Pregnancy Accommodations

A Pregnancy Accommodations policy explains how your organization will provide reasonable accommodations for pregnancy, childbirth, lactation, and related medical conditions through a timely, good-faith interactive process, without discrimination or retaliation, and consistent with the Pregnant Workers Fairness Act and any more protective state or local requirements.

How to Write a Pregnancy Accommodations Policy

• Start with "why" and introduce the concept of supporting employees affected by pregnancy, childbirth, and related medical conditions through reasonable accommodations.
• State who and what the policy covers by defining pregnancy, childbirth, and related conditions broadly, including physical and mental health needs and lactation-related needs.
• Explain your organization will engage in an interactive process to understand limitations and identify effective accommodations.
• List common accommodation types, such as additional breaks, job or schedule changes, light duty or temporary transfers, and a private space to express breast milk.
• Clarify accommodations are individualized and may be temporary or ongoing based on the employee's needs and the role.
• Address documentation by noting you may request healthcare provider information when needed to evaluate the request.
• State employees will not be required to take leave when a reasonable accommodation would allow them to keep working.
• Include a non-discrimination and anti-retaliation commitment for requesting, using, or participating in the accommodation process.
• Close with a conflicts-of-law statement that your organization will follow the law that provides the greatest benefit when multiple requirements apply.

For advice on writing a Pregnancy Accommodations policy in a specific jurisdiction, see below.