What Is a Shared Parental Leave Policy?
As an employee, a shared parental leave policy allows you and your partner to share time off work to care for your child during the first year after birth or adoption.
This policy offers flexibility beyond traditional maternity or paternity leave.
You can share up to 50 weeks of leave and up to 37 weeks of statutory pay.
The leave can be taken together, at separate times, or in blocks, depending on what suits your family's needs.
Eligibility for shared parental leave (SPL) usually depends on your employment status and how much notice you give your employer.
Often, both parents must meet certain work and income criteria.
Here’s a table showing how shared parental leave works:
Parent
Type of Leave
Duration (Weeks)
Birth Parent
Maternity Leave
30 (taken before switching)
Partner
Shared Parental Leave
10
Birth Parent
Shared Parental Leave
10
You need to inform your employer and submit the necessary documentation if you wish to take SPL.
Policies may vary by employer, so always check the details before making arrangements.
When Is a Shared Parental Leave Policy Needed?
If you’re an employer, you’ll need a shared parental leave policy when employees are welcoming a new child, whether by birth or adoption, and may wish to split caring responsibilities.
A policy becomes necessary if staff members want flexibility beyond traditional maternity or paternity leave.
For example, if a birth parent chooses to return to work early, both parents may want to share the remaining leave and pay.
It’s also needed when both parents are eligible and want to time their leave so they can care for their child together or in separate blocks.
Shared parental leave is especially useful when managing overlapping work schedules or for single-parent households involving a partner with shared responsibility.
As SPL is a statutory right in the UK, you’ll also need a policy in place to comply with employment law.
How to Write a Shared Parental Leave Policy
If you’re an employer, as shared parental leave is a statutory right in the UK, your organisation must have a SPL policy in place. Here are the steps you can take to create a clear and comprehensive policy.
Step 1: Begin With an Introduction and Purpose Statement
Start the policy by clearly stating its purpose, which is to explain how shared parental leave works within your organisation.
Explain the company’s commitment to supporting eligible employees who wish to share leave after the birth or adoption of a child.
Include a brief overview of the legal framework underpinning the policy and the overall goal of promoting flexible working arrangements for parents.
Make sure this introduction sets a positive tone and reassures employees that the organisation values work-life balance and family commitments.
Step 2: Define Eligibility Criteria
Next, specify who is eligible for shared parental leave under your policy.
Outline the qualifying conditions related to employment duration, earnings thresholds, and relationship to the child.
Explain any relevant requirements for both parents or adoptive parents, such as the necessity to have worked for a certain period before the leave.
Clarify that eligibility aligns with statutory requirements, and provide guidance on how employees can check their status if unsure.
Step 3: Explain the Leave Entitlement and Duration
Describe the total amount of shared parental leave available and how it can be taken.
Explain how the leave entitlement is calculated, including how much leave can be shared between parents after the mother’s maternity or adoption leave ends.
Include details about the maximum number of weeks available and how leave can be taken in separate blocks or all at once, depending on the employee’s preferences and organisational approval.
Make it clear how the leave fits alongside other statutory leaves.
Step 4: Outline the Notification and Booking Process
Explain the process employees must follow to notify the company of their intention to take shared parental leave.
Describe the required notice periods, including deadlines for providing the initial notice, submission of any leave booking requests, and necessary supporting documents such as declarations or evidence of entitlement.
Clarify how employees should submit requests (e.g., in writing or via a specific HR platform) and whom they should contact within the organisation.
Detail how the company will respond to leave requests and any confirmation procedures.
Step 5: Describe Pay Entitlements and Benefits During Leave
Include information about whether shared parental leave is paid or unpaid according to company policy and statutory guidelines.
Explain how pay is calculated if statutory shared parental pay applies, and any additional company-paid benefits or supplements.
Clarify how benefits such as pension contributions, holiday accrual, and other employment rights are affected during the leave period.
This section helps employees understand their financial situation while on leave.
Step 6: Detail Return to Work Rights and Procedures
Outline what employees can expect when returning to work after shared parental leave.
Confirm their right to return to the same job or a suitable alternative role with no detriment to their terms and conditions.
Explain any procedures they need to follow before returning, such as notifying the employer of their return date.
Mention options for flexible working or phased returns, if applicable.
Step 7: Address Other Relevant Employment Policies
Explain how shared parental leave interacts with other company policies, such as annual leave, sick leave, or flexible working arrangements.
Indicate whether employees can carry over holiday entitlement during or after shared parental leave.
Include any guidelines on maintaining contact during the leave period, if relevant.
This section ensures clarity on how the leave fits within the broader employment framework.
Step 8: Include Compliance and Legal References
Make sure to reference relevant employment laws and regulations governing shared parental leave in your jurisdiction.
Indicate that the policy complies with statutory rights and is subject to change as laws evolve.
This provides legal grounding and reassures employees that the policy is up-to-date and enforceable.
Step 9: Provide Contact Information for Questions and Support
Conclude by providing details of the company contact person or department employees can reach out to for questions, guidance, or to initiate the shared parental leave process.
Include phone numbers, email addresses, and any internal HR platforms used.
Encourage open communication and reassure employees that their requests will be handled sensitively and professionally.
Step 10: Review, Approval, and Distribution
Before finalising the policy, review the entire document to ensure accuracy, clarity, and consistency.
Seek approval from relevant internal stakeholders such as HR leaders or legal advisors.
Once approved, distribute the policy to all employees via email, the company intranet, or printed handbooks.
Make sure employees know where to find the policy for future reference.
