Katie Danilich
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.
The Anatomy of a Strong Maternity Leave Request Letter
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.
Know Your Workplace
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.
Example 1: Casual Letter
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]
Example 2: Formal Letter
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.
[Name]
[Address]
[Date]
[Manager name]
[Business address]
Dear Mr./Mrs. [Recipient’s Name],
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.
See my attached maternity leave plan for further details.
Sincerely,
[Handwritten signature]
[Name]
Example 3: Tailor to Corporate Guidelines
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.
[Name]
[Address]
[Date]
[Manager name]
[Business address]
Dear Mr./Mrs. [Recipient’s Name],
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.
See my attached maternity leave plan for further details.
Yours Sincerely,
[Your Name]
Conclusion
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.