Maternity Leave Letter to Employer Template (Example)

Here's an example maternity leave letter to an employer. A maternity leave letter is a formal approach to inform your employer that you want to take maternity leave at the conclusion of your pregnancy.

It also ensures that everyone is aware of the dates of your absence and how your task will be handled while you are away. Because your letter should include a proposal for how your job should be handled, it might take some time and planning to write one.

maternity leave letter to employer

Why should you submit a maternity leave letter?

It is critical to establish the facts of your maternity leave in writing so that your boss can make plans to manage your workload in your absence. It's a good idea to communicate this information as soon as you know how long your maternity leave will be and when you'll take it. Share this letter with your immediate supervisor as well as any other relevant individuals, such as the human resources manager.

How to write a maternity leave letter to employer

The following are the fundamental rules for preparing a maternity leave letter:

  • Make use of suitable formatting.
  • Include the date and location.
  • Include the address of the receiver.
  • Use the right salutation or greeting.
  • Tell us why you're writing.
  • Make a workload proposal.
  • Set communication expectations.
  • Include a strategy for your return.
  • Extend your thanks.

Include your name as well as your signature.

Make use of suitable formatting

Your letter should be written in a legible typeface, such as Arial, Times New Roman, or Helvetica. All sides should have a one-inch margin.

maternity leave letter to employer

Include the date and location

Begin your letter by inserting your address in the upper left-hand corner. Then, as with all formal letters, include the date after skipping a line.

Include the address of the receiver

Add your supervisor's business address after skipping a line below the date.

Use the right salute or greeting

Even if you have an informal working relationship, your welcome should be professional and address your boss correctly. You may, for example, write, "Dear Mr./Ms. [last name],

Describe why you're writing

In your initial paragraph, be clear and explain why you're writing the letter and how long you plan to be away on maternity leave. Include the particular days you'll be leaving and returning to work, as well as the estimated date of delivery. Another alternative is to recommend working from home before or shortly after giving birth if your employer is willing to accept it.

Make a workload suggestion

Propose a strategy for covering your workload while you are away from the office in the next paragraph. Discuss work that you feel you will be unable to accomplish, as well as work that will need to be performed while you are on leave, in an open and honest manner. If you are in charge of short-term or long-term initiatives, specify where you are or will be with them when you leave. Make recommendations for those you feel is best capable of carrying out certain assignments in your absence.

Establish communication expectations

In the final paragraph, inform your boss about the degree of contact you want to maintain while on maternity leave. Let them know if you intend to completely avoid your work email while you're abroad. Set explicit expectations for how frequently or seldom you plan to check-in if you plan to work while on leave.

Include a strategy for your return

If you feel your work schedule may need to be changed when you return to work, state this in the final paragraph as well. If you aren't sure yet, you may wish to postpone your decision until later.

Show your appreciation

Express your heartfelt appreciation to your employer for allowing you to take time off after having the baby. It's critical to express gratitude for their patience.

Be sure to include your name and signature

If you're giving a hard copy of your letter to your boss, add your handwritten signature along with your name typed beneath. If you're sending an email, just type your name.

A maternity leave letter template

Here is a maternity leave letter template you may use to help you create your own:




[Name of Manager]

[Corporate address]

Dear [Nname],

This letter is to advise you that I am expecting a child and will be taking maternity leave. My due date is [date], and I intend to continue working until [date], or until your due date or delivery date, whichever comes first. I intend to take [number] weeks out from work for maternity leave. I don't anticipate any difficulties returning to my existing employment and performing the same level of work that I do today.

While I'm away, I'd like to delegate responsibility for [project name or particular aspects of your work] to [name]. [Include specifics about your plan here.] Please consider these suggestions to be the start of a discussion on how we will handle my workload. Please let me know if you have any issues so that we can address them.

Please contact me at [email] or [phone number] while I am on maternity leave. [Include here if you intend to work while on maternity leave.] Please let me know if you need any documents from me before I go on maternity leave. Thank you in advance for allowing me to take this time off to recuperate physically and care for my new baby.

Thank you very much,

[Your signature]

[Your name]

A sample maternity leave letter

To assist you in creating your own, below is an example of a maternity leave letter:

Melissa Jones

445 Eaglebrook Court

Geneva, IL 60134

5 June 2022

Circle Agency

465 Circle Drive

Chicago, IL 60610

Greetings, Ms. Smith

I'm writing to inform you that I'm pregnant and plan to take a 12-week maternity break. My due date is the 24th of December, 2022. I intend to work from home beginning November 15 and continue until my due date. I expect to return to work on March 1, 2020.

I want to make every effort to accomplish all of my high-priority responsibilities before leaving. I also intend to shift part of my daily duties to Julie and Ryan, who have been collaborating with me on various client initiatives. I have faith in their capacity to handle the task in my absence. During my absence, July, in particular, will be able to react to customer inquiries and launch new programs. Please let me know if you have any questions about this advice or if you have any other ideas for moving my workload while I'm away.

Thank you in advance for allowing me to take this time off to recover and care for my new baby. Please let me know if there are any documents I need to fill out ahead of time or if there is anything else I can do to help with the transition. If you need to reach me during my maternity leave, please do so at [email protected] or 555-847-8464

Thank you very much,

Melissa Jones

How do I notify my employer of maternity leave?

You must provide your employer at least eight weeks' notice of your intention to return from maternity leave. If you haven't already, you should affirm this in writing.

In California

Working moms in California are entitled to begin maternity leave at 36 weeks of pregnancy, regardless of whether they have paid into the SDI fund through payroll deductions. (A woman may want to work closer to her due date.)

How should I submit my letter?

To submit your letter properly, follow these steps:

  • Write your letter.
  • Send a copy of your letter to your direct supervisor or manager.
  • Submit a copy to your company's human resources department.
  • Ensure that your current position is accounted for or "covered" by another personnel.
  • Include a doctor's note if applicable.
  • Set clear expectations with your colleagues and align on who is going to assist with helping move the long-term projects forward.
  • Go the extra mile and set expectations on a specific date that you anticipate returning.

Make sure to review your company's policies regarding maternity leave and filing for maternity leave.

How long am I entitled to for maternity leave?

According to federal regulations, the employee must have worked a certain amount of hours in the preceding 12 months, and the firm must have at least 50 workers. The Family and Medical Leave Act of 1993 (FMLA) is a federal statute that permits employees to take up to twelve (12) weeks of unpaid leave to care for a baby.

author: patrick algrim
About the author

Patrick Algrim is a Certified Professional Resume Writer (CPRW), NCDA Certified Career Counselor (CCC), and general career expert. Patrick has completed the NACE Coaching Certification Program (CCP). And has been published as a career expert on Forbes, Glassdoor, American Express, Reader's Digest, LiveCareer, Zety, Yahoo,, SparkHire,,, FairyGodBoss,, St. Edwards University, NC State University,, Thrive Global,, Work It Daily, Workology, Career Guide, MyPerfectResume, College Career Life, The HR Digest, WorkWise, Career Cast, Elite Staffing, Women in HR, All About Careers, Upstart HR, The Street, Monster, The Ladders, Introvert Whisperer, and many more. Find him on LinkedIn.

Fact checked: Our small and dedicated team rigorously evaluates every article, guide, and reference to ensure the information is accurate and factual. Learn more.


Help us by spreading the word