👶 Supporting Pregnant Employees in the Workplace: A Legal and Moral Imperative

At SJH Safety Solutions, we’ve worked with countless businesses across the UK—many of whom express uncertainty about how to appropriately support pregnant employees. While intentions are often good, the reality is that many organisations fall short in translating duty into action. Supporting pregnant staff is not only a legal requirement, it’s a vital part of fostering a safe, inclusive, and productive work environment.

In this blog, we’ll explore the common challenges faced by pregnant employees, outline employer responsibilities, and offer practical, compliant solutions that benefit both employee and business.

🌟 Why Pregnancy Support in the Workplace Matters

When an employee notifies you of their pregnancy, it’s a moment to act with care—not caution. Your approach sends a clear message about your company’s values. Beyond legal obligations, this is an opportunity to:

Demonstrate leadership in workplace inclusion

Protect the physical and mental health of employees

Minimise risks of injury, absenteeism, or legal claims

Retain skilled workers during and after pregnancy

According to the Equality and Human Rights Commission, up to 77% of working mothers report negative experiences at work due to their pregnancy. Much of this can be prevented with early, thoughtful interventions.

🔍 Key Issues Faced by Pregnant Employees

Here are some of the most common concerns we encounter when supporting organisations with pregnancy-related safety planning:

1. Inadequate Risk Assessments

Many employers fail to conduct a specific risk assessment once they are formally notified of a pregnancy. Generic assessments are not enough—pregnancy brings unique physical and psychological risks that must be addressed promptly.

2. Workplace Discomfort or Exposure

Pregnant employees are more vulnerable to fatigue, overheating, stress, and strain. Tasks that involve manual handling, long hours standing, exposure to chemicals, or lone working may need to be adjusted—or stopped entirely.

3. Fear of Speaking Up

Employees may be reluctant to express concerns, especially in male-dominated or high-pressure environments. They may worry about being perceived as weak or a burden, leading to unreported issues and increased risk.

4. Poor Communication from Management

A lack of clear communication around rights, expectations, and support mechanisms can leave employees feeling isolated. Worse still, managers who are unaware of their responsibilities can inadvertently cause harm.

✅ Practical Steps for Employers: Turning Obligation into Action

So, how can you ensure your workplace is a safe and supportive environment for pregnant staff? Here are five practical steps you can start taking today:

1. Carry Out a Pregnancy-Specific Risk Assessment

This is a legal requirement under the Management of Health and Safety at Work Regulations 1999. Once notified in writing of a pregnancy, you must assess and control any health and safety risks to the employee and their unborn child. Update this assessment at regular intervals, or when work conditions change.

Tip: Involve the employee in this process. Ask them about their specific needs or concerns, and tailor the control measures accordingly.

2. Adapt the Work Environment Where Necessary

Consider:

Allowing more frequent rest breaks

Adjusting shifts or working hours

Ensuring access to seating, shade, or water

Reallocating duties that involve lifting, exposure to harmful substances, or standing for prolonged periods

If risks cannot be avoided through adjustments, you may need to offer suitable alternative work or suspend on paid leave.

3. Keep the Conversation Going

Ongoing dialogue is essential. Schedule regular, confidential check-ins to revisit the risk assessment, discuss any new symptoms or needs, and review job responsibilities. Avoid a “set-and-forget” approach.

Tip: Open communication reduces stress and helps detect small issues before they become bigger problems.

4. Train Managers on Pregnancy Support

Many line managers aren’t fully aware of their obligations. Provide training or written guidance covering:

Risk assessment protocols

How to respond sensitively to disclosure

Rights to time off for antenatal appointments

Legal protections under the Equality Act 2010

A well-informed manager can help a pregnant employee feel supported, safe, and valued.

5. Document Everything

Good record-keeping is both a compliance measure and a signal of professionalism. Maintain:

Risk assessments and reviews

Communications with the employee

Adjustments made to their duties

Any consultations with occupational health

This also protects the employer in case of disputes or claims.

💬 Final Thoughts

Supporting pregnant employees should never be viewed as a disruption to operations—it is a chance to demonstrate leadership, care, and compliance. In today’s workplace, safety is not just about preventing physical injuries; it’s about protecting people holistically.

At SJH Safety Solutions, we work closely with businesses to create safe, legally compliant, and human-centred workplaces. Whether you need help conducting pregnancy risk assessments or training your team on inclusive safety practices, we’re here to help.

Want to know more about pregnancy risk assessments or compliance audits?

📩 Get in touch with SJH Safety Solutions – let’s build a safer, more supportive workplace together.

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