Preparing for maternity and paternity leave, start to return

Step 1Check applicable entitlements

Don't assume the same entitlement applies to everyone. In Sri Lanka, maternity entitlements differ depending on the applicable legal framework — including the Maternity Benefits Ordinance and the Shop and Office Employees Act — so confirm which provisions apply to each employee individually.

Paternity leave needs the same care. Never assume private-sector employees have the same statutory entitlement as public-sector employees. Check current legislation, employment terms, collective agreements, and company policy before confirming anything.

Step 2Review the company's leave policy

A good policy answers the practical questions: how to request leave, what documents are needed, how approvals work, who handles benefits questions, and how to change dates or communicate a return. If it's unclear or outdated, review it with management or a legal adviser before the situation comes up.

Step 3Confirm documentation and payroll requirements

Identify which documents are legitimately needed, how the leave will be recorded, how benefits will be calculated, and whether payroll needs anything extra.

Medical and family information must be handled confidentially. Limit access to people with a genuine work-related need, and follow applicable privacy and retention requirements.

Step 4Meet with the employee and confirm the plan

Hold a private conversation covering expected dates, outstanding responsibilities, and handover needs. Give the employee room to explain their needs without pressuring them to share personal or medical details they'd rather keep private. Record what's agreed and who they can contact if circumstances change.

Step 5Create a work handover checklist

List regular duties, active projects, deadlines, key contacts, and tasks that must happen during the absence. Document essential procedures so colleagues can keep work moving without repeatedly contacting the employee on leave. Assign each responsibility to a specific person.

Step 6Arrange temporary workload coverage

Decide whether duties will be shared among current staff, given to a temporary replacement, or postponed. Consider team capacity, required skills, customer commitments, and how long the absence will be.

Avoid dumping the entire workload on colleagues without checking what they're already carrying. A realistic plan protects service quality and keeps pressure off the rest of the team.

Step 7Inform relevant team members

Share the operational plan — responsibility changes, reporting lines, project contacts, temporary deadline adjustments. Communicate the work arrangements, not personal details the employee hasn't agreed to share.

Step 8Update HR records and the leave calendar

Update records, the calendar, approval history, and payroll information so the dates match the approved arrangement. If you use HR software, check permissions so confidential information isn't visible to people who shouldn't see it.

Step 9Agree on communication during leave

Before leave begins, clarify whether any work contact might be needed and how it will be handled. Managers should respect the purpose of the leave and avoid creating an expectation that the employee keeps working. If the employee wants to extend leave or change their return date, give them a clear, supportive process and document any approved changes.

Step 10Review the coverage plan during the absence

Check whether temporary arrangements are actually working. If priorities shift, adjust responsibilities or deadlines instead of letting workload become unmanageable. The employee on leave shouldn't be the one solving routine coverage problems — a well-prepared team should handle normal operations through the agreed handover.

Step 11Confirm the expected return date

Reach out at an appropriate time before the planned return to confirm the date and discuss any arrangements. Explain how records get updated if the date changes. Keep the tone supportive, not pressuring, and follow applicable rules and company procedures for any changes.

Step 12Prepare a return-to-work plan

Talk through current responsibilities, changed procedures, upcoming deadlines, and any training needed. If the role or team changed during the absence, explain clearly and provide what's needed to get up to speed. Where appropriate, discuss requests for flexible working or adjustments in line with applicable law and company policy.

Step 13Review workload and follow up

In the first weeks back, check that responsibilities and deadlines are realistic, temporary cover is properly handed back, and the employee has access to the systems and information they need.

A short follow-up meeting catches small problems early. And make sure the employee isn't unfairly disadvantaged for having taken leave.