Why every workplace needs a pregnancy loss policy

A well-defined pregnancy loss policy ensures your employees feel supported, heard, and respected during one of the most difficult experiences of their lives. Whether it’s a miscarriage, stillbirth, or a failed surrogacy or IVF cycle, offering clarity and empathy through a formal policy is essential.

What is a pregnancy loss policy?

A pregnancy loss policy is an internal HR policy that outlines the types of leave, support, and procedures available to employees affected by pregnancy loss. It covers the emotional and physical well-being of employees, regardless of gender, who go through the experience directly or support a partner or family member through it.

Pregnancy loss policy template

Title: Pregnancy Loss Policy
Document Type: HR Policy Template
Last Updated: [Insert Date]

1. Purpose

This policy outlines [Company Name]’s commitment to supporting employees who experience pregnancy loss, including miscarriage, stillbirth, failed surrogacy or IVF procedures, and related situations. It ensures that all employees are treated with compassion, dignity, and care during such personal and difficult times.

2. Scope

This policy applies to all full-time and part-time employees of [Company Name] across all departments and levels, regardless of gender or marital status. It includes:

• Employees who experience pregnancy loss directly.
• Employees whose partners have experienced pregnancy loss.
• Employees supporting a close family member through such an event.

3. Definitions

• Pregnancy Loss: Includes miscarriage, stillbirth, ectopic pregnancy, molar pregnancy, failed IVF, surrogacy termination, or adoption withdrawal.
• Primary Affected Employee: The employee who has personally experienced the loss.
• Partner/Support Role: The employee who is the partner or immediate family member of the person experiencing the loss.

4. Leave entitlement

• Primary Affected Employee: Up to [X] days of paid leave.
• Partner/Support Role: Up to [Y] days of paid leave.
• Leave may be taken as a continuous block or as intermittent days, based on the employee’s needs and after discussion with HR or the reporting manager.
• Additional unpaid leave may be considered on a case-by-case basis upon request.

5. Request process

• Employees should inform their reporting manager or HR as soon as they are comfortable, preferably before or shortly after the intended leave period.
• No formal documentation or medical certificate will be required unless mandated by law or if extended leave is being requested.
• Requests will be handled with strict confidentiality and empathy.

6. Emotional and mental health support

[Company Name] encourages employees to make use of the following support services:

• Free mental health counselling sessions.
• Employee Assistance Program (EAP) access.
• Teleconsultations through [Pazcare or relevant provider].
• Optional reduced workload or flexible working arrangements upon return.

7. Confidentiality

All details shared with HR or managers regarding the pregnancy loss will be treated with complete confidentiality. Managers and team members are expected to maintain discretion and respect the employee’s privacy.

8. Manager & HR guidelines

• Acknowledge the employee’s loss with empathy
• Avoid intrusive questions or assumptions
• Communicate available resources and leave options clearly
• Check in after return-to-work, offering flexibility and support

9. Frequently Asked Questions (FAQs)

Q1: Can employees who are not pregnant but are partners take leave?

Yes. The policy includes partners and immediate family members offering care and support.

Q2: Is medical proof required?

No, unless statutory leave requires it or extended leave is being claimed.

Q3: Can leave be taken in parts?

Yes. Employees may split the leave across multiple days depending on their needs.

Q4: What if I need more time than the leave mentioned?

You may request additional unpaid or medical leave, which will be considered on a case-by-case basis.

10. Policy Review

This policy will be reviewed annually or in response to major legal or organizational changes. Feedback is welcome from employees and managers to ensure the policy remains inclusive and effective.

For any questions or to initiate a request, please contact:
[Insert HR Contact Name]
[Email Address] | [Phone Number] | [HR Portal Link]

Disclaimer: This policy template is provided by Pazcare for general informational purposes only. It is not a substitute for legal advice. Organizations should consult their legal and compliance teams to ensure the policy meets local labor laws and internal requirements.

Conclusion

Investing in women’s health at the workplace isn’t just about addressing biological needs, it’s about fostering a culture where care, dignity, and understanding are embedded in company values. Pregnancy loss affects not just the body, but the mind and the family. By introducing a formal, supportive policy, you can take vital steps towards destigmatizing grief, protecting employee wellbeing, and making the workplace safer for all.

Key takeaways:

1. A pregnancy loss policy creates a compassionate, inclusive workplace
   It ensures employees facing miscarriage, stillbirth, or fertility struggles receive emotional and practical support without stigma.
2. Partnering with Pazcare enables HR teams to implement impactful policies
   With access to ready-made HR templates, mental health support, and teleconsultation benefits, employers can better address women's health needs at work.

Make women’s health a priority with pazcare

Looking to implement inclusive policies or need ready-to-use HR templates that truly support your team?

At Pazcare, we go beyond just benefits, we help you build a culture of care. From mental health support to teleconsultations and tailored insurance plans, we’ve got you covered.

Start building a workplace where every employee feels seen, supported, and cared for, at every stage of life.

Get started with Pazcare today.