how do i write an application letter for maternity leave

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

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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 applying for maternity leave at the office. Your maternity leave request 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 leave application samples below.

A maternity leave letter is a formally presented leave request or a leave application from expectant mothers at their workplace. The maternity leave request 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 to Write a Maternity Leave Application for Office

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

Your maternity leave request 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 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 Request

[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

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11 Maternity Leave Application Formats to ease the Process!

Maternity leave application letter.

Entering the realm of maternity leave? Discover the importance of a well-crafted maternity leave application letter for seamless transitions and professionalism

Expecting mothers, have you thought about how you'll handle your upcoming maternity leave?

Taking maternity leave is an exciting and important time for new mothers, but it can also be a source of stress and uncertainty. How will your duties be handled in your absence?

A well-written maternity leave letter can help alleviate these concerns and ensure a smooth transition for both you and your employer. 

Keep reading to learn the key elements of a successful maternity leave application and get tips for crafting your own. You'll be ready to confidently request your maternity leave in no time!

On this page

• What is Maternity leave and reasons to take leave
• Maternity Leave Application Format
• First time mother
• adoption of child
• School teachers
• paternity leave
• rejoining application
• option to work from home

Maternity Leave application

Reasons for taking maternity leave

There are many reasons why someone might choose to take maternity leave, including:

• To bond with and care for a newborn or newly adopted child
• To recover from childbirth or a related medical condition
• To allow the child's other parent (if applicable) to bond with and care for the child
• To allow the child to breastfeed if the mother is the primary caregiver
• To allow the mother to rest and recuperate after childbirth

Taking maternity leave can also have positive effects on the child's development, as well as on the mother's physical and mental health. In many countries, maternity leave is legally protected, and employers must provide some time off to employees who are expecting or have recently given birth.

In many cases, adoptive parents may also need to take time off work to travel for adoption or attend any necessary medical appointments or procedures for the child. Taking maternity or paternity leave after adopting a child can help provide the necessary time and support to ensure that the child and the adoptive parents have a smooth transition.

Maternity Leave Application Samples

Watch our video on how to write a maternity leave application

The maternity leave application letter should be written professionally. It should include the 

• Employee's name
• Your maternity leave request
• The expected due date of the employee's baby
• A statement confirming that the employee has informed their supervisor of their pregnancy and the expected due date
• A request for a specific number of weeks of maternity leave
• A statement confirming that the employee intends to return to work after their leave
• And the estimated return date.

5 Samples to help you Ace your One Day Leave Application

How to write a Leave Application for maternity

Writing a professional maternity leave letter is essential for getting the leave approved by your employer. Here are a few tips to help you write a successful formal letter: - 

• Include all relevant information, such as your job title, the expected delivery due date, and how long the leave will last. 
• Use a professional tone and avoid using overly emotional language. 
• Include any medical documentation that may be required. 
• Be sure to include information about who will be responsible for your other children while you are away.
• Include details about how you plan to stay in contact while on leave. - Ask your employer if they have any specific requirements for maternity leave applications.

Samples of maternity leave letter

We make your life easier on how to write a maternity leave letter. We give you 10 maternity leave application samples which you can choose from depending your context.

It may be helpful to consult with HR or the employee's supervisor to ensure that all necessary information is included in the formal letter.

(download the maternity leave letter samples as a s a pdf)

1. Format of maternity leave application letter for first-time mother

Hello [Employer],

Subject: maternity leave application

I would like to inform you that I am pregnant and expecting my baby on [Expected Due Date]. I want to request a maternity leave starting from [Start Date] and ending on [End Date].

I am requesting a total of [Number of Weeks or Months] of maternity leave. I plan to return to work on [Expected Return Date].

I understand that I must provide [Company Name] with [Number of Weeks/Months] notice before my leave begins, and I am doing so with this letter.

The letter from my doctor confirming this is attached. If any forms need to be filled out or any other documentation is required, please let me know, and I will provide it as soon as possible.

Thank you for your time and consideration. Sincerely, 

Alternatively you can use the following indicating the company policy

Subject: Maternity Leave Application - [Your Name]

Dear [Supervisor's Name],

I hope this message finds you well. I am writing to formally request maternity leave in accordance with the company's maternity leave policy. My expected due date is [Due Date], and I intend to start my maternity leave from [Start Date] for a duration of [Number of Weeks] weeks.

I have reviewed the maternity leave policy and understand the documentation required for processing my leave. I have attached the necessary medical documents as per the policy's guidelines.

I assure you that I have planned and organized my work to ensure a smooth transition during my absence. I will also be available for any handovers or guidance that might be needed before I begin my leave.

I am grateful for the support and understanding of [Company Name] in this important phase of my life. I am confident that the team's collaboration and support will ensure that my responsibilities are well-managed during my maternity leave.

Thank you for considering my request. I am looking forward to a positive response and appreciate your understanding.

Best regards, [Your Name] [Your Employee ID] [Your Contact Number] [Your Email Address]

Attachments:

• Medical documentation for maternity leave as required.

How to Craft an A+ Application to Principal for Sick Leave for school

2. Format of a maternity leave application to bond with the child

To the Manager,

Subject: Maternity leave application

I am writing this letter to inform you that I will be expecting my first child in early ____ and would like to take maternity leave starting in late ____. 

My last day of work will be (date), and I would like to return on (date)

I understand the company's policy requires covered employers to provide up to 12 weeks of unpaid leave for the birth or adoption of a child.

The letter from my doctor confirming this is attached. Please let me know if there are any other forms I need to complete or if you need any additional information from me. 

Thank you for your time and consideration.

Sincerely, 

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3.  Format of maternity leave application letter due to pregnancy complications

Dear [Employer],

Subject: Application for maternity leave

I am writing to request a leave of absence from [start date] to [end date] to recover from childbirth and any related medical conditions.

I recently gave birth to a healthy baby, but I have experienced some complications that require additional rest and medical attention. My doctor has advised me to take at least [length of time] to recover fully before returning to work. I am attaching a medical certificate confirming my pregnancy complications.

I understand that this is a busy time for the company, and I am willing to work with you to ensure that my responsibilities are covered during my absence.

I will be available by phone and email during my leave in case of any urgent need.

Thank you for considering my request. I look forward to returning to work and sharing my news with you.

No Need to Feel Ill: 10 Easy-to-Follow Formats for an Application for Sick Leave

4.  Maternity leave application letter to adjust for new responsibilities

I am writing to request a leave of absence from [start date] to [end date] to allow my family time to adjust to our new dynamic and responsibilities after the birth of our [newborn/adopted] child.

As you can imagine, bringing a new member into our family has been a major life change, and we would like to take some time to focus on our new roles as [parents/parent and caregiver].

During this time, I will be available by phone and email to address any urgent matters, but I will not be able to return to work full-time until [date of return to work].

I understand that this is a busy time for the company, and I am willing to work with you to ensure that my responsibilities are covered during my absence. I will make every effort to keep you informed of our progress and any developments during my leave.

Sincerely, [Your Name]

10+ Easy Formats to Make Your Leave Application for Fever Stress-Free!

5. Format of maternity leave application for adoption of the child

I am writing to request a leave of absence from [start date] to [end date] to start my maternity leave to  complete the adoption process for a child.

During this time, I will need to attend several legal and counseling sessions, as well as complete any necessary paperwork. The adoption process is expected to be completed by [expected date of placement], and I will return to work on [date of return to work].

I understand that this is a busy time for the company, and I am willing to work with you to ensure that my responsibilities are covered during my absence. I will be available by phone and email during my leave, and I will make every effort to keep you informed of any developments in the adoption process.

Guide To Crafting A Leave Application For Office. Formats & samples

6. Format of Paternity leave application

Subject: Request for a break from work due to paternity leave

I would like to take a break from work from [start date] to [end date] to bond with and care for my [newborn/adopted] child.

As you know, [partner's name] and I have recently [given birth/adopted] a child, and we would like to take some time to focus on our new roles as [parents/parent and caregiver]. During this time, I will be available by phone and email to address any urgent matters, but I will not be able to return to work full-time until [date of return to work].

Ready, Set, Leave: Crafting the Perfect Leave Application for School

7. Format of a maternity leave application for teachers

Dear [Principal],

Subject:  Application for maternity leave

I am writing to request a leave of absence from [start date] to [end date] to bond with and care for my newborn child.

As you know, I am expecting a child in [expected delivery date], and I will need some time off to recover from childbirth and adjust to my new role as a mother. My doctor has advised me to take at least [length of time] to recover fully before returning to work.

During my leave, I will be available by phone and email to address any urgent matters, and I will work with you to ensure that my responsibilities are covered in my absence. I will also be happy to work with you to develop a plan for my return to work, including any necessary accommodations.

Thank you for considering my request. I am excited to welcome my new child into the world and look forward to returning to work and sharing my news with you.

Dear Principal,

Subject: Request for maternity leave

I am writing to apply for maternity leave. I will be due in late XXX and plan to take leave until the end of the school year. 

My due date is XXX, and I would be happy to provide a doctor's note confirming the due date. I want to return to work  on XXX .

I understand that my position may be filled in the meantime, and I am happy to provide a letter of recommendation or any other documentation you may require. 

I am confident that my colleagues will continue to uphold the high standards of this institution in my absence.

Thank you for your time, and I look forward to returning to work in the fall.  

[Your name]

Half-Day Leave Application: 8 Formats to Get You Out the Door!

8. Format of maternity leave application for rejoining office after maternity leave 

I am writing to inform you that I am ready to return to work after my maternity leave. My leave began on [start date] and ended on [end date], and I have now completed [length of leave] of time off.

I am excited to return to work and contribute to the team again, and I am confident that I will be able to fulfill my responsibilities to the best of my ability. I am also happy to work with you to develop a plan for my return to work, including any necessary accommodations.

Thank you for your support and understanding during my leave. I am looking forward to returning to work and getting back to business as usual. Sincerely,

[Your Name]

Write Your Leave Application for Urgent Work in No Time - With 10+ Samples!

9. Format of maternity leave application with the option to work from home

Subject: Leave  Application for maternity

I am interested in the option to work from home during my leave, as I believe that this will allow me to continue to contribute to the team while also caring for my child. I am confident that I will be able to fulfill my responsibilities to the best of my ability, even while working remotely.

Thank you for considering my request. I am excited to welcome my new child into the world and look forward to returning to work, whether in the office or remotely.

Maternity leave is a crucial time for both the mother and the baby. It allows the mother to recover emotionally and physically while bonding with her newborn. If you are pregnant or planning to get pregnant, we recommend taking advantage of this benefit. 

Be sure to read our other blog post on different types of leave applications on sick leave , marriage , office leaves etc., to be prepared when the time comes.

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Leave application Questions? Answers.

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To write a leave application, you should include the following information: the reason for the leave, the dates of the leave, how you will keep in touch (if applicable), and a plan for catching up on any missed work.

You should submit your leave application as soon as you know that you need to take time off. This will allow your employer to plan accordingly and minimize disruption to the workplace.

This depends on your employer's policies and the specific reason for the leave.

In some cases, an unpaid leave of absence may be granted for personal or family reasons. However, it is best to discuss this with your employer to determine what is possible.

Yes, most employers are required to provide maternity and paternity leave to eligible employees. The specific terms of the leave, including the duration and whether it is paid or unpaid, may vary depending on the employer and the individual's situation.

Yes, employees who are called to active military duty are entitled to take a leave of absence for military service. The specific terms of the leave, including the duration and whether it is paid or unpaid, may vary depending on the employer and the individual's situation.

To request a leave of absence, you should first check with your employer to see what their policies and procedures are for taking time off. In most cases, you will need to submit a written request for leave to your supervisor or HR department. Be sure to include the reason for your leave, the dates you plan to be out, and any other relevant information.

Yes, in most cases you can take a leave of absence for personal reasons. However, the specific reasons for which you are allowed to take time off will vary depending on your employer's policies and the laws in your state. For example, some employers may allow you to take time off for personal reasons such as to care for a sick family member, while others may only permit leaves for medical reasons.

Whether your benefits will continue while you are on leave will depend on the specific policies of your employer and the laws in your state. In some cases, your employer may continue to provide benefits such as health insurance and paid time off during your leave, while in other cases, you may need to pay for these benefits yourself or they may be suspended during your leave.

Whether you will have to pay taxes on your leave pay will depend on the specific type of leave you are taking and the laws in your country.

For example, if you are taking a leave under the Family and Medical Leave Act (FMLA) in the US, the pay you receive during your leave may be tax-free.

However, if you are taking a personal leave of absence without pay, you will not receive any pay and therefore will not have to pay taxes on it.

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A Guide To Writing a Parental Leave Letter

How to prepare your employer for your time off work

Access to Parental Leave

What to include in a parental leave letter, when to write a parental leave letter, communication while on leave, sample parental leave request letter.

Danchooalex / Getty Images

Finding out you’re expecting a child can be exciting, but it can also be overwhelming. You’re preparing to raise a child, but you also have to think about how parenthood will affect your career, starting with your parental leave. You can provide formal notice to your employer in the form of a parental leave letter. Learn about how and when to write your parental leave letter.

Key Takeaways

• When writing your parental leave letter, include the type of parental leave, the dates you expect to be gone, and a coverage plan for your absence.
• It’s best to let your employer know about your plan to take parental leave as soon as possible.
• You should provide an official written notice of parental leave to your employer, even if you let them know verbally.
• Consider keeping in touch with your employer during your leave to make the return process smoother.

In the U.S., the Family and Medical Leave Act (FMLA) guarantees eligible employees up to 12 weeks of unpaid leave per year, which can be used for parental leave. According to the U.S. Bureau of Labor Statistics, as of March 2021, 23% of private and civilian employees had access to paid leave, and 89% of private and civilian employees had access to unpaid family leave.

Check with your manager or HR department to find out if you have access to paid parental leave.

By the time you write your formal parental leave letter, you may have already notified your employer of your news, including the dates you expect to be out for leave. However, it’s important to be thorough in your letter since it will serve as your official notice.

“Be sure to state the nature of your request, whether it is for maternity leave, paternity leave, or adoption leave,” said Richard Smith, a senior HR manager with Notta.

The type of leave you’ll be taking can affect your time off. For example, if you are giving birth, your employer may offer you more leave time than a parent who isn’t giving birth.

Communicate the dates you’ll be out and make your leave process as simple as possible for both yourself and your employer.

Babies rarely come on a set schedule. The actual dates you’ll be out of work may be different from what you state in your letter. But if you provide estimated dates upfront, your employer will be able to better plan for your absence.

A Plan for Your Absence

Let your employer know if you have made any plans to ensure your work gets done while you are out. “By including all of this information upfront, you can help to ensure a smooth and seamless transition for both you and your employer,” said Smith.

To make things easier for your employer, you might want to consider including a proposal for how your work will be covered while you’re gone, how you’ll transition your work to someone else during your leave, and how you’ll transition back into work when your leave ends.

Including this information may give your employer more peace of mind about coverage during your absence, as well as your plans to return after leave . Additionally, it can give you the opportunity to request special accommodations, such as working from home for a time or returning part-time before resuming your normal work schedule.

Ultimately, the parental leave letter should serve to get everyone on the same page so there are no unpleasant surprises or misunderstandings when it’s time for your leave.

The next thing to consider when writing your parental leave letter is the timing. Some workers may postpone telling their employer the big news for fear of how they’ll react. But the more notice you can give, the more seamless the process will be for everyone.

“The best time to communicate with your employer about your pregnancy is as soon as you know, or as soon as you are ready to share the news,” Smith said. “This way, your employer can start planning for your leave and ensuring that coverage is in place.”

Although your parental leave letter serves as official notice of your upcoming absence, employees can choose to share the news with their employers verbally first. However, you should still send your manager your letter and parental leave request as soon as you reasonably can. Make sure you’re giving your employer the amount of notice required.

Required Notice

Depending on your state, your employer, and the type of leave you plan to take, you may be required to give a certain amount of notice. Under FMLA, employees should generally plan to give at least 30 days' notice, as long as they’re able to.

Some states may also have their own requirements, depending on their parental leave laws. Some companies may have minimum notice requirements if you want to take paid time off for parental leave.

Touch base with your employer occasionally while you’re out. “During your leave, it is important to stay in touch with your employer to update them on your status and let them know when you plan to return,” Smith said. “By keeping the lines of communication open, you can help ensure a smooth transition back to work.”

You can check in throughout your leave. However, you may want to let your employer or manager know when the baby officially arrives, or just check in with them as you approach your return-to-work date.

Starting a letter like this one can often be the most challenging part. The sample letter below can serve as a template you can use when writing your own parental leave letter.

[Manager Name]

[Company Name]

[Manager Address]

Dear [Name], 

This letter is to inform you that [I/my partner and I] are expecting a child, and I plan to take parental leave. My due date is [date]. I plan to continue working until [date] or until the baby arrives, whichever comes first. I plan to take [number] weeks of parental leave, with an expected return-to-work date of [date].

During my absence, I suggest [coworker’s name] be in charge of [specific projects or tasks, possibly naming different coworkers for different tasks]. I am happy to spend time leading up to my leave bringing them up to speed.

When I return from my parental leave, I’ll be able to return [full-time, part-time, work-from-home]. At that time, I can take over [projects or tasks] once again. At that time, I’ll work with [coworker’s name] to get caught up on the current status of everything.

While I’m on parental leave, please feel free to contact me at [personal email address] or [personal phone number], and I will respond when I’m able. I’ll stay in touch throughout my leave to ensure a smooth transition back to work.

Please let me know if there’s any additional information or forms you’ll need from me leading up to my parental leave. If anything changes regarding the status or dates of my leave, I will keep you updated.

Kind regards,

[Signature]

The Bottom Line

It’s easy to find yourself worrying about how your manager or team will react to the news of your parental leave. And in a work-centered society, many people find themselves feeling guilty or like they’re letting their team down by taking time off. But chances are that the people you work with will be supportive and excited for you. The more communication there is, the smoother the transition will be for everyone involved.

Frequently Asked Questions (FAQs)

Who is entitled to parental leave.

In the U.S., all workers covered by the Family and Medical Leave Act (FMLA) will be entitled to 12 weeks of unpaid leave during the year. FMLA applies to employers with 50 or more employees and employees who have worked for their employers at least 12 months, at least 1,250 hours in the past 12 months, and at a location with at least 50 employees within a 75 mile radius. Additionally, companies not required to comply with FMLA may still offer parental leave to their employees.

Which country has the best parental leave?

Estonia offers the best parental leave, which adds up to roughly 82 weeks. A new mother is able to take 140 days of maternity leave at her full pay. After that, parents qualify for a parental benefit for 435 days, which they can take themselves or share with their partner or family member.

U.S. Department of Labor. “ Family and Medical Leave .”

U.S. Bureau of Labor Statistics. “ What Data Does the BLS Publish on Family Leave? ”

U.S. Department of Labor. “ Fact Sheet #28E .” Page 1.

Women’s Empowerment Principles. “ Spotlight on Public Policy .” Page 1.

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Letter Requesting Maternity Leave

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This is a letter asking an employer for maternity leave off . The primary purpose of this letter is to put a request for maternity leave in writing to an employer. Often, an expectancy announcement is made orally and informally prior to a formal request for maternity leave, but it doesn't have to be that way. Regardless, it is a good idea to put a request for maternity leave into an official letter to keep everything documented and avoid disputes later on.

This letter can be used for any situation in which maternity leave is being requested. In the United States, specifically, maternity leave is guaranteed for pregnant mothers or those who are adopting children. Federal law guarantees maternity leave for at least 12 weeks, but more leave may be given depending on an employer's specific policies.

How to use this document

This letter memorializes a request for maternity leave off to an employer. Whether or not verbal approval has already been given, it is still important to make sure the official request is in writing. As noted above, maternity leave requests can be granted for pregnancy or even the adoption of a new child.

In this letter, address and header information will be entered for both the sender and the recipient. Information about the expectancy will be entered, such as the due date. Finally, the leave request information will be entered, such as how long is being requested off and the exact dates of the leave.

Most maternity leave request letters do not require any attached documentation. However, your employer may request additional documentation, such as a doctor's note, after the letter is sent.

Applicable law

Labor laws in the United States cover maternity leave, and they are generally governed by the Fair Labor Standards Act. Specifically, the Family and Medical Leave Act of 1993 (FMLA) requires 12 weeks of unpaid leave . This is in practice for mothers of newborn or newly adopted children . However, beyond that, individual time-off policies will be specific to the employer and may include more leave or specific policies surrounding that leave.

How to modify the template

You fill out a form. The document is created before your eyes as you respond to the questions.

At the end, you receive it in Word and PDF formats. You can modify it and reuse it.

Guides to help you

• How to Send a Letter
• Taking Time to Recover: Overview of the Family and Medical Leave Act (FMLA)

Other names for the document:

Leave Request for Maternity, Letter Asking for Maternity Leave, Letter for Maternity Leave, Maternity Time Off Request, Letter Requesting Leave for Maternity

Country: United States

Leave Requests - Other downloadable templates of legal documents

• Letter Asking Employer for Vacation Time off
• Leave of Absence Request Letter
• Other downloadable templates of legal documents

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How to Apply for Maternity Leave

Last Updated: September 17, 2023

This article was co-authored by Clinton M. Sandvick, JD, PhD . Clinton M. Sandvick worked as a civil litigator in California for over 7 years. He received his JD from the University of Wisconsin-Madison in 1998 and his PhD in American History from the University of Oregon in 2013. This article has been viewed 171,919 times.

Applying for maternity leave through your employer is an important aspect of a well-arranged pregnancy and, when done correctly, allows for a smooth transition to and from the weeks surrounding your due date. You'll need to write an application for maternity leave if you wish to either apply for full maternity benefits, return to your job after your leave, or both. Many employers offer maternity leave as part of their employees' benefits. Additionally, in some states, employees are entitled to a certain amount of unpaid leave for pregnancy, childbirth, and other related temporarily disabling conditions.

Understanding Your Entitlement to Leave under the Family & Medical Leave Act

• Employees must have worked for their employers for the last 12 months.
• Employees must have worked at least 1,250 hours in the period year to the date on which they need to begin taking leave.
• Employees must work at a worksite with at least 50 employees. If the employer has less than 50 employees, it still must offer FMLA leave if it has at least 50 employees within a 75-mile radius of the workplace.
• In many states, employers can require employees to use their accrued paid vacation and sick leave during their FMLA leave.

• Your written notice should specify that FMLA may cover your requested leave. You also need to give your employer a description of the condition that you believe entitles you to FMLA coverage.
• Once you have given notice of FMLA leave, your employer must make a determination as to whether you are entitled to FMLA leave within five days.
• Your employer must also provide you with information about your rights and responsibilities under the FMLA.

Determining Whether You Are Entitled to Leave Under a State Leave Program

• Contact your state labor office for information about state leave programs. Since these programs vary from one state to the next, and may differ substantially from the FMLA, you will need to get specific information about whether you are entitled to leave under your state's program. You can find a list of state labor offices here.
• Check with your employer to see what it requires for you to take leave under your state's program. Similar to the FMLA, your employer is likely to require you to give written notice of your intent to take leave, a description of the condition that is requiring you to take leave, and the date on which you expect your leave to begin and end. Your employer also may require you to provide medical certification.

• The duration of leave under a state short-term disability program varies widely. For instance, California law provides up to four months of leave, whereas Hawaii only provides a “reasonable” amount of leave time.
• The requirements to apply for leave under this type of state short-term disability program vary, as well. Typically, you must notify your employer, preferably in writing, of your intent to take leave under the program. You also need to advise your employer of the expected time and duration of your leave. Notice should be given at least 30 days in advance, or, if that is not possible, as quickly as possible.

• Eligibility requirements for these state programs will vary. Generally, you need to be caring for a new child or unable to work due a disability stemming from your pregnancy.
• The duration of leave under such a program usually last four to six weeks to care for a new child, and 26 to 52 weeks if you have a pregnancy-related disability.
• In order to apply for this type of leave, you generally must file a claim with the state agency that administers the program. You can find more information about these programs by clicking on the state in which you live: [California], [New Jersey], [Rhode Island], or [Washington].

Confirming Whether Your Employer Offers Maternity Leave Benefits

• It is common for employees to combine employer-provided paid leave programs with federal or state government unpaid leave program to meet their maternity leave needs.

Expert Q&A

• Contact an employment law attorney if you have any questions about your entitlement to maternity leave benefits under federal or state law, or pursuant to your employer's company policies. Thanks Helpful 0 Not Helpful 0

You Might Also Like

• ↑ http://www.dol.gov/whd/fmla/
• ↑ http://www.ncsl.org/research/labor-and-employment/state-family-and-medical-leave-laws.aspx
• ↑ http://www.bloomberg.com/bw/articles/2014-09-22/five-companies-with-great-paid-leave-for-women

About This Article

To apply for maternity leave, start by making sure you meet all of the requirements under the FMLA, such as being employed by the company for a minimum of 12 months. Next, speak to your company's human resources department to confirm your eligibility and get specific information about any benefits they offer, such as whether or not your leave will be paid. Then, give your employer written notice of your intent to take leave at least 30 days ahead of time. Make sure your employer confirms your request before your leave begins! For more information about federal and state maternity leave programs, read on! Did this summary help you? Yes No

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Written by admin • October 11, 2023 • 7:59 am • Employee Support • 15 Comments

Maternity Leave Application: Tips and Samples

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.

Below are samples illustrating how a prospective mother can construct a maternity leave application tailored to her workplace’s specific requirements.

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.

Components of Maternity Leave Application in India

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 & Samples

A woman may apply for maternity leave in a number of different ways:

• By sending an email or letter requesting maternity leave
• By speaking face-to-face with the employer
• Using the phone

In order to assist you in successfully creating a convincing application for maternity leave, this blog will give several maternity leave application samples and writing advice.

Maternity Leave Application Format

[Today’s Date]

[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]

Sample 1: Maternity Leave Application for Teachers

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 October 9, 2023. As per the organisation’s policies, I kindly request maternity leave commencing from August 29, 2023, until January 20, 2024.

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,

Leena Fai Mob: 8787541908 Home phone number: 0389-2376854 Social Science Teacher ABC School

Sample 2: Maternity Leave Application for Manager

Dear Parth,

I am writing to inform you that I will be taking my allotted 26-week-long maternity leave starting 29/08/2023, as my due date is 09/09/2023. Should everything go according to plan, I should be able to return to the office by the second week of February 2024.

I have made it a priority to complete all pending projects before I go on my leave. Mr Sebastian Knight, the assistant manager, 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.

Jessica Vali Manager Quality Assurance Department Mob: 9857879732 Home phone number: 011-2346954 Company abc

Sample 3 – Application for Maternity Leave

Dear [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]

Sample 4 – Maternity Leave Letter

Subject: Maternity Leave Application

Dear Mr./Mrs.{Recipient’s Name},

I’m sending you this email to let you know that my due date is August 27, 2023. 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.

Miss Nina Rami 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,

{Your Name} {Phone Number} {Designation}

Sample 5 – 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 27/08/2022. 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, Mr. Anil Kapoor and Miss Poonam Rai 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]

Sample 6 – Application for Maternity Letter

Subject: Application for Maternity Letter

I hope this message finds you well. I am writing to formally request maternity leave from [Mention Start Date of Maternity Leave] to [Mention End Date of Maternity Leave] . I have attached the necessary documents from my doctor confirming my pregnancy and due date for your reference.

During my absence, I have made arrangements for Mr. Aman Singh to manage my roles and responsibilities. He will provide regular updates on work progress thrice a week. My contact details are provided below for any urgent matters or if you need to reach me.

I assure you of my commitment to ensuring a smooth transition of my tasks. Should there be any changes in my plan, I will promptly inform you.

Thank you for your understanding and support. I am looking forward to your positive feedback.

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.

• Leave Application for School, Office & College With Samples
• Email Writing Format & Samples

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Maternity Leave Letter: Format, Sample & How to Write

• Updated on  
• May 1, 2024

A maternity leave letter is a formal request written by an expectant mother or a new mother to her employer, informing them of her intention to take time off work due to pregnancy, childbirth, and/or caring for a newborn child. On this page, we will help you understand what a maternity letter means, how you can write it and what information you must add to yours.

As per the Maternity Leave Act of 1961, a pregnant woman can take a paid maternity leave of 12 weeks. Later, the leave duration increased up to 26 weeks after an amendment in 2017. In this blog, we will help you how to apply for maternity leave in English including some samples with the format, tips and examples to help you. This blog also includes some tips for a maternity leave extension letter.

Table of Contents

• 1 Write a Maternity Leave Letter in 5 Easy Steps
• 2 Maternity Leave Letter Format
• 3.1 Sample 1
• 3.2 Sample 2
• 3.3 Sample 3
• 4 Maternity Leave Act of 2017  

Also Read: Leave Application for School From Parents

Write a Maternity Leave Letter in 5 Easy Steps

Here we have mentioned some tips for writing a Maternity Leave Letter in 2024. Keeping these points in mind at the time of applying for leave will improve the writing tone. Have a look at the points below:

• Never use an informal tone in a maternity leave application.
• Try to maintain the professional language.
• Mention the leave days or weeks you are asking for.
• Do not forget to mention the approximate date of rejoining the work.
• Make sure to mention your colleague’s name who will take care of the work in your absence.

Apart from this, if you have spent the approved leaves but you want to write maternity leave extension leave. Make sure, you mention the reasons behind the extension of your leave.

Also Read: Letter to the Editor

Maternity Leave Letter Format

Below is a format for the maternity leave letter. Employees will have to include the same in their application for maternity leave.

• Name and address of the sender- The first step to writing a maternity leave letter is to include the name and sender’s address. Here the employee can add her personal address and name
• Date- The date you are sending the letter has to be included in the next line.
• Name and address of the receiver- Next, you can add the official address of the organization as well as the name of the receiver.
• Subject- Under the subject clearly specify the reason for sending the application. For example, in this case, you can write that you are applying for maternity leave.
• Salutation-  Address the receiver as Sir/ Ma’am, as applicable
• Body of the letter- Clearly explains the reason for the leave and how long you would need the maternity leave.
• Thank the receiver- Finally, thank the receiver for reading this letter and end the letter with your signature and name.

Maternity Leave Application Samples

Below we have mentioned some samples of Maternity Leave Application to help women who are going to be mothers soon. These maternity leave letter samples can be edited according to your situation and are ready to send to your organization/manager/senior.

Here is a maternity leave letter for a teacher applying for such leave in school:

Also Read: How to Write a Motivation Letter?

Here is a maternity leave letter sample for an administrative staff of a school:

Also Read: LOR samples for students

Maternity Leave Act of 2017  

The Maternity Leave Act of 2017 (Amendment) increased the duration of maternity leave from 12 to 26 weeks. maternity leave can be applied for by the women 8 weeks before the estimated delivery date. Women who have more than two children can get leave for approximately 12 weeks. That is 6 weeks before the delivery date and 6 weeks after the delivery. The payment made during maternity leave is based on the average daily wage for the period of actual absence.

Ans. An employee can write a maternity leave letter either by email or as a formal printed letter. The letter should clearly explain the weeks the employee will not be available. Also, the employee has to specify the joining date as well. One important thing is to attract medical documents as proof.

Ans. Employees can ask for maternity leave at work by writing a maternity leave application. The employee also needs to research well about the company’s policies and leave work with team members before applying for the same.

Ans. Employees should inform about the maternity leave after their delivery as soon as possible.

Related Blogs:

A maternity leave letter is a very important letter that female employees need to send to get maternity leave. The leave letter should contain the dates the employee will not be available, an attached medical proof, and the date of rejoining. Getting maternity leave is beneficial for the employee as it will be a paid leave. To learn about different applications like these, follow the school education page of Leverage Edu now!!

Blessy George

Blessy George is a Content Marketing Associate at Leverage Edu, boasting over a year of experience in the industry. Her expertise lies in crafting compelling content tailored to online courses, making her a go-to source for those navigating the vast landscape of digital learning. In addition to online classes, she writes content related to study abroad, English test preparation and visas. She has completed her MA degree in Political Science and has gained valuable experience as an intern.She is known for her extensive writing on various aspects of international education, garnering recognition for her insights and contributions. Apart from her professional pursuits, Blessy is passionate about creative writing, particularly poetry and songwriting.

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Leave Application Letter for Office: Format, Samples, Templates

Home Blog others Leave Application Letter for Office: Format, Samples, Templates

A leave application is something everyone has been taught to write since school days. But what I have seen is that many individuals have several doubts swirling around when they actually sit down to write one. Being an employee of a private firm for many years, I have witnessed the same issue in the work scenario, too. Moreover, I feel that the leave application for office must be written in a convincing, engaging, yet formal manner.

For me, the application of leave in office acts as an official statement to let the manager know that I am planning to take a leave from work. Now, do you know the leave application format for office? If not, let me help you learn the process of drafting such a document. I also recommend taking the KnowledgeHut Professional training for further help with such workplace communication.

Why Should You Submit an Office Leave Application?

Submitting a leave application for office informs your manager or team lead about your absence from the workplace. Remaining off work without the knowledge of the management may reflect an unprofessional attitude on your side. I think it also creates a difficult situation for your respective team and may hamper the progress of some of your ongoing projects.

Hence, I think it’s a good idea to draft a leave application letter for the office beforehand. You can even send the application on the day when you won’t be able to attend the office because of a personal matter or other unavoidable circumstances.

Types of Leave Application

A leave application for office can be of various types depending on how they accommodate different situations. I have curated the common leave application types for your reference below:

• Maternity Leave Application:  A time off given to new mothers to care for their newborn or newly adopted child.
• Annual Leave Application:  A planned time off that can be accrued over a particular year.
• Sick Leave Application:  An application granted for medical appointments or health-related issues.
• Vacation Leave Application:  This time off is similar to the annual leave application and can be used for relaxation and travel purposes.
• Casual Leave Application:  A short or unplanned leave granted to employees for unforeseen or incidental reasons.
• Emergency Leave Application:  A compassionate or urgent time off granted to address sudden or unforeseen family and personal emergencies.
• Half-day Leave Application:  A type of   leave application for an office that grants the employee permission to be absent from work for half of the usual working hours in a day.

What to Include in an Office Leave Application Letter/Email?

Learning how to write a leave application begins with knowing the content that you must include in your letter or email. Therefore, what follows is my list of points that should definitely be included in your leave application for office.

• Salutation:  Such an approach will usually include the name of an addressee whose name is written in your notice of leave.
• Subject:  This section of the leave application should include the cause behind your request for leave and the date you filed for it.
• Reason for Leave: I advise that you put across the necessary details so that your application for a leave grant while transiting from office receives the attention it deserves.
• Work Plan: To assure peace of mind to customers, talk about your colleague who will look after all responsibilities when you are not there.
• Closing Sentence: Give thanks to the said individual.
• Name:  State your correct name.
• Designation:  Tell about your exact job function in the company.
• Date:  Cite the present date.

Leave Application Format for Employee

Let me show you a leave letter format for the office that will help you draft future applications with ease.

To: [Manager’s Name]

From: [Your Name]

Date: [Current Date]

Subject: Leave application for [your reason and date]

Dear [Manager’s Name],

I am writing to request a leave of absence for (number of days) from (start date) to (end-date). The reason for my leave is (your valid reason for leave).

I have completed all the urgent tasks and delegated the remaining tasks to (your colleague’s name). I am confident that my absence will not have any negative impact on our team’s work.

I will be available by email or phone during my leave if needed. I will also make sure to check my work email regularly.

I appreciate your consideration.

[Your name and designation]

How to Write a Leave Application Letter for Office

Following the correct leave application format for employees is important for you to be granted leave from your workplace. That is why I have curated a step-by-step guide for you to learn how to draft a leave application for office.

1. Use the Company Letterhead:  Use an official letterhead for your leave application if your company has one. It will help add a professional touch to your leave application for office for personal reasons or any other reason. Include your company name, address, and contact information as given on the letterhead.

2. Include the Date:  Write the current date you submitted the leave application at the top left or right corner. I advise you to use the DD/MM/YYYY format.

3. Add Your Name, Designation, and Employee ID:  Mention your full name along with your position or designation in the company and employee ID, if applicable.

4. Address the Recipient:  Your leave application for office should be addressed directly to your HR department head or reporting manager as specified by company policy. Try to use formal titles like Sir or Ma’am.

5. Subject Line:  Include a subject line that briefly states your leave request.

6. Content:  I suggest you clarify the reason and time period for the leave in the paragraph. Along with that, make sure you clearly explain the reason for your absence. According to the company policy, you will need to give enough time for your planned leave to the concerned authority.

7. Polite and Formal Tone:  Maintain a formal and courteous communication style at all times throughout the leave application. Strictly avoid making unreasonable demands.

8. Express Gratitude:  Finally, end by thanking the approval authority for taking the time to review your leave application.

9. Signature:  Wrap up the leave application with your full name and signature.

10. Proofread:  Double-check the leave application for any grammatical, factual, or spelling errors before submission.

Sample Leave Applications For Office

A sample leave letter format for office can help you draft your future applications without making any errors. Let me walk you through some of these sample leave applications for the office.

1. Sample Leave Application for Office for Personal Reason

The following sample leave application will help you learn how to cite personal reasons for your absence.

Subject: Application for Personal Leave

Dear {Recipient’s Name},

I have an important personal matter to attend to due to which I will not be able to come to the office from {start date} to {end date}.

I have transferred all my tasks to {person’s name} and have asked them to call me for any help during my absence.

Kindly consider my leave application for approval and oblige.

Yours Sincerely,  {Your Name}

2. Sample Leave Application for Marriage

The leave application for marriage is different from other leave applications for office, as shown below.

Subject: Leave for Marriage Ceremony

Dear Sir/Ma’am,

I am pleased to announce that I will be getting married on {Date}. So, I request you to grant me leave from {Date} to {Date} for my marriage function.

I have already started to work towards completing my task before the date.

Looking forward to receiving a positive response from you soon.

{Signature}

3. Maternity Leave Application Sample

Here is a leave letter for office samples for those who want maternity leave.

Subject: Application for Maternity Leave

I am writing to inform you about my decision to take the allotted {Number of weeks} of maternity leave available to me. I plan to start my leave on {Starting date} and return to the office by {joining date}.

I will let you know as soon as possible if my plans change for any reason. I have attached the physician’s letter to confirm the relevant details.

4. Annual Leave Application

Here is a sample of an annual leave mail in the office   for your reference.

Subject: Annual Leave Application

I will be traveling with my family for one month between {start date} and {end date}.

As per my prior discussion with my team lead, I have requested my colleague {enter name} to take over my project while I am on leave.

I may not be available to take calls because of the nature of my travel plans. Please address any urgent work matters to my email address {email ID}.

I await a positive reply to my leave request.

Thank you and regards,  {Your Name}

5. Sick Leave Application

Here is a sample sick leave application for the office for your reference.

Subject: Sick Leave Request for One Day

Dear [Supervisor/Manager’s Name],

I regret to inform you that I will not be able to visit the office tomorrow, [date], due to my health condition. I have visited the doctor and therefore will have to take the day to relax and recover. Therefore, I would like to request one day of sick leave.

I will be available via email for all urgent work matters.

Wishing you and the team a productive day in my absence.

Kind regards,

[Your Name]

6. Vacation Leave Application

Here is a vacation leave letter example for office.

Subject: Vacation Leave Application

Dear Mr./Ms. {Recipient’s Name},

I am writing this application to request a leave of absence from {start date} to {end date}. My family and I are taking a vacation to Manali as this period marks the summer vacation for my children. I want to take part of my allotted paid leave in this regard.

In the meanwhile, my teammate, {enter name}, has been authorized to take up any pressing matters in terms of my job duties.

I look forward to your approval.

Sincerely,  {Your Name}

7. Casual Leave Application

Subject: Casual Leave Application

Dear Mr./Mrs. {Recipient’s Name},

I request a leave of {X days} from {start date} to {end date} since I have to attend to a medical emergency of a close relative. As the relative is situated in Uttrakhand, I must be away for {X days}.

I shall be reachable during the period mentioned in my email. My person in charge, {person’s name}, will be handling my tasks in my absence.

I will be thankful if you consider my application at the earliest.

8. Emergency Leave Application

Here is how you can write a leave letter for an emergency.

Sub: Emergency Leave Letter

I have to tend to a personal matter in my hometown because of which I will not be able to come to the office until {date}.

I have informed my colleagues about my leave and have briefed everyone on the project we are working on. You may contact me on (Your mobile number) if you need me with any urgent information.

Please grant me a leave for three days and oblige.

{Your Name}

9. Leave Application for Half-day Sample

Here is a sample leave application for the office for a half day.

Subject: Request for Half-Day Leave on [Date]

Dear [Supervisor Name],

This is to inform you that I am applying for a half-day leave on [Date], [Morning/Afternoon]. I need to [briefly state the reason for leave].

I have completed all urgent tasks and informed [colleague name] about my absence. They have agreed to cover the pending tasks for me.

I will be available via email or phone throughout the day for urgent matters.

Thank you for your understanding and consideration.

Leave Application for Office: Template

I have attached a sample   leave application for the office template for your reference. You can also download it instantly.

Tips for Writing Office Leave Application Letters

I have also curated some tips that you can use while drafting an application for medical leave in the office or for other reasons.

• Use a formal tone and professional format to write the leave application for the office.
• Provide all relevant details, including the purpose of your leave and the duration of absence.
• Send your leave application in time.
• Let the management know about your work status, too.
• Attach supporting documents if needed.
• Follow up with the manager or supervisor if they have not responded to your application yet.

Writing a leave application for the office will be an easy task for you once you have read this guide. I have included the formats for all application types, including a one-day leave application for the office, for your reference. Moreover, you must also follow all the tips and guidelines to ensure your application is in the correct format and tone.

You can learn more about such leave applications and how to draft them through free online courses from KnowledgeHut. These courses will enable you to learn more about effective communication in the workplace and enhance your skills for career advancement.

Frequently Asked Questions (FAQs)

You can apply for a casual leave application for the office if you want to attend a function. Make sure to follow the correct format and inform your manager about your planned absence. This will enable you to get approval instantly.

Several leave types are available for employees, including maternity, annual, half-day, casual, vacation, and sick leave. Familiarizing yourself with their respective formats is essential to ensure you submit the correct application.

Your application should encompass several required elements. The three simple ones are the subject line, the date, the reason for your leave, and the name of the person to whom you have transferred your work.

List down the factors that your manager can incorporate in canceling your absence request for the office. If your manager’s explanations are not convincing enough and you need a leave, you can discuss the matter with your HR department, which may be escalated to the seniors if required.

Yes, your leave remains cancelable even after it is approved. All you have to do is prepare a new document stating the new dates or your reasons for changing your leave. You may also want to bring the matter to your HR and proceed with the application without any problem.

Abhresh Sugandhi

Abhresh is specialized as a corporate trainer, He has a decade of experience in technical training blended with virtual webinars and instructor-led session created courses, tutorials, and articles for organizations. He is also the founder of Nikasio.com, which offers multiple services in technical training, project consulting, content development, etc.

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