How to Write a Maternity Leave Letter (With Tips & Examples)

A maternity leave letter is a formal way to notify your employer that you’ll be taking time off for the birth or adoption of a child, and it’s essential for ensuring your leave is officially documented. It outlines your expected leave and return dates, details your handover plan, sets communication boundaries, and confirms your intent to return to work. Sending this letter helps protect your legal rights, keeps everyone aligned on expectations, and allows your employer time to prepare for your absence. 

The pregnancy shock is behind you, and now it’s all excitement for that tiny new human you’re about to meet, raise, and Google everything about. You’ve even bought the cute little booties that no one (not even your most baby-averse friend) can resist. 

But there’s that one thing you’ve been avoiding: telling your boss you’re pregnant. 

Whether you’re starting out or well-established, pregnancy can feel like a roadblock in your career. How do you handle this professionally without derailing your progress? When do you send your maternity leave letter? Do you need proof? And will it make you seem less “serious” at work?

This guide will help you breeze through the process — because the hardest thing right now should be giving up wine and coffee, not writing a maternity leave letter. We’ll cover: 

• What a maternity leave letter is and why it matters. 
• How to write a maternity leave letter. 
• Examples and a ready-to-use template. 

And if you need help with other letters, check out: 

• How to Write a Resignation Letter + Examples 
• How to Write a Resignation Letter for Personal Reasons 

What Is a Maternity Leave Letter? 

A maternity leave letter is your way of officially telling your employer you’ll be taking time off to care for your baby, whether you’re expecting or adopting. It’s your plans in writing, so HR has everything they need to support you while you’re away. 

Even if you’ve already had a quick chat with your manager (which you should), the letter still matters. Here are its benefits: 

• It makes your leave request official and documented. 
• Protects your right to maternity leave and pay. 
• Keeps everyone (you, your manager, HR) on the same page about dates and plans. 

It gives your employer time to prepare and it gives you peace of mind. Once it’s sent, your employer should follow up with a written confirmation of your leave and what to expect when you return. 

How to Write a Maternity Leave Letter (Step by Step) 

In short: start with a friendly greeting, tell them when you plan to leave, how long you’ll be gone, and when you’ll return. Outline your handover plan, clarify communication boundaries, and reassure your manager about your return. Give early notice, review your company’s policy, and check your rights under FMLA if eligible. 

Writing a maternity leave letter sounds formal, but it’s just one quick thing to check off your list so you can focus on diapers, feedings, and discovering just how little sleep a person actually needs to function. 

1. Start with a friendly greeting 

Keep it professional and warm. “Dear [Manager’s Name],” is all you need. 

2. Get to the point 

Let them know you’re officially requesting maternity leave. No need to overshare — just stick to the key info: 

• When you want your leave to start. 
• How long you’ll be away. 
• When you plan to return. 

Don’t stress if you don’t have exact dates yet. Just share a general timeline and let them know you’ll confirm closer to the time. They’ll get it — babies run on their own schedule. 

3. Outline your handover plan 

Show your boss you’re thinking ahead. Let them know: 

• What you’ll finish before you leave. 
• Who you’ve been working with to prep for coverage (if applicable). 
• Any notes, guides, or instructions you’ll leave behind. 
• If there are big projects you’re helping transition before you go. 

You don’t need to have it all figured out, but showing that you’re being proactive goes a long way.

4. Set clear boundaries 

Let them know if you’ll be checking emails or going fully offline. If you’re open to contact, share the best way to reach you. Keep it clear to avoid any mix-ups during your leave. 

5. Confirm you’re coming back 

Reassure your manager that you’re planning to return and looking forward to it. Even a quick “I’m excited to come back and pick up where I left off” works. 

6. End on a positive note 

Wrap it up with a thank you: “Thanks for the support” or “I appreciate your help making this transition smooth.” 

7. Before you hit send 

A few final things to keep in mind before you share your news. These steps help make sure everything’s squared away and there are no surprises for you or your boss. 

• Give early notice. Aim for around 15 weeks before your due date, or sooner if you can. Better they hear it from you first. 
• Know your company’s policy. Check what kind of leave you’re entitled to and any paperwork you need to file. 
• Tell your boss first. This is crucial — always have a quick chat before sending the letter so it’s not a complete surprise. 
• Check your legal rights. You might qualify for state maternity leave or FMLA (12 weeks unpaid, job-protected). FMLA applies if: 
  
  • You’ve been with your employer for 12 months or more. 
  • You’ve worked at least 1,250 hours in the past year. 
  • Your company has 50+ employees within 75 miles. 

Maternity Leave Letter Examples 

Need help finding the words? We’ve rounded up some maternity leave letter examples so you don’t have to sit there staring at a blank screen in despair (baby brain, anyone?). 

Sample maternity leave letter to your employer 

This maternity leave letter hits all the right notes — it’s clear, professional, and covers everything from dates to how work will be handed off before the leave. 

Sample maternity leave letter to your manager 

This maternity leave letter gives the manager extra details about what you’re wrapping up and who’s stepping in. It keeps the tone warm and shows you’ve thought things through. 

Sample maternity leave email to colleagues 

Give your coworkers a heads-up so they’re in the loop and ready for your leave (and they have plenty of time to mentally prepare for life without you). 

And here’s a quick Slack or Teams message version: 

Hey team! Just a heads-up that I’m heading out on maternity leave on May 6 and will be back in early August. Daniel’s covering for me and has everything sorted. Thanks so much for the love and kind messages. Can’t wait to catch up (and show off a few baby pics!) when I’m back 🍼✨

Sample maternity leave email to clients 

If you work directly with clients, let them know you’ll be away and who they can contact in your absence. A simple, thoughtful message can maintain trust and keep projects moving smoothly. 

Sample maternity leave letter for teachers 

If you’re a teacher planning maternity leave, give your school administration plenty of notice and offer support with preparing your classroom for the transition.

Sample maternity leave letter to parents (for teachers/daycare staff) 

Preschool teachers, online educators, and daycare staff can use a maternity leave letter to keep parents informed (and reassured) about what’s coming next. 

Sample early maternity leave letter 

Babies don’t always stick to the schedule. If you need to begin your leave sooner than expected, don’t stress — just let your team know as soon as you can. 

Sample maternity leave extension email 

Sometimes, maternity leave isn’t long enough — whether recovery is taking longer, childcare isn’t lined up yet, or you simply need more time to settle into being a mother. Whatever your reason, it’s completely valid. 

Sample resignation letter after maternity leave 

After maternity leave, your priorities can shift. If you’ve decided not to return to work, it’s best to tell your employer with a clear and gracious resignation letter. This gives them time to plan while keeping your professional relationships intact. 

Sample paternity leave email 

If you’re planning to take paternity leave, notify your employer early. A short, clear email sets expectations around your time off and shows you’re being proactive about your responsibilities while you’re away. 

Maternity Leave Email Template 

You’ve seen the examples — now it’s your turn. This template makes writing your maternity leave letter easy. Just copy, paste, and fill in the blanks. 

How to Write a Maternity Leave Out-of-Office Message 

Before you log off and head into baby mode, set up an out-of-office reply so people know why you’re not responding and who to contact instead. Make sure to include: 

• Your expected return date (even a rough one like “mid-February”). 
• Whether you’ll be checking emails at all. 
• A backup contact for project-specific or general questions (just double-check they’re okay with it). 

Here’s a sample maternity leave OOO message: 

How Employers Should Respond to a Maternity Leave Letter 

When an employee requests maternity leave, reply quickly, clearly, and with empathy. A thoughtful response goes a long way in showing your support and easing any stress. 

What to include: 

• Leave dates. Confirm the approved start and return dates. 
• Pay and benefits. Outline any maternity pay, leave policies, or benefits they’re eligible for. 
• Return plan. Share what they can expect when they’re back, like check-ins, flexible hours, or any forms to complete.

End on a warm note: congratulate them, reassure them their role is secure, and let them know the team will be there to support them while they’re away. 

Here’s a sample response to a maternity leave letter: 

Summary 

Here’s a recap on writing a maternity leave letter: 

• A maternity leave letter officially notifies your employer, confirms your timeline, and protects your rights. 
• Include your expected start date, leave duration, and return date, even if they’re just estimates. 
• Mention what you’ll finish before leaving, who’s covering your responsibilities, and any handoff materials you’ll provide. 
• Set clear boundaries around communication and share how (or if) you can be reached during your leave. 
• Reassure your employer that you plan to return after your leave. 
• Notify your employer at least 15 weeks before your due date and review your company’s policy and FMLA eligibility. 
• Let relevant coworkers, clients, or parents know your leave dates and who to contact in your absence. 
• Create an out-of-office reply with your return date, availability, and an alternate contact. 

FAQ 

Can you be denied maternity leave? 

If you’re covered by the Family and Medical Leave Act (FMLA) in the US — meaning you’ve worked at your company for at least a year and it has 50+ employees — you’re entitled to 12 weeks of unpaid leave, and your employer can’t legally deny it. If you don’t meet those requirements, it comes down to company policy. If you are eligible and still denied, it could be considered pregnancy discrimination, so check your employee handbook, talk to HR, and know your rights. 

How much is the maternity allowance? 

In the US, there’s no nationwide paid maternity leave (wild). So what you get depends on your state, company benefits, and whether you have short-term disability insurance or paid family leave. States like California, New York, and Massachusetts offer paid leave that typically covers 60–70% of your wages for a few weeks. Outside the US, many countries offer national maternity benefits that are much more generous. 

What to say to someone going on maternity leave? 

Be warm and supportive, like: “Wishing you all the best in this exciting new chapter” or “Enjoy every moment (and get some rest while you can).” If you’re close, throw in a bit of humor — “Hope the baby doesn’t inherit your karaoke skills.” Just avoid anything too personal or accidentally weird. A friend once told his sister in labor, “Hope you have a comfy time” — like she was off to a spa. Don’t be that person. 

Do you need proof when requesting maternity leave? 

Some employers ask for a doctor’s note or due date, especially if it’s for medical or paid leave. If you’re using FMLA, expect paperwork and a medical form. Others are more relaxed and don’t need proof at all. It depends on your workplace, so ask HR what they need from you.

Which country has the best maternity leave? 

It depends on what you care about most. Bulgaria offers 410 days at 90% pay, making it one of the most generous options for mothers. But Estonia provides 100 days at full pay plus 475 days of shared parental leave based on the mother’s income — with a high minimum and no strict upper limit. For flexibility and family-friendly options, Estonia stands out. But if you value long, well-paid maternity leave just for mothers, Bulgaria takes the lead. 

Do fathers get paid paternity leave in the US? 

Not by default — there’s no national paid paternity leave in the US. FMLA gives eligible fathers up to 12 weeks off, but it’s unpaid. Some states (like California and New York) and a growing number of companies are stepping up with paid options, but it’s not guaranteed. So whether you get paid time off as a dad really depends on your employer and where you live.

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