Quick answer
Include relevant risks in the general assessment, then carry out an individual assessment when notified in writing of pregnancy, breastfeeding or a birth within the previous six months. Discuss the actual work and medical recommendations, control risks and keep the assessment under review.
Why a generic pregnancy checklist is not enough
The same job can affect people differently and circumstances can change during pregnancy or after return to work. HSE’s individual risk-assessment guidance explains the GB notification trigger, consultation and review process.
Do not wait for a visible change or assume that a job title determines what is safe. Start with the actual duties and the individual’s concerns. This is a workplace assessment, not a medical diagnosis.
Discuss tasks, conditions and medical recommendations
Review the normal assessment with the worker and, where applicable, their safety representative. Take account of recommendations from their doctor or midwife. Record the findings and share the relevant assessment and actions with the worker, as described in HSE’s assessment guidance.
Use HSE’s common-risk guidance to prompt consideration of handling and posture, work patterns, temperature and relevant hazardous exposures. The list is not exhaustive and does not set a universal safe lifting weight.
| Discuss | Record |
|---|---|
| What work is actually done? | Tasks, conditions and who may be affected. |
| What concern or recommendation applies? | The workplace implications and suitable advice needed. |
| How will the risk be controlled? | Agreed action, owner and implementation date. |
| How will the arrangement be checked? | Worker feedback, review triggers and follow-up. |
Follow the risk-control and adjustment process
First decide whether the risk can be removed or adequately controlled. Where it cannot, the official GB sequence addresses adjustments to conditions or hours, suitable alternative work and, where necessary, suspension with the applicable pay protections.
Obtain appropriate employment advice about the particular employment relationship and terms rather than assuming every agency, gig-economy and employee arrangement has identical pay rights. Do not resolve an uncontrolled risk by simply telling the worker to continue or take unpaid leave.
Northern Ireland employers should follow HSENI’s pregnant-worker guidance and the NI legislation and employment protections it identifies.
Review as circumstances or the work change
Agree a practical way for the worker to raise a new concern and revisit the assessment as pregnancy progresses, work changes or advice is updated. HSE requires regular individual review and necessary adjustments.
Breastfeeding can require continued assessment beyond the first six months after birth. The six-month reference in the notification categories does not mean all breastfeeding-related workplace considerations end then.
Example: turn a concern into an owned action
A pregnant hospitality worker raises concerns about a duty involving prolonged standing and moving supplies. The manager discusses the actual sequence, relevant medical recommendations and possible changes with them.
The agreed assessment records which tasks and conditions will change, who will arrange the support and when both parties will check it. It does not assume that a colleague’s previous pregnancy plan is suitable for this worker.
Avoid these shortcuts
- Using a single standard weight limit as the whole assessment.
- Making assumptions from appearance or diagnosis.
- Recording an adjustment without putting it into practice.
- Waiting for the next annual review after circumstances change.
Next steps
Use the correct national guidance, arrange the individual discussion and record the decisions and owners. Obtain suitable occupational-health or employment advice where the risk or adjustment cannot be resolved competently within the business.
Use HSE’s pregnant-worker assessment guidance — The official guidance provides the current assessment and adjustment process; individual medical and employment questions need suitable advice.