‘I’m Expecting!’ Managing your announcement at work
A guide for new parents – and for employers supporting them
Whether you’re preparing to share your expectancy news at work, or you’re a People/HR leader supporting someone through that transition, this is a pivotal moment. For parents-to-be, it’s deeply personal. For managers and People teams, it’s an opportunity to respond with empathy, clarity, and forward planning.
Making the announcement
You’re expecting – congratulations! Alongside the excitement may come feelings of uncertainty, nerves and worry. Announcing something so personal in a professional setting can feel daunting, especially the first time.
You may have spent years building your career, taking on new responsibilities, and proving yourself. It’s natural to wonder how your news will be received, especially in a stretched team or high-pressure role.
From an employer’s perspective, your manager is likely pleased for you personally, but also processing what your leave means for team dynamics and resource planning. That’s why it helps to treat the announcement like any important work update: clearly, thoughtfully, and professionally.
✍️For Employers: A manager’s first reaction matters. Leaders who respond with warmth and support, even before they have all the details, help build psychological safety and trust. This moment sets the tone for the entire leave journey.
When to announce
Officially, you are obliged tell your employer at least 15 weeks before your due date, but many people choose to share the news earlier – often after the 12-week scan.
The timing is personal. You might be waiting for reassurance from the scan, or struggling with morning sickness and in need of adjustments at work. Some people choose to share with their manager earlier on a confidential basis, especially if their role involves travel, long hours, or safety concerns.
✍️For Employers: Make it clear that employees can approach you early if they wish, and that they don’t need to wait for formal timelines. Proactive support, such as health risk assessments and flexible working options, should be made available as soon as a pregnancy is disclosed.
Consider the timing and team dynamics
You should receive a supportive reaction whenever you choose to announce your pregnancy or expectancy. But being aware of team pressures, like project deadlines or stretched resourcing, may help you choose a moment when the message can be better received.
That said, don’t delay too long. Until you’ve told your employer, they aren’t legally required to make accommodations for your pregnancy (such as paid time off for antenatal appointments or adjustments to workload).
Who to tell (and when)
Think of your announcement as a phased communication:
- Your line manager should be the first to know
- Followed by HR, ideally in writing, following your organisation’s internal policy
- Then your immediate team
- And later, clients or partners if appropriate
🎯 Tip: Treat this like a mini comms plan. A short list of people to inform helps you stay in control and prevents awkward “Did I tell you?” moments later on.
How to tell your manager
This is an important conversation, but it doesn’t have to be difficult. The goal is to create mutual reassurance: that this is good news, and the transition will be managed with care.
Here’s a simple 5-step guide for the meeting with your line manager:
- Prepare. Read your company’s maternity or parental policy beforehand. Don’t assume your manager knows the details.
- Book a private space. A meeting room creates a professional and confidential setting.
- Be clear. “I wanted to let you know I’m pregnant” is enough. You can add, “I wanted to give you early notice so we can plan well.”
- Don’t apologise for planning your parental leave. This is a life event – not a problem to be solved.
- Schedule a follow-up planning meeting. You don’t have to figure everything out in one conversation – but don’t delay follow-up planning eithe
✍️ For Employers: Equip managers with conversation frameworks, guidance, or access to coaching. Their ability to respond confidently – not just empathetically – is key to setting the tone for the months ahead. Visit our page inclusive leadership for more guidance.
Supporting a culture of openness
Working through pregnancy comes with real physical and emotional shifts. Some days will be better than others. Resist the urge to overexplain – and know that it’s okay to ask for what you need.
✍️ For Employers: If your policies encourage early and open disclosure, make sure your culture backs that up. One practical way? Offer manager training or one-to-one coaching to help leaders support transitions proactively. Visit our page inclusive leadership for more guidance.
Final thought
Announcing your expectancy at work can feel like a big leap—but with the right preparation (and the right support), it can also be the first step in a well-managed, positive journey.
For expecting parents, it’s about finding confidence.
For employers, it’s about creating clarity and care.
For everyone, it’s about starting the conversation right.
At P&P, we offer 1:1 Parental Transition Coaching for individuals navigating this change, as well as organisation-wide programmes to support managers, teams, and workplace culture. Contact us to find out how we can help.