maternity leave application letter format in word

17+ Free Sample Maternity Leave Letter Templates – MS Word, PDF

For new mothers, balancing work and taking care of a newborn can be a stressful juggling act. Companies typically offer maternity leave to help ease this transition, but it can still be daunting to approach your employer and request the time off. This is where a maternity leave letter template can come in handy.

Table of Contents

From providing proper notice of when you plan to start and end your leave, to outlining any special requests or arrangements you may need to make your transition back to work smoother, a well-crafted maternity leave letter can make all the difference in ensuring a smooth and stress-free leave. With a readily-available template, new moms can feel empowered to advocate for themselves and their families during this important time.

Download Free Sample Maternity Leave Letter Templates

How to Request Maternity Leave in a Letter

Becoming a new parent is an exciting and nerve-wracking experience, especially when it comes to requesting time off work for maternity leave. It’s important to inform your employer of your intentions to take time off to prepare for your new arrival and adjust to the new lifestyle changes that come with being a parent.

You might be interested: Sample Letters Of Medical Necessity

Writing a letter requesting maternity leave can be somewhat daunting, but with a little guidance, the process can be simple. By following a few key steps and providing the necessary information, you can ensure that your employer has all the information they need to make the process smooth and stress-free for both parties.

Importance of Maternity Leave Letter

As a new mother, the thought of returning to work after a few weeks of bonding with your newborn can be daunting. That’s why a maternity leave letter is so important. It’s not just a formality to inform your employer of your leave. A well-written letter can help you secure your job, maintain a positive relationship with your employer, and set expectations for your return.

You might be interested: Free Treatment Plan Templates

It also gives your employer time to plan and prepare for your absence. By taking the time to craft a thoughtful and professional maternity leave letter, you can alleviate some of the stress and anxiety that often comes with returning to work after giving birth. So take a deep breath, put pen to paper, and let your employer know that you are committed to both your new family and your career.

Guidelines for Writing an Effective Maternity Leave Letter

The arrival of a new member of the family is a special time that requires some restructuring of your life. As an expecting mother, you may need to take some time off work to adjust to the new addition. Writing an effective maternity leave letter can help prioritize the needs of your family while maintaining smooth operations at your workplace. It is important to follow some key guidelines while composing this letter to ensure that it is professional, courteous, and informative.

You might be interested: Free Medical Consent Form Templates

Your maternity leave letter should provide essential details about the duration of your absence, your anticipated return date, and relevant contact information during your leave. Additionally, it is always a good idea to express your appreciation for your employer’s understanding and support of this exciting life event. By crafting a thoughtful and comprehensive maternity leave letter, you can move forward with confidence, knowing that your employer is well-informed and supportive of your needs as a new mother.

How to Create a Maternity Leave Letter Template

As an expectant mother, preparing for your upcoming maternity leave can be both exciting and overwhelming. There are several things you need to take care of before you leave, including informing your employer about your absence. One of the most important pieces of information you need to provide your employer is a maternity leave letter.

You might be interested: Free Nursing Hospital Discharge Checklist

Start with the Basics

Begin by including your full name, job title, and address at the top of your letter. Next, include the name and address of your employer, followed by the date of the letter. This information should be aligned to the left of the page.

Let Your Employer Know About Your Absence

The first paragraph should be an introductory paragraph stating the purpose of the letter, which is to inform your employer of your maternity leave. Include the expected date of delivery and expected return date. This paragraph should be concise and straight to the point. You can start by writing “I would like to inform you that I will be taking maternity leave for…”

Explain Your Absence

In the next paragraph, explain the reason for your absence in detail. Ensure that you mention that your absence is due to your pregnancy and that you need time off to recover. Be sure to mention any medical conditions or doctor’s orders that support your need for time off. You can write, “As per my medical condition and doctor’s orders, I will need to take some time off work in order to recover from childbirth.”

Outline a Plan of Action

Next, discuss how you are planning to handle your workload before your leave and during your absence. Mention any pending projects and how they will be delegated to colleagues. You can also offer to train a replacement or mentor a colleague who can take over your responsibilities. You can write, “I am working on a plan to ensure that all my pending projects are completed before I go on leave. I will delegate specific tasks to my colleagues and provide them with the necessary training…”

In the final paragraph, restate your appreciation for the opportunity to work with your employer. Inform them that you will keep them updated on any changes and ensure a smooth handover of responsibilities. Finally, thank them once again for their understanding and support during this period. You can write “I appreciate the support and understanding that the company has offered me during this period and I am looking forward to returning to work and resuming my responsibilities. I will keep you updated on any changes…”

Sharing is caring!

Similar Posts

20+ free babysitter reference letter templates.

A reference letter can provide you with all the information you need to make an informed decision. It should describe the qualities and skills of the potential babysitter, including their past experience…

15+ Free Parking (Violation) Warning Notice Templates

The parking warning notice template is a document or letter, issued on the repeated and continuous negligence of the” No Parking Sign at the entrance for Prohibited area.” The security officer informs…

16+ Free Sample Scholarship Acceptance Letter Templates (DOC, PDF)

A scholarship acceptance letter is an important formal document that confirms your acceptance and acknowledges the generosity of the awarding organization. To help make this process easier, many institutions provide a scholarship…

45+ Free Sample Letter of Endorsement Templates (PDF, Doc)

A letter of endorsement is a powerful tool that can help you stand out from the crowd and get noticed in your professional or personal life. But what exactly is a letter…

25+ Free Sample Letter Of Medical Necessity Templates (PDF, DOC)

A Letter of Medical Necessity Template is a document generated by a healthcare provider outlining the patient’s medical condition and proposed treatment plan. This document serves to provide evidence to health insurance…

12+ Free Sample Appeal Letter For Denied Claims Templates – PDF

An Appeal Letter For Denied Claims Template is a pre-created document specifically designed to provide information and data that can be used when appealing the denial of an insurance claim. This letter…

Privacy Overview

Written by admin • August 24, 2024 • 7:59 am • HR Best Practices • One Comment

Maternity Leave Application – Samples in Word & Pdf

Table of Contents

Maternity leave application is a formal letter or email written by an expectant mother to her employer requesting time off from work due to pregnancy and childbirth, outlining the intended leave period and return date. Maternity leave signifies the interval during which a woman takes time off from work due to pregnancy or after giving birth to her child. This period is of utmost importance as it allows the mother to prepare for childbirth, recover post-delivery, and bond with the newborn.

The duration of the maternity leave will vary by company. Maternity leave for employees has been increased in India under the Maternity Benefit Act from 12 to 26 weeks . All ESIC-insured employees are guaranteed maternity leave.

Components of Maternity Leave Application

Understand Your Company’s Policy Before drafting your maternity leave application, thoroughly read and comprehend your company’s maternity leave policy. Understand the duration of the leave, whether it’s divided into pre-natal and post-natal periods and any special provisions or benefits you are entitled to. Pay attention to specific rules regarding the application process, advance notice requirements, and the designated person or department you need to inform.

Format Your Application Follow a formal letter format. Place your name and address on the top left or right corner, followed by the recipient’s details below. Craft a clear and concise subject line indicating the purpose of your letter, such as ‘Maternity Leave Application.’

Salutation Use a professional salutation based on the recipient’s position and your workplace culture. For instance, ‘Dear Mr Smith’ or ‘Dear Ms Patel.’ If you’re unsure, it’s better to err on the side of formality.

Clearly State the Purpose In the opening paragraph, clearly state that you are writing to request maternity leave. Specify the exact number of days you plan to take off, including both pre-natal and post-natal periods. Mention your expected due date if applicable. Be clear and precise to avoid any misunderstandings.

Outline Work Coverage Describe how you plan to delegate your responsibilities during your absence. If you’ve discussed this with your supervisor, summarise those arrangements. Include the names of colleagues who will handle your tasks and specify any ongoing projects. If remote work is an option, state your availability hours and the mode of communication you’ll use.

Communication Preferences State your communication preferences during your leave period. Specify if you’re open to receiving work-related calls and emails or if you prefer minimal communication. Provide an alternate contact number or email address if necessary. Make it clear if you’ll be available during specific hours.

Future Work Schedule (Optional) If you anticipate changes in your work schedule after returning from leave, briefly mention them. For example, if you plan to work part-time initially, you can express your intent here. Alternatively, you can choose to discuss this upon your return, especially if your plans are not yet finalised.

Express Gratitude Express your gratitude for the support and understanding of your manager and colleagues. Acknowledge their cooperation during this important phase of your life. A brief thank-you note demonstrates your professionalism and appreciation.

Signature and Proofreading Sign the letter with your handwritten signature if it’s a hard copy. If you’re sending it electronically, you can omit the signature and type your full name below. Proofread the entire letter carefully to eliminate errors, ensuring it’s polished and free from grammatical mistakes.

Timely Submission Submit your maternity leave application well in advance, adhering to the company’s policies regarding notice periods. Ensure the application reaches the appropriate person or department within the specified timeframe to facilitate the smooth processing of your leave request.

Maternity Leave Application Format

[Recipient’s Name] [Recipient’s Designation] [Company Name] [Company Address] [City, State, Zip Code]

Salutations

[Your Full Name] [Your Signature] [Your Email Address] [Your Contact Number]

Download Maternity Leave Application in Different Format

Application for Maternity Leave

Subject: Application for Maternity Leave

Dear Mr./Mrs. {Recipient’s Name},

I, [Your Name] , a member of the [Department/Team Name] , am writing to formally request maternity leave, as I am currently [X months] pregnant. I kindly request leave starting from [start of maternity leave] to [end of maternity leave] , as per the organisation’s policy.

During my absence, I have arranged for Mr. Anirban Aditya and Miss Anna Hmar to manage my tasks efficiently. For any necessary communication, please find my contact details below. If there are any changes to my plans, I will promptly inform you.

Attached herewith is my doctor’s letter confirming my pregnancy and due date for your records.

I sincerely appreciate your understanding and attention to this matter. Thank you for your support.

Warm regards,

[Your Name] [Your Position] [Department/Team Name] [Contact Information]

Maternity Leave Application for Teachers

Subject: Maternity Leave Application

Since 2016, I have had the privilege of teaching social science to fifth and sixth-grade students. I am writing to inform you that I am expecting and anticipate giving birth on {date} . As per the organisation’s policies, I kindly request maternity leave commencing from {start date} , until {end date} .

During my absence, I have taken the initiative to identify capable substitute teachers whose resumes are provided for your reference. Rest assured, I will diligently transfer all necessary materials and information to ensure a seamless transition for both you and the replacement teacher. I have already covered more than half of the curriculum, thus facilitating a smooth continuation of the lessons.

I sincerely appreciate your understanding and support during this period. Thank you for your consideration.

Yours sincerely,

Maternity Leave Application for Manager

Subject: Application for maternity leave

I am writing to inform you that I will be taking my allotted 26-week-long maternity leave starting {start date} , as my due date is {date} . Should everything go according to plan, I should be able to return to the office by the second week of {end date} .

I have made it a priority to complete all pending projects before I go on my leave. Mr./Mrs. {name} , the {designation} , will assume my roles and responsibilities in my absence. Moreover, I will check in weekly via phone or email to ensure that the team continues to work productively and all deadlines are met.

If there are any changes in my plan, I will let you know as soon as possible.

I thank you for your understanding and attention to this matter.

Maternity Leave Letter

[Your Manager’s Name] [Your Manager’s Title] [Company Name] [Company Address] [City, State, Zip Code]

Dear Mr./Mrs.{Recipient’s Name},

I’m sending you this email to let you know that my due date is {date} . Since I’ve planned to take my maternity leave on the {start date} and return to work on the {end date} , I’d like to take advantage of the organisation’s offered {No of Weeks} of maternity leave.

Mr./Mrs. {name} has volunteered to assume my obligations and responsibilities while I’m away and delegate them as necessary.

If, for any reason, my plan changes, I will let you know as soon as possible. In case you ever need to get in touch with me, my home and personal phone numbers are listed below.

Thanking you,

Maternity Leave Request

Subject: Maternity Leave Request

I hope this message finds you in good health. I am writing to inform you that I am currently in the third trimester of my pregnancy, and my doctor has advised immediate bedrest before my due date on {date} . Consequently, I would like to avail myself of the allotted maternity leave starting from [Mention your Maternity Leave Starting Date] till [Mention Your Maternity Leave End Date] .

In my absence, {name} and {name} will divide my duties and responsibilities. They have been briefed to ensure a seamless transition during this period. For any urgent matters or crises, please do not hesitate to reach me at the contact number provided below.

I have attached the necessary doctor’s letters for your reference, confirming my situation and due date. Should there be any changes in my plan, I will inform you promptly.

Thank you for your understanding and support during this time.

[Your Name] [Job Profile] [Department Name] [Contact Number]

Tips to Write a Convincing Maternity Leave Letter

When crafting your maternity leave letter, follow these essential tips for a convincing and accepted request:

Attach Relevant Documents If applicable, attach any necessary doctor’s letters (unless sensitive) to serve as proof of your situation. This will substantiate your request and evoke empathy, potentially expediting the approval process.

Delegate Responsibilities: Provide reassurance by stating that you have delegated your duties to a competent individual familiar with the tasks. This demonstrates your commitment to ensuring a smooth workflow in your absence.

Adhere to the 7 Cs of Communication:

• Concise: Be succinct and to the point, avoiding unnecessary details.
• Clear: Clearly state your request and the reasons behind it.
• Concrete: Provide specific information and details to support your request.
• Correct: Ensure accuracy in grammar, spelling, and information provided.
• Coherent: Present your points logically, making it easy for the reader to follow your request.
• Complete: Include all necessary details, leaving no room for ambiguity.
• Courteous: Maintain a polite and respectful tone throughout your communication.

Include Signature, Place, and Date (for Printed or Handwritten Letters): If submitting a print-out or handwritten letter, add your signature at the end. Additionally, don’t forget to include the place and date of writing to provide a formal touch to your application.

Adhering to these guidelines shall help you enhance the effectiveness of your leave application, increasing the likelihood of a positive response.

Maternity Leave (ML) in India: Act, Eligibility & Benefits

In India, the Maternity Benefit Act of 1961 ensures that women employed in factories, mines, plantations, and organisations with 10 or more employees are entitled to maternity leave benefits. To be eligible, a woman must have worked with her employer for at least 80 days in the 12 months preceding her expected delivery date. Meeting this criterion makes an expecting mother eligible for the mandated maternity leave and any additional leave or benefits provided by her employer.

Eligibility Criteria

Maternity leave is extended to:

• Pregnant women,
• Women adopting a child,
• Women experiencing a miscarriage,
• Surrogate or commissioning mothers.

For surrogate mothers, the 26-week maternity leave period begins from the day the newborn is handed over to the adoptive parents.

Covered Sectors

Maternity leave benefits apply to women employees in both the public and private sectors, safeguarded by the Maternity Benefit Act of 1961. This Act encompasses establishments employing 10 or more people, ensuring female employees receive maternity benefits during pregnancy, childbirth, and post-delivery.

It’s important to note that the Maternity Benefit Act doesn’t extend to self-employed women or those working in establishments with less than 10 employees.

Understanding your maternity leave eligibility is crucial, ensuring you can avail of the benefits rightfully due to you during this important life event. If you have further questions or concerns, it’s advisable to consult with your HR department or legal advisor.

Maternity Leave Benefits

In India, the Maternity Benefit Act of 1961 provides essential support for working mothers, acknowledging their vital role during pregnancy and after childbirth.

Maternity Leave Period According to the Act, first and second-time mothers are entitled to 26 weeks, or 6 months, of paid maternity leave. Subsequent pregnancies allow for 12 weeks, ensuring mothers receive their full salary during this period. Importantly, this leave is not just about time off; it’s about supporting mothers during a significant life transition.

Additional Maternity Leave Benefits Recognizing the multifaceted challenges of motherhood, the Act ensures comprehensive support. Mothers are granted provisions for childcare, and upon return, they have the right to resume their previous positions. Additionally, if a mother requires more time to recuperate and adjust, her employer must grant extra leave days, promoting the physical and emotional well-being of both mother and child.

Protection for Pregnant Employees Pregnant employees deserve a safe and supportive work environment. The Act mandates that workplaces must provide essential facilities, including hygienic restrooms, comfortable seating, and safe drinking water, ensuring pregnant women can work in a healthy and secure manner.

Moreover, it’s crucial to note that under the Maternity Benefit Act, employers cannot terminate or dismiss women employees solely due to their pregnancy, labour, or post-childbirth recovery. This protective measure secures the livelihood and dignity of expectant and new mothers, fostering a workplace environment that values and supports every stage of a woman’s life.

How To Write An Email To HR Asking About Company Maternity Leave Policy

When inquiring about your company’s maternity leave policy, there are two primary communication methods you can opt for either verbal or written communication.

• Verbal Communication: You can request a meeting with your HR representative to discuss the maternity leave policy in person. Alternatively, you could initiate a conversation with them via a phone call to address your queries.
• Written Communication: Another effective approach is to send an email or a letter to HR. Composing a well-crafted email allows you to clearly articulate your questions about the company’s maternity leave policy and provides a documented record of the conversation.

Dear Mr./Mrs. [Recipient’s Name],

I hope this message finds you well. My name is [your name], and I am a member of the [your department] at [Company Name]. I joined the company on [joining date/month/year]. I am reaching out to inquire about our company’s policy concerning maternity leave as I am in the early stages of my pregnancy.

I would be greatly appreciative if you could provide me with the relevant document or link outlining the maternity leave policy. Additionally, I would like to arrange a private discussion at your earliest convenience to seek clarification and address any queries I may have.

Attached to this email, you will find the doctor’s letter confirming my pregnancy for your reference.

Thanking you for your prompt attention to this matter.

[Your Name] [Phone Number] [Job Profile]

Maternity Leave Extension Letter

At times, women require maternity leave extensions due to childcare or health issues. Addressing frequently asked questions about these extensions, consider the following key points in your request letter:

• Reasons for Extension: Explain the specific reasons for the extension. For childcare, mention the need to care for your newborn or your child’s health and well-being. If it’s related to health issues, provide brief details about your condition and how it impacts your ability to return to work.
• Duration of Extension: Clearly specify the duration of the extension you are requesting. State the exact start date and the anticipated end date of the extended leave period.
• Documentation: Provide any necessary medical certificates or documents supporting your request. This could include a doctor’s note outlining your health condition or a childcare professional’s recommendation for an extended leave period.
• Work Arrangements: If possible, propose a temporary work arrangement during the extended leave period. This might include remote work options, reduced hours, or specific tasks you can manage from home. Be clear about how you plan to manage your responsibilities remotely.
• Communication Plan: Specify how you plan to stay in touch during the extended leave period. Provide alternative contact information and assure your availability for important work-related matters.
• Assurance of Smooth Transition: Express your commitment to ensuring a smooth transition during the extension. Assure your employer that you will take the necessary steps to hand over your responsibilities or delegate tasks appropriately before your extended leave begins.

Maternity Leave Extension Letter Sample

I hope this message finds you well. I am writing to request an extension of my maternity leave, which commenced from [start date] to the initially agreed end date of [original end date]. I recently gave birth to my baby boy through a caesarean delivery, necessitated by health concerns. As advised by my doctor, my recovery requires additional weeks of bed rest, thus requiring an extension of my maternity leave until [new end date].

I have already coordinated with [name of the person in charge of your roles and responsibilities], who has kindly agreed to cover my duties during my absence.

Enclosed with this letter, please find the doctor’s letter confirming my health condition and the need for an extended maternity leave period.

I sincerely appreciate your understanding and support in this matter. Your consideration is highly valued.

Thanking you for your understanding.

FAQs about Maternity Leave Letter

What to include in a maternity leave extension letter.

• Duration: Specify your leave's start and end dates as per the initial agreement.
• Reasons: Briefly explain your reasons without oversharing.
• New Date: Request the new end date for your extended maternity leave and seek your employer's approval.
• Doctor's Letter: Attach a doctor's letter to validate your situation and request.
• Courtesy: Maintain a courteous tone, expressing gratitude, which can significantly impact the approval process.

When should I submit my maternity leave application?

It's advisable to submit your maternity leave application well in advance, typically a few weeks before your intended leave start date. This allows your employer ample time to plan for your absence and make necessary arrangements.

What information should be included in a maternity leave application?

A maternity leave application should include your personal details, expected due date, the duration of the leave, and the date you plan to return to work. It's also essential to mention if you intend to take the entire leave entitlement or a partial period.

Should I customise my maternity leave application based on company policies?

Yes, it's crucial to tailor your application according to your company's policies and guidelines. Familiarise yourself with the maternity leave policy to ensure your application aligns with the company's rules and regulations.

Is there a specific format for a maternity leave application?

While there isn't a strict format, a maternity leave application should be formal and concise. It's recommended to use a professional tone, include a clear subject line, and organise the content in a structured manner.

The above maternity leave application samples and tips should help you write and submit a convincing application for maternity leave.

• Payroll Process – Basics, Requirements, Compliances
• HR Policies – A Roadmap for Organisational Success
• What is Payroll Management System? – Definition and Importance

How useful was this post?

Click on a star to rate it!

Average rating 0 / 5. Vote count: 0

No votes so far! Be the first to rate this post.

One Reply to “Maternity Leave Application – Samples in Word & Pdf”

Hi there, just wanted to say, I loved this post. It was practical. Keep on posting!

Leave a Reply Cancel reply

Your email address will not be published. Required fields are marked *

Save my name, email, and website in this browser for the next time I comment.

Please enter an answer in digits: 3 × one =

Schedule a Product Demo!

• HR Best Practices
• Payroll Management
• Social Security
• Business Enablement
• Employee Support

Popular Posts

Download the TankhaPay App

TankhaPay is developed and operated by AKAL Information Systems Ltd.

AKAL is a leading technology company with 20 years of experience, dedicated to empowering businesses through innovative solutions and expert services. Learn More

Quick Links

• Why TankhaPay
• Request a Demo
• ESIC Checklist
• EPF Checklist
• Workforce Social Security in India

• Terms of Use
• Privacy Policy

Maternity Leave Letter Examples – Crafting Your Pregnancy Leave Application

• Post author: Meet
• Post published: March 30, 2023
• Post category: Leave Request

Maternity Leave Letter – Maternity leave is a critical aspect of the working world for pregnant women. It is an essential period of rest and recuperation after childbirth, allowing new mothers to bond with their newborns while recovering physically and mentally. To apply for maternity leave, it is necessary to submit a letter to the employer stating the expected date of delivery and the duration of the leave. Crafting a well-written maternity leave letter is crucial for ensuring a smooth and hassle-free leave period. In this article, we have compiled 15 examples of maternity leave application letters and formats that can help expectant mothers in drafting their own letters.

Table of Contents

Helpful tips for writing a maternity leave letter

• Begin with a clear and concise introduction, stating the purpose of your letter or email, such as “I am writing to request maternity leave.”
• Specify the dates you plan to take leave, including the start and end dates. This will help your employer plan and make necessary arrangements for your absence.
• Check your company’s policy for maternity leave to ensure that you are following the correct protocol and include any required forms or documents with your request.
• Use a professional tone throughout your letter and avoid oversharing personal information.
• If possible, give your employer enough notice of your planned leave to allow them to make arrangements for your absence.
• Offer to collaborate with your employer and colleagues to ensure a smooth transition and completion of your tasks before your leave.
• Express your gratitude for your employer’s support and understanding.
• Consider including bellow maternity leave letter samples or examples as a reference to ensure that your request meets the expected format and content.
• Avoid making demands or being confrontational in your letter or email. Remember that this is a request, not a demand.
• Proofread your request for any errors or typos before sending it to your employer.

By following these tips, you can write a professional and effective maternity leave request to your boss, in the correct format and with the necessary information.

Formats for maternity leave Letter

1 – formal letter format:.

[Your Name]

[Your Address]

[City, State Zip Code]

[Employer’s Name]

[Employer’s Address]

Dear [Employer’s Name],

I am writing to inform you that I will be taking maternity leave from [Start Date] to [End Date] in accordance with the company’s maternity leave policy. I am currently [X] weeks pregnant and plan to begin my leave on [Start Date].

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I will be accessible for any essential correspondence through email or telephone as well.

Thank you for your support and understanding during this time.

2- Maternity Leave Letter – Email Format:

Subject: Maternity Leave Request

I am writing to request maternity leave in accordance with the company’s maternity leave policy. I plan to take leave from [Start Date] to [End Date] to prepare for the arrival of my child.

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I will be accessible for any required communication through email or phone as well.

Thank you for your understanding.

Best regards,

3 – Short and Simple Maternity Leave Letter Format:

I will be taking maternity leave from [Start Date] to [End Date] in accordance with the company’s maternity leave policy. Thank you for your understanding.

4 – Family-Friendly Format:

I am writing to request maternity leave to prepare for the arrival of my child. I plan to take leave from [Start Date] to [End Date] to ensure that my family is properly cared for during this important time.

Thank you for your understanding and support.

5 – Maternity Leave Letter – Professional Format:

I am writing to inform you that I will be taking maternity leave from [Start Date] to [End Date]. I will be using my accrued sick and vacation time, as well as any other available benefits, to cover the duration of my leave.

Before commencing my leave, I will make certain that all ongoing projects are finalized and that my colleagues are thoroughly updated regarding any pending tasks. Moreover, I will remain accessible through email or phone for any essential communication needs.

6 – Grateful Format – Maternity Leave Letter:

I am writing to express my gratitude for your understanding and support during this important time. I will be taking maternity leave from [Start Date] to [End Date] to prepare for the arrival of my child.

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I am also accessible for any essential communication through email or phone.

Thank you again for your support.

7 – Personalized Format:

I am writing to request maternity leave from [Start Date] to [End Date]. During this significant period, I plan to utilize the available time to make adequate preparations for the arrival of my child and ensure that my family receives the necessary care and attention.

I appreciate your support and understanding during this time. If you have any questions or concerns, please do not hesitate to contact me.

8 – Positive Maternity Leave Letter Format:

I am thrilled to inform you that I am expecting a child and will be taking maternity leave in accordance with the company’s maternity leave policy. My leave will begin on [Start Date] and end on [End Date].

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I will also be reachable for any necessary communication through email or phone.

Thank you for your support and understanding during this exciting time.

9 – Informative Format for Maternity Leave Letter:

I am writing to inform you that I will be taking maternity leave from [Start Date] to [End Date]. I have attached a copy of the company’s maternity leave policy and completed the necessary forms to initiate my leave.

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I can be reached via email or phone for any required communication as well.

Thank you for your support and understanding.

10 – Collaborative Format:

I am writing to request maternity leave from [Start Date] to [End Date]. I am excited to embark on this new journey and appreciate your support during this time.

To ensure a smooth transition, I would like to work with you and my colleagues to plan for my absence and ensure that all my current projects are completed. I am also happy to provide training or assistance to any colleagues who may need it.

Thank you for your collaboration during this exciting time.

11 – Personal Format:

I am writing to request maternity leave from [Start Date] to [End Date] to prepare for the arrival of my child. I have been looking forward to this moment for a long time, and I want to ensure that I can be there for my child during this important time.

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I will be available for any necessary communication via email or phone.

12 – Collaborative and Informative Format:

I am writing to request maternity leave from [Start Date] to [End Date] and to initiate the necessary steps to prepare for my absence. I have attached a copy of the company’s maternity leave policy and completed the required forms.

To ensure that my colleagues are fully informed of my responsibilities and to plan for my absence, I would like to work with you and my team to develop a transition plan. I will ensure that all my current projects are completed and that I provide any necessary training or assistance.

13 – Flexible and Grateful Format:

I am writing to request maternity leave from [Start Date] to [End Date]. I am excited to welcome my child into the world and grateful for my company’s maternity leave policy, which lets me take the time I need to prepare and bond with my baby.

This might result in certain inconveniences, and I am open to adapting and exploring alternatives to ensure that my tasks are accomplished promptly and effectively. Please let me know how I can best support my team during my absence.

14 – Short and Sweet Format:

Please be advised that I will be taking maternity leave from [Start Date] to [End Date]. Thank you for your understanding.

15 – Empathetic and Supportive Format:

I am writing to request maternity leave from [Start Date] to [End Date]. As much as I love my job, I need to take some time off to focus on my health and the health of my baby.

I understand that this may create additional work for my colleagues, and I am committed to ensuring that my responsibilities are transferred smoothly and without disruption. Please let me know if there is anything else I can do to support my team during my absence.

Thank you for your empathy and support.

Related Posts:

You Might Also Like

From Emails to Handwritten Notes: 5 Formats for Writing a Winning Casual Leave Application

Crafting a Professional Leave Application Due to Death in the Family – With Template

The Dad’s Guide to Paternity Leave: How to Request Time Off with Confidence – Paternity leave Application Formats

Career & Money ● 4 min

Writing a maternity leave request letter + example letters.

The Anatomy of a Strong Maternity Leave Request Letter

Know your workplace, example 1: casual letter, example 2: formal letter, example 3: tailor to corporate guidelines.

Maybe you’re a successful businesswoman, rising to new heights in your career. Or maybe you’re a young professional, just starting to get a feel for your workplace environment. Wherever you are on your professional journey, pregnancy might seem like a roadblock to your career. How do you handle your pregnancy and childbirth in a professional way without losing the progress you’ve made?

If telling your boss you’re pregnant in person isn’t your style, the next best alternative is to write a maternity leave request letter.

Getting this letter to your boss in a timely manner is an effective way to communicate your commitment to the company, your plans for leave, and your hopes for the future.

It’s also a great idea to attach your maternity leave plan to your request letter, so you look super prepared and dedicated to your company.

Together we will walk through how to write a stellar maternity leave request letter that shows your devotion to your company and passion for your career.

When you’re writing your maternity leave request letter, there is some essential information you’ll want to include. This will allow your boss to have the details of your maternity leave clearly laid out and easily accessible. A strong maternity leave letter includes:

• Your name, title, and employee number if applicable. In big companies, your boss might need a reminder of who you are or which department you work for. Adding these details helps keep things professional.
• Your due date and how many weeks of leave you’re planning to use. It can also be helpful to schedule your last day in the office a week or two before you’re due so your office can better plan for your absence. Babies come when they want to, but scheduling your last day can give you some peace of mind.
• The name of a trusted colleague or teammate who will be handling your duties and responsibilities. If you trained someone to help while you’re gone, be sure to mention it in your maternity leave request letter!
• Clear boundaries for maternity leave . Are you ok receiving work emails while on leave? What about phone calls? Letting your boss know what you are or aren’t comfortable with in writing can help with possible disputes in the future.
• Excitement about returning to work. Your employer wants to know that they aren’t going to lose a valuable employee. Showing that you are excited about coming back to work gives your boss an extra boost of confidence about your commitment to the company.

Helpful tip: Attach your complete maternity leave plan to the letter for bonus points with your company!

After you’ve included these important details, submit your request letter as soon as possible. If your leave falls under FMLA guidelines, you will need to provide your employer at least 30 days notice. However, more notice is always better, since this will give your office time to prepare. Once you’re in a pregnancy safe zone (generally after 12-15 weeks), anytime is a good time to bring up maternity leave with your boss!

By highlighting a clear plan and timeline for your maternity leave, you are assuring your boss that you are committed to your company and willing to do everything you can to make your time away as smooth as possible.

Every office is different, so it’s important to know the environment of your workplace. Some offices have employee handbooks that might give you insight into the HR policies in place for maternity leave. Company culture also plays a huge part in what type of maternity leave request letter you should write to your employer.

Below I have included three maternity leave request prompts that vary in formality. Feel free to pick one that fits your company best and adapt it for your needs.

If you work for a small company where you know your boss well, you can write a more casual maternity leave letter. You can include less information since your boss likely knows you better. An easy way to send this is via email. Be sure to cc your HR representative on your email to your boss.

Subject: Maternity Leave Request

Dear Mr./Mrs. [Recipient’s Name],

As you know, I am now approaching the end of my pregnancy. I am due [due date] and plan to start my maternity leave on [starting date] and return to the office by [tentative joining date]. Barring any unforeseen issues regarding my pregnancy and delivery, I expect to be back to work at my previous position and workload.

I have been working closely with [colleagues name] and they are prepared to handle my responsibilities while I am away.

If my plans change for any reason, I will let you know as soon as possible. Thank you for allowing me this time to spend with my newborn.

See my attached maternity leave plan for further details.

Yours Sincerely,

[Your Name]

If you work for a larger company and are less comfortable having a casual conversation with your boss, you will likely want to print out a physical letter to hand to your boss and HR director. Including more information can help you feel confident asking for maternity leave.

[Manager name]

[Business address]

This letter is to inform you that I am pregnant and plan to take maternity leave. My due date is [date] and I plan to continue working until [date or suggest working from home until your due date or delivery]. I plan to take [number] weeks of maternity leave. I don't expect to have any problem returning to my current position and delivering the same quality of work I do now.

While I'm on leave I suggest [name] be in charge of [specific parts of your job]. If you have any concerns, please let me know so we can address them.

While I'm on maternity leave, I am happy to reply to emails in my available free time, however I ask that phone calls please be avoided. Please let me know if there are any forms you require from me before I go on maternity leave. Thank you for allowing me to take this time to physically recover and care for my new baby.

[Handwritten signature]

If you work for a large company with many supervisors, it can be tricky to know the correct way to write a maternity leave request letter. Your corporation will likely have a much clearer guideline for maternity leave than smaller companies. Be sure to let your boss know who you are and that you are aware of your allowed leave. This is also a good letter to print out and hand deliver.

The purpose of this letter is to apply for maternity leave as mentioned in our organization’s policy. I would like to use my maternity leave for a period of [number of weeks] weeks, beginning [start date] with my return to the office being [end date]. I hope that this request will be approved in a timely manner.

During my time away, I have asked [colleague’s name] to assist with handling my responsibilities and duties. In the case of an unmanageable emergency, please contact me at [contact number].

If my plans change, or unforeseeable circumstances arise, I will be sure to let you know. Please let me know of any information or forms, such as a doctor's note, that you will require from me before or during my maternity leave. I look forward to working with you to ensure a smooth transition to maternity leave and back to work.

A maternity leave request letter is an effective way to set expectations for your time away from the office. Your boss will be thankful to have one document to find your due date, the length of time you will be gone, and an expectation for communication. Don’t be shy about your passion for your company and excitement to return to work when your leave is over.

If you’re wanting a way to take your maternity leave request letter to the next level, be sure to read our guide on how to create a maternity leave plan (it even includes a template!)

Your maternity leave is a time to adjust to parenthood and bond with your new baby. A clearly communicated leave plan with your company can let your time at home be as peaceful as possible, allowing you to return to your career with joy.

#career #maternityleave #katiedanilich

Related Articles

The community for women facing the unexpected. © 2020-2024 She Might™, all rights reserved.

HELPFUL LINKS

WTO / Letters and Emails / Request / Maternity Leave Letter of Intent Examples

Maternity Leave Letter of Intent Examples

A letter of intent for maternity leave is written to an employer when requesting the time off needed to give birth, recover, and take care of a newborn baby.

In simple words,

It is a professional way of letting the employer know that you intend to take maternity leave at the end of the pregnancy.

According to US law,  § 825.100(a) , a father or mother may take up to twelve (12) weeks off if they qualify under state and federal law. According to the federal requirements, the employee has to have worked for a given number of hours in 12 months . The organization must have a minimum of 50 employees.

Federal law allows the mother or father of the newborn baby to take up to twelve weeks of unpaid leave to take care of the baby. The parents are guaranteed to have their jobs back at the end of the leave. The employer’s guide to the FMLA breaks down the rules and regulations provided by the Department of Labor regarding the Family and Medical Leave Act.

Free Downloads

How to Write a Maternity Leave Letter of Intent

Sending this letter to let the manager know of your intent to go on leave is very important, as this will help them make proper arrangements on how to manage the workload. You are supposed to share this information with the employer as soon as you determine how long the maternity leave will be and when to take it.

Here is how to professionally craft it:

Use the correct format

Such letters are official correspondence; as such, they should follow the standard business format, i.e., they should be typed using a standard font such as Times New Roman or Arial and should have a one-inch margin on both sides. 

Address and date

Start the letter by placing your address in the left-hand corner, and like any other formal letter, skip one line and place the date of writing. 

Recipient’s address

After the date, skip one line and add the employer’s address. Conversely, when using the company letterhead, skip this part. 

Use a professional greeting and address the employer appropriately. Even if you have a close relationship with the employer, it is essential to address them appropriately when writing formal requests. Use ,

“Dear Mr./Ms. (Last name).”

Purpose of the letter

In the first paragraph, the applicant should clarify why they are writing it. They should go directly to the point and explain why they request to have the specified leave and how long they intend to be away. They should also provide specific dates they will be leaving and returning to work. Another viable option, especially if they have an incomplete project or have a considerable workload, would be to suggest working from home before or at some point after delivery if that’s something their employer would be open to considering. 

Issue a workload proposal

In the next paragraph, they should provide the employer with a proposal for how they suggest their workload should be covered while they are away. Any work or project that they won’t complete before taking leave should be discussed with the employer to help them create a plan for how much work will be completed. Similarly, if the applicant is responsible for short- or long-term projects, they should inform the employer where they are and will be with such projects before leaving. The applicant should also provide the employer with suggestions for whom they recommend moving forward with such projects in their absence. 

Communication expectations

The applicant should use the last paragraph to inform the employer of the level of communication they intend to carry while on maternity leave. If they plan to stay away from work entirely during the leave period, they should inform the employer. As a result, if they intend to work while on leave, they must notify their employer about how frequently or infrequently they intend to check in. 

Include a transition plan

The applicant should include a transition plan in the leave letter. It is essential to inform the employer of any work schedule changes they believe they will need when they return from leave. The applicant should include such information in the last paragraph if they are aware of such changes. If not, they should wait and inform the employer at a later date. 

Express gratitude

The writer should end the letter by properly thanking the employer for their support and allowing them to take time off work. It is essential to show them that you are grateful and appreciate their understanding of your situation. 

Signature and name

If the writer is submitting a hard copy, they or should write their name and hand sign the letter. Otherwise, if they are sending the letter via email, they should type their name. 

Make sure to proofread the letter before sending it to ensure that it is free of any grammar and spelling mistakes. 

Maternity Leave Letter of Intent Template

[Your Name]

[Your Address]

[City, State, Zip Code]

[Email Address]

[Phone Number]

[Supervisor’s Name]

[Their Title]

[Company Name]

[Company Address]

Dear [Supervisor’s Name],

I am writing to inform you of my intention to take maternity leave, as I am expecting a baby due on [Due Date]. In accordance with our company’s maternity leave policy, I plan to begin my leave on [Start Date] and anticipate returning to work approximately [End Date or Number of Weeks] later, around [Return Date], health and circumstances permitting.

During my absence, I am committed to ensuring a smooth transition and minimizing any impact on our team’s operations. To this end, I propose the following plan:

• Transition of Responsibilities: I will compile a comprehensive list of my current projects, deadlines, and key contacts. I am also prepared to train or brief a designated colleague on these responsibilities to ensure continuity in my absence.
• Availability for Questions: Although I plan to fully disconnect during the initial weeks of my leave to focus on my new family member, I can be available for urgent queries or to provide guidance remotely, if necessary, starting [Specify if/when you plan to be available].
• Keeping in Touch Days: If our company policy and my situation allow, I would like to utilize “keeping in touch” days to ease the transition back to work. I believe this could help me stay updated on any significant changes and reintegrate more smoothly upon my return.

I will ensure that all my tasks are up to date before my leave, and I am more than willing to assist in training my temporary replacement or in passing my duties to another team member , as deemed appropriate by you.

Please let me know if there are any forms or additional documentation that I need to complete or any other steps I should take to formalize my maternity leave. I am eager to work together to make this process as seamless as possible for our team.

Thank you for your understanding and support during this exciting time in my life. I look forward to discussing this plan further and making any necessary adjustments to meet the team’s needs .

[Your Signature (if sending a hard copy)]

[Your Typed Name]

Sample Letter of Intent

Dear Ms. Thompson,

I hope this letter finds you well. I am writing to inform you of my pregnancy and my intention to take maternity leave in accordance with our company’s maternity leave policy. My expected due date is July 15, 20XX, and, health permitting, I plan to commence my leave starting from July 1, 20XX, and anticipate returning to my position as a Software Developer around October 15, 20XX.

I am committed to ensuring a smooth transition of my responsibilities before my leave begins. Over the next few weeks, I intend to:

• Prepare comprehensive documentation of my current projects, including status updates, next steps, and key contacts.
• Identify and train a colleague or temporary replacement who can manage my responsibilities during my absence. I am happy to provide additional training sessions or written guidance to assist in this transition.
• Remain available for critical queries in the weeks leading up to my leave, to ensure that my replacement or team members are fully prepared.

While I plan to fully disconnect during the initial weeks after the birth to focus on my child, I am open to the possibility of being available for any urgent matters that may arise during my leave, should the need be manageable and mutually agreed upon.

I will complete all necessary HR paperwork for my maternity leave as soon as possible and would appreciate your guidance on any additional steps I need to take to ensure everything is processed smoothly.

Thank you very much for your understanding and support during this significant time in my life. I am looking forward to returning to my role at Innovative Tech Solutions with new energy and insights after my leave. Please let me know a convenient time for us to discuss this plan in more detail or if there are any adjustments you suggest.

Warm regards,

Olivia Martinez

Software Developer

Innovative Tech Solutions

[email protected]

603-555-0123

A leave letter for maternity is a professional way to communicate with the employer to take leave at the end of your pregnancy. It is important not to assume that since the employer can see your pregnancy, they will automatically know that you are on maternity leave when you don’t report to work. Instead, you should craft a professional letter and send it to your employer to formally request them to grant you the leave. It will help the employer plan for your absence and manage your workload in your absence. It will also guarantee you your job back when you return from your leave. 

About This Article

Was this helpful?

Great! Tell us more about your experience

Not up to par help us fix it, keep reading.

Cover Letters , Letters and Emails

Letter of intent for nursing school (examples & tips).

Letters and Emails

Continue working letter of intent examples.

Job Promotion Letter of Intent (Free Templates)

Letters and Emails , Request

Sample Letter of Intent to Hire (from Employer)

Transfer Department/Job Letter of Intent Examples

Letter of Intent to Purchase Business (Templates, Guide, Tips)

How to Write a Letter of Intent for a Job (with Examples)

Sample Permission (Consent) Letters to Use School Premises

Introduction , Letters and Emails

Writing a letter of introduction for employment (samples).

Sample Letter for Appealing Health Insurance Claim Denial

Letters and Emails , Recommendation , Reference

Academic (school) reference letter samples – templates, thank you for your feedback.

Your Voice, Our Progress. Your feedback matters a lot to us.

• Hiring Advice
• Career Advice
• Hiring Platform
• Interview Advice
• HR Insights
• Product Innovations
• Fresher Advice
• Resume Tips
• Hiring Guidelines
• City Wise Jobs

Welcoming a new member into the family is an exciting time, but it’s important to plan ahead, especially when it comes to your professional commitments. One of the most important things to begin from the professional front is submitting a maternity leave application letter for office. Your maternity leave request email should communicate your leave for pregnancy while remaining professional and clear.

Whether you are a new mom-to-be or you just want to improve your approach for the second time around, this guide will walk you through tips and an overall strategy on how to apply for maternity leave at the office with the best examples for maternity leave application format.

A maternity leave letter also known as a pregnancy leave letter is a formally presented leave request or a leave application from expectant mothers at their workplace. The maternity leave application mail is written to inform your manager, employer, or HR department that you plan to take time off from work for a certain period due to pregnancy, childbirth, or caring for a newborn child.

The leave request typically includes information about the expected date of birth, the beginning and end dates of maternity leave, as well as information about the employee’s role and responsibilities during the absence. The letter serves as a formal notice that the employee intends to take maternity leave, according to the company’s policies and legal requirements.

Before moving on with our maternity leave application tips and samples, let’s get a quick understanding of the specifics of maternity leave requests. In India, according to the Maternity Benefit Act 1961, there are certain rights and benefits provided to women during pregnancy including maternity leave, maternity pay, and job protection. Here, female employees are eligible to take maternity leave for up to 6 months, or 26 weeks. The maternity leave application in India grants a full salary during this period. 

• Tips on How to Write Maternity Leave Application for Office

Here is a detailed guide to help you write a maternity leave letter during pregnancy.

Your maternity leave request email should state the subject of your application. Therefore begin your maternity leave application with a clear and to-the-point heading that states your reason for leave. For example, “Application for Maternity Leave” or “ Request for Maternity Leave Absence”

Clearly state the purpose of your maternity leave and mention the duration of the leave request. Remember to mention the expected date of the commencement of the pregnancy leave and the anticipated date of return to work.

Include relevant details such as your employee identification number, department, and designation to facilitate processing by the HR department. Also, mention the date of childbirth, if known.

Express your gratitude to your employer for providing support and understanding during this significant event in your life. Assure your commitment to the job and the company even during the period of your absence.

Example: Thank you for your support. I’m committed to a smooth handover and excited to return to work.

Offer to coordinate with your colleague or designated replacement before the commencement of your leave. This shows your commitment and dedication to the job role and the company thereby, ensuring a smooth transition in the team.

Remember to provide contact information for emergencies or any critical inquiries during your absence.

Here are the 5 best maternity leave application format templates to help you draft a perfect maternity leave application request right before your D-Day!

[Your Name]

[Your Employee ID]

[Your Department/Division]

Subject: Maternity Leave Application

Dear [Supervisor/HR Manager],

I am writing to inform you of my pregnancy and to request maternity leave. My expected date of childbirth is [Date], and I would like to commence my maternity leave from [Start Date] until [End Date]. I intend to return to work on [Return Date].

I am committed to completing any pending tasks and facilitating a smooth handover of responsibilities before my departure. Please let me know if there are any additional procedures I need to follow or documents I need to submit.

Thank you for your understanding and support during this time. I look forward to returning to work and contributing to the team upon my return.

Subject: Maternity Leave Request

I am writing to formally request maternity leave following company policies. My expected date of childbirth is [Date], and I would like to begin my maternity leave from [Start Date]. I anticipate taking [Number of Weeks/Months] of leave and plan to return to work on [Return Date].

I have already begun organizing my workload and will ensure a smooth transition before my departure. Please let me know if there are any specific tasks or responsibilities you would like me to prioritize during this time.

Thank you for your support and understanding. I am looking forward to the new chapter ahead and returning to work with renewed energy.

Best regards,

Example 3: Maternity Leave Extension Letter

[Your Name]  

[Your Employee ID]  

[Your Department/Division]   

[Date]  

Subject: Request for Extended Maternity Leave  

Dear [Supervisor/HR Manager],  

I hope this email finds you well. I am writing to request an extension of my maternity leave due to unforeseen circumstances. As you are aware, I began my maternity leave on [Start Date], with the original plan to return to work on [Return Date]. However, after discussions with my healthcare provider, it has become apparent that I will need additional time to fully recover and care for my child.  

I am requesting an extension of [Number of Weeks/Months] to my maternity leave, to return to work on [New Proposed Return Date]. I understand the impact that my extended absence may have on the team and will ensure that all necessary arrangements are made to minimize disruption.  

I am committed to completing any pending tasks and facilitating a smooth transition of responsibilities during my absence. If there are any specific tasks or projects that require my attention before I extend my leave, please do not hesitate to let me know.  

Thank you for your understanding and support during this time. I am grateful for the flexibility that [Company Name] has shown in accommodating my circumstances, and I look forward to returning to work with dedication once I have fully recovered.  

Warm regards,  

Subject: Application For Maternity Leave

I am writing to formally request maternity leave as I am expecting a child. My expected date of childbirth is [Date], and I would like to commence my maternity leave from [Start Date]. I plan to take [Number of Weeks/Months] off and return to work on [Return Date].

I want to assure you that I am committed to completing any pending tasks and ensuring a smooth handover of responsibilities before my departure. If there are any specific tasks or projects that require attention during my absence, please let me know, and I will make appropriate arrangements.

Thank you for your understanding and support during this important time. I am looking forward to becoming a parent and returning to work with renewed focus and dedication.

Warm regards,

Example 5: Simple Maternity Leave Letter

[Your Department/Division]  

[Company Name]  

Subject: Maternity Leave Request  

I hope this email finds you well. I am writing to formally request maternity leave as I am expecting a child. My expected date of childbirth is [Date], and I would like to commence my maternity leave from [Start Date]. I plan to take [Number of Weeks/Months] off and return to work on [Return Date].

I assure you that I will complete all pending tasks and ensure a smooth handover of responsibilities before my departure. If there are any specific tasks or projects that require attention during my absence, please let me know, and I will make appropriate arrangements.

Please kindly approve my request for maternity leave. Thank you for your understanding and support during this important time.

Best regards,  

Writing an application for maternity leave takes a lot of time and effort, but it’s worth it in the end. With the help of these tips in this guide and the leave application example provided, you’ll be able to create an application that’s both professional and comprehensive, meeting both your and your employer’s needs. Remember to submit your leave application prior as this will help your team members make the necessary arrangements before your leave.

We wish you good health as you move into this new stage of your life!

Related Read: How to Write Casual Leave Application for Office – With Samples

Apna is India’s leading job networking platform, with over 50 Lakh+ career opportunities . With Apna get connected to HRs easily, build your profile, create compelling resumes, prepare for interviews, and find the job of your dreams.

Download the Apna app today and find your dream job!

• tips and tricks

Looking for a new opportunity?

Get access to over 5000 new job openings everyday across India.

Related articles

Career guide – how to become a software engineer, privilege leave: meaning and how to apply – with sample emails, apna’s fresher guide – work from home jobs for freshers in bangalore.

Follow us on social media

Maternity Leave Letter: Format, Application and Sample

Download Maternity Leave Letter Word Format For Free

Table of Contents

Why It Matters

Leave duration and pay, eligibility requirements, notification timelines, leave application process, benefits during leave, finding the answers, structure for success, tips for a winning letter, maternity leave letter format, maternity leave letter sample, addressing potential concerns, when should i submit my maternity leave letter, what should i include in my transition plan, do i need to mention my availability during leave in the letter, what resources can help me understand my legal rights regarding maternity leave, what if my company doesn’t offer paid maternity leave.

Motherhood is a joyous journey but comes with significant changes and adjustments. Maternity leave serves as a crucial period for expecting mothers to prepare for childbirth, recover physically and emotionally, and bond with their newborns. It allows women to prioritize their health and well-being while ensuring a smooth transition into parenthood.

However, requesting maternity leave can sometimes feel daunting. Some women may face anxieties about navigating company policies, concerns about workload transition, or even fear of jeopardizing their career advancement.

This comprehensive guide aims to empower expecting mothers by helping them craft a professional and effective maternity leave letter. By following these steps, you can feel assured in securing the well-deserved time you and your baby need.

Throughout this blog, we’ll explore your company’s maternity leave policy and the essential elements of a strong maternity leave letter and provide a sample template for your reference. We’ll also address potential concerns and equip you with resources regarding your legal rights.

Understanding the Maternity Leave Policy

Knowing your company’s maternity leave policy is the foundation for writing a confident and effective maternity leave letter. It equips you with the information you need to clearly articulate your request and ensures you maximize the benefits available.

A thorough grasp of your company’s maternity leave policy empowers you in several ways:

• Clarity: You can precisely specify the requested leave duration in your letter.
• Confidence: Knowing your rights and entitlements strengthens your position when negotiating leave details.
• Planning: You can utilize the information to plan for childcare arrangements and workload transition during your absence.

Key Elements to Research for Maternity Leave Letter

Here are the crucial details you need to uncover within your company’s maternity leave policy:

• Length: Find out the total duration of paid and unpaid leave offered.
• Compensation: Determine whether the leave is fully or partially paid and understand any pay calculation methods employed during the leave period.
• Minimum Tenure: Companies often require a minimum period of employment before granting maternity leave benefits. Identify this timeframe to ensure you qualify.
• Advance Notice: Policies typically specify a timeframe for notifying your employer about your intention to take maternity leave. Knowing this allows you to submit your letter well in advance.
• Formal Procedures: Uncover the official channels for requesting maternity leave. This might involve submitting a formal application form or notifying a designated contact person.
• Healthcare Continuation: Explore how your health insurance coverage will be handled during your leave.
• Other Benefits: Check if the policy extends additional benefits, such as short-term disability pay or access to company resources during your absence.

Fortunately, there are several resources readily available to help you understand your company’s maternity leave policy:

• Employee Handbook: This comprehensive document often outlines company policies, including those related to maternity leave.
• Human Resources Department: The HR department is your go-to resource for any questions or clarifications regarding maternity leave policies and procedures.
• Company Website: Many companies maintain dedicated sections outlining employee benefits, which might include details about maternity leave.

Crafting Your Maternity Leave Letter

A well-written maternity leave letter acts as a bridge between your upcoming journey into motherhood and your continued commitment to your professional role. It’s a formal document informing your employer of your planned leave while demonstrating professionalism and preparedness.

Here’s a breakdown of the essential elements that should form the backbone of your maternity leave letter:

Salutation: Begin by addressing the letter to the appropriate recipient, typically your HR manager or direct supervisor.

Introduction: Open the letter with a clear and concise statement expressing your intent to request maternity leave.

Leave Details: This is the heart of your request. Specify the start and end dates of your desired leave period.

Referencing Company Policy: Briefly mention the relevant details (e.g., “I am writing to formally request maternity leave in accordance with our company’s policy”) to demonstrate your understanding of your company’s maternity leave policy.

Transition Plan (Optional): Going the extra mile can significantly benefit your request. Outline any steps you’ve taken to ensure a smooth handover of your responsibilities during your absence.

This could include: Completing ongoing projects as much as possible before your leave begins. Creating detailed handover documents outlining your ongoing tasks and responsibilities. Identify colleagues familiar with your work and can take over specific tasks during your leave.

Availability During Leave (Optional): While complete disconnection might be ideal, some women choose to offer limited availability during their leave. If applicable, indicate your level of accessibility (e.g., checking emails periodically or being available for urgent matters).

Return to Work: Express your intention and enthusiasm to return to work after your leave concludes.

Closing: Conclude the letter by thanking the recipient for their time and consideration.

Signature: For a physical copy, include your signature and printed name.

Here are some additional points to remember for a polished and impactful letter:

• Professional Tone: Maintain a professional and courteous tone throughout the letter.
• Proofreading Perfection: Ensure there are no typos or grammatical errors. Proofread meticulously before submitting.
• Electronic Advantage: Consider sending your letter digitally if your company allows electronic submissions.
• Attaching Documentation: Include any necessary supporting documents, such as a doctor’s note confirming your pregnancy and due date.

Subject: Maternity Leave Request – [Your Name]

Dear [HR Manager name] ,

I’m delighted to announce that I’m expecting a baby! My due date is [Due Date], and I’m writing to formally request maternity leave.

I’ve thoroughly reviewed the company’s maternity leave policy and understand that [ Briefly mention relevant details from the policy, e.g., “I am eligible for X weeks of paid leave”]. To ensure a smooth handover, I’ve already [ Briefly mention any steps you’ve taken, e.g., “wrapped up all critical projects” and “prepared detailed handover documents for ongoing tasks”].

While I’m excited to embrace motherhood, I’m also deeply committed to [Company Name]. I plan to return to work refreshed and ready to contribute on [Return Date]. In the meantime, I’ll check emails periodically for urgent matters.

Thank you for your understanding and support during this exciting time.

[Your Name]

Additional Considerations

While a well-crafted letter is crucial, other aspects must be considered for a smooth transition into maternity leave.

• Early Notification: Providing ample notice allows your employer sufficient time to prepare for your absence. Aim to submit your letter at least 8-12 weeks before your desired leave start date. This demonstrates respect for your colleagues and ensures a smoother handover process.
• Open Communication with Your Manager: Communication with your manager throughout pregnancy is key. Discuss your plans, workload, and potential concerns. This fosters understanding and collaboration to ensure a successful leave.
• Discussing Childcare Options: While on leave, childcare arrangements become a priority. Explore daycare options, consider family support networks or research potential nanny services. Planning helps alleviate stress upon your return.
• Returning to Work After Maternity Leave: Re-entering the workforce after maternity leave can be an adjustment. Discuss your return with your manager beforehand. Explore options for flexible work arrangements if needed, and consider attending company events to maintain professional connections during your absence.
• Understanding Your Legal Rights: National and state laws may provide additional maternity leave protections beyond your company’s policy. Familiarize yourself with these rights to ensure you’re receiving the full benefits you deserve.

Crafting a clear, professional, and well-informed maternity leave letter empowers you on your path to motherhood. This guide has equipped you with the knowledge to understand your company’s policy, structure your letter effectively, and navigate potential concerns.

Remember, requesting maternity leave is not a burden; it’s your right. By being proactive and confident in your communication, you can ensure a smooth transition and return to your professional role feeling refreshed and ready to contribute.

Frequently Asked Questions

It is generally recommended that you submit your maternity leave letter at least 8-12 weeks before your desired start date. This allows your employer ample time to prepare for your absence and ensures a smoother handover of your responsibilities.

Your transition plan demonstrates your professionalism and preparedness for leave. It can outline steps you’ve taken like:

• Completing urgent projects before your leave begins.
• Creating detailed handover documents for ongoing tasks.
• Identifying colleagues who can handle your specific tasks during your absence.

This is optional. While complete disconnection might be ideal, some women choose to offer limited accessibility. If applicable, you can mention checking emails periodically or being available for urgent matters.

Government websites: Many government websites offer dedicated sections outlining maternity leave rights and regulations.

Employee rights organizations: Look for organizations dedicated to employee rights that can provide valuable resources and support.

This can be a challenging situation. Here are some options to consider:

• Negotiate with your employer: Depending on your company culture and value to them, you might be able to negotiate some form of paid leave.
• Explore alternative benefits: Investigate whether your company offers other benefits, like short-term disability pay, that could help during your leave.
• Consider using vacation or sick leave: If applicable, you might be able to use accrued paid time off to supplement unpaid leave.
• Research government assistance programs: Depending on your location, government programs might offer financial support during maternity leave.
• Previous Post Interview Call Letter
• Next Post No Dues Certificate For Employee

Modernize your HR tasks with factoHR today

Experience the digitalization of everyday business activities with factoHR's modern and compatible solutions for every need.

Download Maternity Leave Letter

Continue with Google or enter your details.

By submitting you are agreeing to receive newsletters, or marketing and promotional content.

© 2024 Copyright factoHR

• Privacy Policy
• Terms of Service
• Cookie Policy
• IPR Complaints
• Abuse Policy
• Anti Spam Policy
• Information Security Policy

Applications , Leave Request Letter

How to Write a Maternity Leave Letter

The arrival of a child is a joyous occasion. It is expected that you will want to take time off work to enjoy the moment with your loved ones. Additionally, it is also considered healthy for a mother to bond with their newborn. This is why it is crucial to learn How to Write a Maternity Leave Letter.

A maternity leave letter is a formal document. It details your intention to take time off work at the end of your pregnancy to care for your child. Besides asking permission to do this, it should also detail your away dates, plans for pending work, and contact information.

In this article, we review how to communicate your leave request to your boss effectively.

What to Include in a Maternity Leave Letter

A maternity leave letter is different from other leave applications in that the circumstances are not modifiable. You cannot postpone your due date. However, the letter must adhere to company policy and follow closely after a one-on-one discussion with your employer. Here is what your letter should include:

• Recipient Address – This is your company address and the HR Manager’s name.
• Date – After the address, always indicate the date you drafted your request.
• Subject Line – Include a brief phrase that captures your reason for writing.
• Body – In the first paragraph, reintroduce the reader to your situation. Mention your expected due date, the reason for taking maternity leave, and the dates you plan to be away. Next, provide the reader with a workload proposal that covers your pending projects. You can also include your contact information should anything not go according to plan. Finally, briefly mention how you plan to transition back to work.
• Sender’s Details – Close your letter with a note of thanks, your name, signature, and job title

Writing Tips for a Maternity Leave Letter

Most people understand that pregnancy and motherhood is a significant milestone. However, it would be unprofessional to just miss work without discussing it with your employer. The following tips should help you properly communicate your leave request:

• Use the appropriate salutation.
• Remind the reader of your pregnancy and due date in the first paragraph
• Include exact dates for when you will leave and resume work
• Keep your letter short and to the point.
• Use a polite and professional tone.

Maternity Leave Letter Template

{HR Manager’s Name}

{Company Name}

{Company Address}

{City, State, Zip Code}

Re: Maternity Leave Request

Dear {Mr./Mrs. Ms. Last Name},

As you know, I am expectant. I am writing to inform you that my due date has been set for {date}. I am also writing to request time off from work for my maternity leave from {leave date} to {resume date}. This time will allow me to physically recuperate and take care of my new child.

While away, I plan to {briefly describe your work plan}. I have also made arrangements with {colleague/supervisor name} to handle my pending projects.

If you need me for anything during my leave, you can reach me at {contact information}.

Thank you for your time and consideration.

{Your Name}

{Job Designation}

Sample Maternity Leave Letter

9 November 2030

Henry Cooper

JKL Company

343 Garden Grove

Jersey City, NJ 23121

Dear Mr. Cooper,

I am writing to request permission to take time off work for my maternity leave. As you know, I am expectant. My due date has been set for 23 November 2030, after which I plan to be away from work for 4 weeks. This time will allow me to recuperate and care for my new child.

During my leave, I plan to handle all pending projects on my portfolio. I have made arrangements with my assistant, who will cover any new assignments in my absence.

If you need me for an emergency, you can contact me at rachelray.com or 345 6789 123.

Senior Electrical Technician

Maternity Leave Letter (Word Template)

Bottom Line

Now that you know How to Write a Maternity Leave Letter, you should have an easier time communicating your request. Remember to use professional and polite language. It is also important that you include the exact dates you plan to leave and resume work. If your absence will affect other people in your department, detail in your letter how you plan to compensate. Finally, always send in your request at least a week before you need to leave.

How did our templates helped you today?

Opps what went wrong, related posts.

Boyfriend Application Forms

Rental Application Forms & Templates

Rental Application Denial Letter: Template and Example

Leave Application Cancellation Letter

Cancellation Letter for House Purchase – Sample & Template

Sample Application Cancellation Letter (Tips & Template)

Leave of Absence Letter for Personal Reasons

Leave Application for Attending Marriage Ceremony

Thank you for your feedback.

HR templates

Transform your hiring with charlie recruit.

Say hello to better, faster, fairer hiring with our new recruitment software add-on. Find out more.

How to write a maternity leave letter (tips for employers) + free template

I know from experience how hard it can be to understand the difference between legal requirements and HR best practice, especially when it comes to maternity leave.

UK employment law allows eligible employees to take 52 weeks of maternity leave from work — but companies can design their own maternity schemes to better suit their needs and those of their team members.

A small business without dedicated HR personnel often lacks the expertise they need to navigate the notoriously kafkaesque maze of UK employment bureaucracy, and don’t have the time to write and respond to maternity leave letters in the first place.

As a small business HR advisor, I’ve helped scores of small businesses stay compliant and on top of the law, while also creating a culture where employees who are expecting children are supported and valued. It’s a tricky balance, but achieving it will make your business a place that values mothers, children and people in general.

In this guide, I’d like to draw on my experience and offer guidance on what maternity leave letters are , how employers should write maternity leave letters, and how templates and HR software can make the process easy while maximizing its benefits.

What are maternity leave letters - and why are they important?

Maternity leave is one of the central processes of HR management. Maternity leave letters are how this process is executed.

Expectant mothers must have the option of going on maternity leave, so they can prepare for the child's birth and be present for the first year of their lives when the child's development is critical. A baby needs their mother, after all.

These letters are a formal documentation of the employee's leave request and your approval as their employer.

In the United Kingdom, there are two main types of maternity leave letters:

• Employee’s maternity leave letter : This is the first letter sent by the pregnant employee to their employer, formally requesting maternity leave. It includes details like the expected week of delivery and the intended start date of maternity leave
• Employer’s confirmation of maternity leave letter : When you receive the employee’s maternity leave request, you typically respond with a confirmation letter. Your response acknowledges the request, outlines the terms of the leave (including duration and maternity pay), and outlines the process for the team member returning to work.

Maternity letters are a legal requirement in the UK. They facilitate understanding and transparency between you and your team members and set clear expectations for the maternity leave.

These letters are in place so you can stay compliant with UK employment law and plan for the employee’s absence. As for the employee, having their request documented in these letters secures their right to maternity pay.

Also check out another part of the maternity leave process such as completing a risk assessment template and organising a phased return to work .

How to write a maternity leave letter (from employee to employer)

Once the pregnant employee decides to go on maternity leave and prepare for the pregnancy and birth, it’s important that they put in their request to you as soon as possible.

That way, you can plan for their absence and make any necessary adjustments to make sure that projects are finished and deadlines are met before they go on leave. It also protects your employee’s rights and entitlements.

Your employee’s maternity letter to you should include information such as:

• The employee’s statement of intention to go on leave
• The expected week of childbirth, as determined by a medical professional
• The dates the employee plans to start maternity leave and when they plan to return to work

The employee should send you this letter about 15 weeks before childbirth, or as soon as reasonably possible. The sooner you’re informed about their maternity leave, the better you can plan around their absence so that things continue to get done with the missing team member gone.

Maternity leave letter sample

Here’s an example of how the employee might word their request for maternity leave notice letter:

Subject: Maternity Leave Request - [Your Name]

Dear [Employer’s Name],

I am writing to formally notify you of my pregnancy and my intention to take maternity leave following the statutory requirements. I am currently expecting my baby on [Expected Due Date], and I plan to start my maternity leave on [Start Date of Maternity Leave].

As per the statutory guidelines, I understand that I am entitled to 52 weeks of maternity leave. However, I intend to take [Number of Weeks You Plan to Take] weeks of leave and, barring any unforeseen circumstances, plan to return to work on [Expected Return Date].

I have attached my MAT B1 maternity certificate, confirming my pregnancy and the expected due date of my baby. I understand that this will be used to arrange my Statutory Maternity Pay.

I am committed to making this transition as smooth as possible and will do my utmost to ensure all my responsibilities are up to date before my leave. I am also happy to assist in any way possible in finding a temporary replacement during my maternity leave if necessary.

Please let me know of any information or forms I need to complete before my leave begins. I appreciate your understanding and support during this important time.

Thank you for your attention to this matter.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

A letter like this provides you as the employer with all the details you need to prepare for their absence. It also shows on the employee’s part that they’re willing to cooperate with the transition and make sure you’re in good hands while they’re gone.

You can download our maternity leave letter template here below as a Google Doc, so you can easily share it with your team members.

How you respond to a maternity leave letter (from employer to employee)

When you get your employee’s maternity letter, it’s your responsibility as their employer to respond in a timely and professional way.

Your response is officially referred to as a “ confirmation of maternity leave letter ”, which acknowledges the employee’s request and gives them information about their leave period.

Your response to the employee going on maternity leave should include:

• Confirmation of their maternity leave beginning and end dates
• Details about the maternity pay they’ll receive
• Expectations about what will happen at the end of maternity leave, such as when they’ll return to work

You are required by law to respond to a maternity leave request within 28 days of receiving it, confirming the dates and details about your employee’s return to work.

To help you form your response, we made this confirmation of maternity leave letter template to give you a starting point.

You can customise this template according to your circumstances and your company policies - or just fill out the placeholder text, and you’re all sorted!

Sealing the deal: streamlining your maternity leave process with HR software

Maternity leave letters help make for smooth and clear communication between you as the employer, and the employee about to go on maternity leave.

If you don’t have the time or hands-on expertise to formalise your maternity leave process yourself, I got you covered. I or one of the other HR advisors at CharlieHR can give you expert HR guidance, from drafting branded and personalised parental leave policies unique to your business, to reviewing the leave requests themselves. With the guidance of an HR expert, you can rest assured that you'll be on the right side of the law and have a maternity leave policy that values your employees as people.

Also, with CharlieHR’s time off software, requesting and approving parental leave is a piece of cake. Your team members can request maternity leave right in the platform and have them forwarded to you for approval, making sure everyone is on the same page and can plan accordingly.

Keen to see how it works? Try CharlieHR for free today .

Want more HR templates like this one?

• Probation review template
• Workplace accident report
• Return to work interview

What is an employee loan agreement? (With employee load agreement template)

The complete guide to extending probation period (with free letter template included), what is a pass probation letter tips & free template, try charlie for free.

Free Maternity Leave Letter

Free Download this Maternity Leave Letter Design in Word, Google Docs, PDF, Apple Pages, Outlook Format. Easily Editable, Printable, Downloadable.

Maternity leave letter.

Dear [RECIPIENT NAME],

I am writing to inform you of my pregnancy as well as my intention to take the maternity leave allotted to me by law. I intend to start my leave on [START DATE] and return to the office by [DATE 1], barring any unforeseen circumstances regarding my pregnancy and delivery.

I do, however, intend to make every attempt to complete all priority tasks before I start my leave. In my absence, I shall be delegating some of my tasks and responsibilities to [NAME], who has been working with me in my department,  for your convenience.

If there is any change in plans, I will let you know as soon as possible. Please let me know if you have any questions or clarifications regarding my maternity leave. You can contact me via [YOUR PHONE NUMBER] or mail me at [YOUR EMAIL ID]. I have attached along with this letter the required maternity leave form, as well as my medical certificate, which confirms my pregnancy.

I would like to thank you sincerely in advance for allowing me this time away from the office.

[YOUR SIGNATURE]

[YOUR NAME]

Already a premium member?  Sign in

• Microsoft Word
• , Google Docs
• , Apple Pages

You may also like

Teacher Resignation Letter After Maternity Leave

Maternity Leave Letter to Employer

Maternity Leave Request Letter

Maternity Nurse Reference Letter

Sick Leave Letter For School

Casual Leave Letter

Doctor Appointment Leave Letter

School Medical Leave Letter

Joining Letter After Leave

Leave Advice Letter

Leave Inform Letter

Permission Early Leave Request Letter

Formal Sick Leave Letter

Leave Request Approval Letter

Medical Sick Leave Letter

Medical Emergency Leave Letter

Medical Leave Request Letter

Formal Medical Leave Letter

Family Medical Leave Letter

Sample Letter For Vacation Leave Approval

Letter For Vacation Leave Approval

Vacation Leave Letter For Work

Emergency Leave Letter For Medical Treatment

Medical Leave Of Absence Letter From Doctor

Employee Medical Leave Letter

Medical Leave Letter for School

Vacation Leave Letter For Office

Vacation Leave Letter Template

Vacation Leave Request Letter

Leave of Absence Letter

Leave of Absence Letter for Personal Reasons

Unpaid Leave of Absence Letter

Letter Explaining Family and Medical Leave

Medical Leave Letter

Medical Leave Letter for Office

Unpaid Leave Letter

Two Days Leave Letter

Pregnancy Leave Letter

Personal Leave Letter

Leave Request Letter For Vacation

Leave Request Letter For College

Leave Request Letter For School

Request For Leave Letter

Sick Leave Letter To Teacher

Sick Leave Letter To Manager

Sick Leave Letter To Professor

Sick Leave Letter For Work

Sick Leave Letter For Office

Vacation Leave Approval Letter

Medical Leave Of Absence Letter

Ultimate Letter

Letter For Everyone

13 Sample Application For Maternity Leave

An employee requesting leave may address a formal letter known as a “ Maternity Leave Application .” Maternity leave format is one of the many reasons that a leave application may be addressed. If you are a teacher, you can address your maternity leave application to the principal of your school or your manager at work. This suggests that in order to adequately care for the newborn child and herself, the lady needs a break from her profession. So, in this article see some samples of application for maternity leave. See this below…

Table of Contents

13 Samples Of Application For Maternity Leave:

There is no mandatory application form for maternity leave applications for college students. Such a statement is made in any form. It indicates the basis for granting leave, and its duration. The original sick leave certificate must be attached to the application itself. Here is an example of an employee filling out an application for granting her maternity leave.

To, The Managing Director, [Company Name] [Company Address]

Subject: Maternity Leave Letter

Dear Sir/Madam,

I am writing this letter to seek your approval to take my 26 weeks of maternity leave.  I would like to take maternity leave from [Start Date]  to  [End Date] . My expected delivery date would be [Date] ,

I am expecting to rejoin on [Return Date] , in case of any delay due to my health problems I will intimate you as early as possible.

So kindly approve my maternity leave.

Thanks in advance.

Yours sincerely

[Your Name] [Job Designation] [Company Name] [Company Address] [Contact Number]

Sample 2 Maternity Leave Application for Teachers:

To, The Principal [School Name] [School Address] [Date]

Respected Sir/Madam,

I, [Your Name] , have been teaching [Subject] in your prestigious institution for [Years] now. With great respect, I write this letter to inform you that I am pregnant and plan to take maternity leave. My due date is [Date] and I will continue working until [Date] . I plan to take 15 weeks of maternity leave. I don’t expect to have any problem returning to my current position and delivering the same quality work as I serve now.

While I’m on leave I suggest [Colleague Name] be in charge of teaching [Subject] . She has great knowledge of the subject and is familiar with my way of teaching. Also, she has been a substitute English teacher for 10th standard earlier as well. Please consider the recommendations.

While I’m on maternity leave, please contact me at the number or email provided below. Please let me know if there are any other formalities I need to perform before I go on maternity leave.

[Your Name] [Contact no.]

Download Leave Application In MS Word File

Sample 3 Maternity Leave Application for Office:

I am writing this letter to inform you that due to my pregnancy, I want to apply for maternity leave from [Start Date]  to  [End Date] . I am planning to my home town for delivery.

I have completed all my tasks and  [Colleague Name] will take care of my upcoming work. Here I request you to please accept my maternity leave.

This is to kindly inform you that I’m in the second trimester of my pregnancy and wish to apply for maternity leave shortly. I request you to grant me the complete 16 weeks of maternity leave starting from the beginning of my third trimester. My expected delivery date is around [Start Date] . I wish to apply for leave from [Start Date]  to  [End Date] .

In the case of extended postnatal care and child care, I would communicate to you about an additional leave period that I may require. I look forward to your co-operation and support.

I, [Your Name] , have been teaching [Subject] for the last [Years] in your prestigious institution. I’m writing to let you know of my pregnancy and my intention to take a 14-week maternity leave. My due date is [Date] . I anticipate returning back to work on [Date] .

Please allow a temporary substitute teacher to my class during my absenteeism. I plan to try and complete all of my syllabus tasks before I am on leave. I have already completed 75% of the syllabus and will hand over the list of remaining topics to [Colleague Name] before going on leave.

This letter is to inform you that I am pregnant and plan to take maternity leave. My due date is [Date] and I plan to continue working until [Date] . I plan to take [Number] weeks of maternity leave. I don’t expect to have any problem returning to my current position and delivering the same quality of work I do now.

While I’m on leave I suggest [Colleague Name] be in charge of [Specific Parts Of Your Job] . If you have any concerns, please let me know so we can address them.

With all due respect and humble submission I wish to inform you that I am pregnant and I seek maternity leave from [Start Date]  to  [End Date] . It would be very kind of you if you accept my request.

I therefore request you to kindly grant my application for which I shall be forever grateful for your kindness.

I am writing to request leaves of 3 months from [Date] . I am pregnant, and my family’s maternity doctor suggests rest for a few weeks before & after the baby’s birth.

My colleague will handle all the routine tasks during my absence as I have already told her the details. Therefore, I request you to please arrange a teacher in my absence for my subject or assign my subject to [Colleague Name] , coordinator junior section.

I want to inform you that I want to go on maternity leave for [Specify Time] from [Start Date]  to  [End Date] . Therefore, I request you to please assign an alternate teacher for my subject/class during my leaves. If my leave plan changes for any reason, I will inform you accordingly. I can also provide the medical report from my doctor confirming the relevant details if needed.

With due respect, it is stated that I am [Your Name] working as a marketing officer within your organization. It is to inform you that I want to avail the facility of maternity leave, given to female staff as per the policy of our organization. Kindly, make it possible and grant me leave for two months dated from [Start Date]  to  [End Date] . It would be a great favor for me.

I’m [Your Name] serving as [Designation] and requesting maternity leave from [Start Date]  to  [End Date] . I’d rejoin work after [Specify Time] , but I’ll keep you informed regarding the same in cases where I would need an extension. I’ve handed over the responsibility of my work to [Colleague Name] . Kindly contact me in case of emergency work surges, and I’d be happy to assist you on the same.

Subject: Maternity Leave Application Letter

Respected Sir/ Ma’am,

This is to kindly inform you that I’m currently in my 9th month of pregnancy, and my delivery dates are soon approaching. My doctor has advised me to take admitted into the hospital for delivery on [Mention Probable Date] and would like to apply for maternity leave. I would also like to mention here that I’d be away from work for a few months till my baby turns at least three months old.

In this regard, I kindly request you to grant me leave from [Starting Date]  to  [End Date] and oblige. My probable re-joining date would be [Date] , and I’d confirm the same to you in due course of time. I am looking forward to your kind co-operation and support.

My name is [Your Name] ,  working in your company as a [Your Designation] in [Department] .

I am writing this request letter to apply for maternity leave from [Starting Date]  to  [End Date] . I am carrying sixth-month pregnancy and my expected date of delivery is [Date] .

I have completed all my work and in case of any emergency, I will be available at my mobile number.

So please approve my maternity leave request.

An efficient method to lay out your expectations for your time away from the office is using a maternity leave request letter . Your manager will appreciate having a single document with your due date, the duration of your absence, and communication expectations. During your maternity leave, you can get used to parenthood and spend quality time with your newborn. Your time at home can be as calm as possible with a well-communicated leave plan from your employer, allowing you to return to work with enthusiasm.

Q. What does paid maternity leave entail?

A. Every business provides paid time off to its employees in numerous situations, with maternity leave being one of them. Extension term flexibility and other plans made till the person rejoins duty-paid maternity leave can be easily negotiated with business heads depending on the leave regulations of the organization.

Q. Is salary paid throughout the maternity leave period?

A. Paid maternity leave is offered to all workers who have worked for the company for at least 80 days. When determining pay for maternity leave, the salary of the typical day worker is used as a guide.

Related Articles:-

• Leave Application For Doctor Appointment
• School Leave Application For Grandmother Expired
• 5 Samples Of Accident Leave Letter
• 9 Easy Samples Of Leave Application For Surgery
• Leave Application For Cousin Marriage
• Maternity Leave Application Letter For Office | Pattern & Sample
• Sample And Pattern Of Paternity Leave Application
• 13 Samples Application For Leave In Office
• Child Care Leave Application Sample & Pattern
• Sample Of Maternity Leave Application Letter For Teachers

Word & Excel Templates

Printable word and excel templates.

Leave Application Formats

A leave application is a document written by an employee, a student, or anyone seeking leave and is addressed to the employer, principal, or the person in charge. Sometimes, an individual may need to take time off work, school, etc., for various reasons, and to inform the relevant superior or in-charge about such intent, the individual would write a leave application. In this application, a formal request is made to the relevant party for granting absence to the individual for a certain time from work or school.

Leave applications can be written by people for personal or professional reasons. Some of the types of leave applications that are common are:

• Application for annual leave.
• Application for Sick Leave.
• Application for injury leave.
• Application for maternity.
• Application for paternity leave.
• Application for casual leave.
• Application for Illness or death of any relative leave.
• Application for a doctor’s appointment.
• Application for the dentist’s appointment.
• Application for vacation leave.
• Application for half-day leave.

The application formats for different types of leaves may vary from organization to organization and country to country. In addition, with time, the slight changes in the leave application formats also keep occuring. Even though the formats can differ, the general information that needs to be included or is included in the leave application remains the same, which is:

• Details of the addresser, such as name, contact information, secondary or emergency contact, etc.
• Details of the addressee.
• Subject or type of leave application.
• The reason behind the leave application.
• Duration of the leave with the dates mentioned.
• In the case of the employee’s leave application, details of the person who would handle the work in the employee’s absence.
• The number of allowed and remaining leaves, if applicable.
• Signature of the addresser for the verification.

As far as the leave application formats for the schools and students are concerned, they are usually the same. However, in the organizations, generally, templates are used for the leave applications. These templates can be designed by the organizations or they can simply use the templates that are available online or in the programs, such as Microsoft Word. The already-designed templates are easily downloadable, usable and customizable as per an organization’s requirements.

In addition, due to the advancements in technology, many organizations now have their attendance software developed through experts. Through this software, the employee can not only record his everyday attendance but request for the leave as well. The employee can also constantly review the number of paid leaves he is allowed to avail from the organization at any point in time.

There are numerous benefits of using the templates or the attendance software, which include:

• The employee can easily and quickly make the request without writing it every time from scratch.
• The information needed by the organization would not be missed, which is a possibility in case every employee writes their own version of the leave application.
• It would be easy for the employer to review a leave application if it is in a generalized format, as time will not be wasted to read each and every word of the application. He can simply review the important details.

The leave application, being a formal request made to the superior, needs to be professional and concise. The candidness or wordiness need to be avoided because, in the practical world, the boss does not want to spend a lot of time on a leave application.

The application for the leave submitted by an employee is kept in the record as a softcopy or in the employee file as a hardcopy, for any future reference.

One Day Leave Applications

Office Casual Leave Applications

Leave application letters for various reasons.

Teacher Leave Application Letters

Leave Application for Few Days Off

Leave Application Forms

Applications for a Month’s Leave

Application for casual leave from office.

Maternity Leave Email to Manager | 9 Email Examples

Maternity leave is an important period for every expecting and new mother. Communication regarding your plans with your manager should be clear and concise. In this blog, we will provide you with nine excellent email examples for requesting or discussing your maternity leave with your manager.

Table of Contents

Tips and Best Practices When Writing a Maternity Leave Email

Writing a maternity leave email requires a balance of personal information and professionalism. Here are some tips and best practices to ensure a smooth process:

1. Plan Ahead: Try to Anticipate Your Maternity Leave and Notify Your Manager As Soon As Possible. This Will Allow Time for Planning and Redistributing Your Workload.

2. Be Clear and Concise: in Your Communication, Be Clear About Your Intentions, Including the Proposed Start and End Dates for Your Leave.

3. Follow Company Policies: Every Organization Will Have Different Policies for Maternity Leave. Make Sure You Are Familiar With These Policies Before Writing Your Email.

4. Provide Necessary Documentation: You May Need to Provide Medical Certificates or Other Documentation. Refer to Your Organization’s Policies or Ask Your HR Department If You’re Unsure.

5. Plan Your Work Transition: Consider How Your Work Will Be Handled in Your Absence. You Might Want to Suggest a Capable Colleague to Help Manage Your Workload.

6. Flexibility: Understand That Childbirth Can Often Be Unpredictable. Be Prepared to Be Flexible With Start and End Dates.

7. Request for Part-Time or Remote Working: If You Would Like to Start Part-Time or Work Remotely After Your Maternity Leave, Make Sure to Express This to Your Manager and Discuss How It Could Work.

8. Show Appreciation: Remember to express gratitude for your manager’s understanding and for any possible accommodations.

9. Keep Communication Open: Ensure that both you and your manager are open to ongoing communication about your maternity leave and your return.

Email Example 1: Planning Your Maternity Leave

Subject: Request for Maternity Leave – [Your Name]

Dear [Manager’s Name],

I am writing to inform you that I am pregnant and expecting my baby’s arrival on [due date]. As such, I would like to request maternity leave as per the company’s policy, with my leave starting on [start date]. I anticipate returning to work on [end date], if possible.

Please let me know the necessary documentation needed and any additional information you require. I look forward to discussing this further and ensuring a smooth transition of my responsibilities during my absence.

Sincerely, [Your Name]

Email Example 2: Notifying Your Manager About Pregnancy

Subject: Exciting News – [Your Name]

I wanted to share the good news that I am expecting a baby, and my expected due date is [due date]. I understand that the company’s maternity leave policy offers [number] weeks of leave. I plan to start my maternity leave around [start date] and return on [end date].

In the coming weeks, I’ll work with my colleagues to ensure a smooth transition and address any concerns that may arise during my absence. Please let me know if you need any additional information or if there are required forms I need to complete.

Best regards, [Your Name]

Email Example 3: Updating Your Manager on Maternity Leave Plans

Subject: Maternity Leave Update – [Your Name]

I wanted to provide an update on my maternity leave plans. My baby is due on [due date], and I intend to start my maternity leave on [start date]. I plan to return to work on [end date], for a total leave duration of [number] weeks.

I am working on preparing a handover document to ensure a smooth transition of my responsibilities. Additionally, if it’s possible, I would like to discuss flexible work options upon my return. Thank you for your understanding and support during this exciting time.

Kind regards, [Your Name]

Email Example 4: Announcing Early Maternity Leave

Subject: Urgent – Starting Maternity Leave Earlier than Expected – [Your Name]

Due to unforeseen medical circumstances, my doctor has advised me to start my maternity leave earlier than anticipated. I will begin my leave immediately, starting on [today’s date] instead of the planned [original start date].

I apologize for the short notice and any inconvenience this may cause. I have prepared a handover document for my duties, which I will share with [colleague’s name] to help ensure a seamless transition. I would like to keep you updated on my situation and discuss any possible changes to my return date, which is currently planned for [end date]. Thank you for your understanding and support.

Email Example 5: Extending Your Maternity Leave

Subject: Request for Maternity Leave Extension – [Your Name]

I am writing to request an extension to my maternity leave. Due to [reason for extension, such as medical complications or personal circumstances], I would like to extend my leave by [number] additional weeks.

Currently, my return date is [original end date]. However, if approved, I would like to return to work on [proposed new end date]. I understand this may require adjustments to work assignments, and I am happy to discuss alternatives to ensure minimal impact on our team’s productivity. Thank you for considering my request, and I appreciate your understanding.

Email Example 6: Returning from Maternity Leave

Subject: Confirming Return from Maternity Leave – [Your Name]

I hope you are well. My maternity leave is scheduled to end on [end date], and I am writing to confirm that I will be returning to work on that date. I am eager to resume my responsibilities and reconnect with the team.

During my transition back, I would appreciate any updates on projects or important changes that have occurred during my absence. Thank you for your support during my maternity leave, and I look forward to rejoining the team.

Warm regards, [Your Name]

Email Example 7: Requesting Part-Time Schedule after Maternity Leave

Subject: Part-Time Schedule Request Post-Maternity Leave – [Your Name]

As my maternity leave is nearing its end, I have been considering my work-life balance and the best way to maintain high-quality work while managing my new responsibilities as a mother.

I am writing to request a part-time schedule upon my return to work on [end date]. I hope to work [days per week] or [hours per week], if possible. I understand that changes to my schedule may impact the team, and I am happy to discuss potential solutions to minimize any disruptions. Thank you for considering this request, and I look forward to discussing further.

Email Example 8: Discussing Remote Work upon Returning from Maternity Leave

Subject: Remote Work Options after Maternity Leave – [Your Name]

With my maternity leave set to conclude on [end date], I am reaching out to discuss potential remote work options for my return. I believe that working remotely would enable me to maintain my productivity while managing my new responsibilities as a mother.

I would appreciate the opportunity to discuss the possibility of [working from home part-time/full-time] upon my return. Thank you for considering my request, and I look forward to discussing further.

Email Example 9: Resignation Due to Maternity Leave

Subject: Resignation Letter – [Your Name]

I hope this message finds you well. After much thought and consideration, I have decided not to return to work after my maternity leave and resign from my position at [Company Name], effective [resignation date].

This decision was not easy, but it is in the best interest of my family and me during this time. In order to ensure a smooth transition, I am happy to assist in any way necessary, including the handover of my responsibilities to a colleague.

I want to express my gratitude for the opportunities and experiences I have had at [Company Name], and I appreciate your understanding during this transition.

Remember, it’s essential to respect your organization’s policies, keep your manager informed about your plans, and provide necessary paperwork in a timely manner. The ultimate goal is to create a plan that considers both your needs as an expecting mother and the operational requirements of your workplace. By striking a balance, an expectant mother can enjoy this beautiful phase in life without adding undue stress about work. Don’t hesitate to have open dialogues with your employer — it’s in everybody’s interest to find the best possible solution.

Thank you for reading this guide, and remember to maintain open and honest communication with your employer during this important life transition.

• Leave Application Email to Your Manager | 23 Examples
• Sick Leave Email To Manager | 31 Sample Emails
• Task Completion Email to Manager | 13 Examples
• Sick Leave Email To colleagues | 45 Email Samples
• 29 Examples | How to Tell Your Boss You Got Another Job Offer

Related Posts

Formal Wedding Invitation Wording: 13 Example Templates

19 handcrafted email resignation letter samples, 15 customer service cover letter examples, 59 strong resume words | action words, how to write an email for recruiters, 25 examples of a retirement email announcement.

Baseball Players Athletes Net Worth United States

Mitch Garver Net Worth 2024: Age, GF, House, Salary and Cars

September 9, 2024

American baseball catcher, Mitch Garver’s Net Worth is estimated to be $7 Million. Mitch Garver is a very young and successful baseball catcher from the

Blake Snell Net Worth 2024: Home, Salary, GF, Age and Cars

Naseeruddin Shah Net Worth 2024: Movies, Age, Cars, and Wife

Raju Choudhary

Tiger Shroff Net Worth 2024: Age, Earnings, GF and Parents

Anupam Kher Net Worth 2024: Age, Earnings, Cars and Wife

Editor choice.

Jason Heyward Net Worth 2024: Earnings, Age, Salary and Cars

Richest Rappers

Lil Pump Net Worth 2024: Age, Height, Earnings and Wife

August 31, 2024

Melissa Schuman Net Worth 2024: Age, Husband and Assets

August 29, 2024

Stephanie Mills Net Worth 2024: Age, Husband, Income and Car

G Flip Net Worth 2024 (Forbes): Details about Age and BF

August 26, 2024

Kid Rock Net Worth 2024 Forbes $210 Million: Assets, Income

Richest politicians.

Christian J Smith Net Worth 2024: Investment, Salary and Age

Jason Chaffetz Net Worth 2024: Earnings, Height and Family

June 4, 2024

Kane Net Worth 2024: Income, Salary, Wife, Cars and Age

May 31, 2024

Andriy Shevchenko Net Worth 2024: Earnings, Home and Age

May 29, 2024

Paul Kagame Net Worth 2024: Salary, Income, Wife and Family

May 28, 2024

Featured Post

Popular post.

Check CA Articleship Status Online – ICAI Articleship Status Online

Joey Votto Net Worth 2024: Income, Salary Age and Wife

ICAI Exam Form May 2023: ca final, foundation, ca inter form

Salary Slip Format in Excel, Salary Calculation Sheet 2024

[email protected]

Privacy Policy

Image Usage Policy

Editorial Policy

Terms of Use

Fact Check Policy

© 2024 CAknowledge.com • ❤️ From Your Heart The materials and information provided on this website are for reference purposes only.