave Duration: Specific dates of the approved maternity leave period, including expected start and end dates
5. Leave Entitlements: Confirmation of the 12-week statutory leave period and any additional company-specific leave benefits
6. Pay and Benefits: Details of salary continuation and maintenance of benefits during the leave period
7. Return to Work: Expected return to work date and any return-to-work procedures
8. Contact Information: HR contact details for any queries during the leave period
9. Closing: Professional closing, signature block of authorized personnel
1. Extended Leave Arrangements: Include when additional unpaid leave has been requested and approved beyond the statutory period
2. Handover Requirements: Include for management or critical roles where work handover is necessary
3. Flexible Return Options: Include if the company offers phased return or flexible working arrangements post-maternity leave
4. Medical Benefits: Include if there are specific medical insurance or healthcare benefits during maternity leave
5. Training/Updates: Include for roles where significant training or updates might be necessary upon return
1. Medical Certificate: Copy of the medical certificate confirming pregnancy and expected delivery date
2. Leave Calculation Sheet: Detailed breakdown of leave days and pay calculations
3. Company Maternity Policy: Copy of relevant sections of company maternity policy for reference
4. Handover Document Template: Template for documenting handover information if applicable
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