She Might - Writing a Maternity Leave Request Letter + Example Letters (2023)


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.

(Video) Write Maternity Leave Application in English

The Anatomy of a Strong Maternity Leave Request Letter

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

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

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

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

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

Know Your Workplace

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

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

Example 1: Casual Letter

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

Subject: Maternity Leave Request

Dear Mr./Mrs. [Recipient’s Name],

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

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

(Video) Maternity Leave Application to Employer – Maternity Leave Request Letter

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

See my attached maternity leave plan for further details.

Yours Sincerely,

[Your Name]

Example 2: Formal Letter

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




[Manager name]

[Business address]

Dear Mr./Mrs. [Recipient’s Name],

(Video) How to Write Maternity Leave Request Letter | Pregnancy Leave Letter | [Tips, Format]

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

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

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

See my attached maternity leave plan for further details.


[Handwritten signature]


Example 3: Tailor to Corporate Guidelines

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




(Video) Write an application for Maternity leave in office

[Manager name]

[Business address]

Dear Mr./Mrs. [Recipient’s Name],

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

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

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

See my attached maternity leave plan for further details.

Yours Sincerely,

[Your Name]


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.

(Video) Application To Principal For Maternity Leave | How To Write Maternity Leave Letter |


#career #maternityleave #katiedanilich


How do I write a letter of request for maternity leave? ›

Maternity Leave Application Template

Dear Sir/Madam, I am [Your Name] working as [Your Designation] in [Name of the department]. I would like to inform you that I am pregnant and would like to take [number of weeks or days] of maternity leave beginning [start date]. I would be back to work from [reporting date].

Do I need to write a letter for maternity leave? ›

It's best to tell your employer in writing so you have a record. Your employer should confirm the end date of your maternity leave. If they don't, it's worth asking them for it to make sure you both have the same date in mind.

How do I write a maternity notice? ›

Dear [name of employer], I am writing to notify you of my pregnancy. My expected week of childbirth is [insert date]. I would like to start my maternity leave on [insert date you would like to start your maternity leave].

How do I ask HR for maternity leave? ›

What to Do
  1. Know your federal rights.
  2. Know your state and local rights.
  3. Make a plan.
  4. Decide how to approach your employer.
  5. Ask for 12 paid weeks minimum.
  6. Inform your employer why paid leave benefits business.
  7. Take notes when you negotiate.
22 May 2019

How do you say maternity leave in an email? ›

I am out of the office on maternity leave from [Date] to [Date]. I will have no access to email during this time. If you need immediate assistance, please contact [Name] at [Email] or [Phone]. Otherwise, I will respond to your message upon my return.

How do you write a maternity leave email to a coworker? ›

Thank you for your email. I'll be out of the office [on maternity or parental leave] until [date]. [I'll be checking my email weekly/monthly/periodically. Please re-send messages you need me to review with URGENT in the subject line and I'll get back to you as soon as I can.]

What should I ask about maternity leave? ›

9 Essential Questions To Ask Your Boss Before Going On Maternity Leave
  • What is the Company's Policy on Disability? ...
  • What Forms Do I Need to Fill Out to Request my Leave? ...
  • Do I Get Paid While on Maternity Leave? ...
  • Will my Maternity Leave Affect my Vacation Days? ...
  • Am I Still Eligible for my Bonus?
2 Sept 2021

When should you apply for maternity leave? ›

When can I take my leave, and for how long? Your maternity leave can begin at the earliest 16 weeks before your expected delivery date, and it must end at the latest 20 weeks after the child is born.

When should you notify maternity leave? ›

If you're entitled to paid maternity leave, you must tell your employer you're pregnant no later than the 15th week before your baby is due.

When should I start maternity leave? ›

When can I start my maternity leave? In normal circumstances, the earliest your maternity leave can start is 11 weeks before the date your baby is due. If your baby is premature, or there is another pregnancy-related reason for you to be off work, you may need to start your maternity leave before this.

How do you write an email to your boss about pregnancy? ›

Try this: I'm thrilled to share the news that I'm pregnant! I'm due in [number of weeks], but as you've seen my work output has not changed. I'd like work with you to devise a plan so there's coverage during my maternity leave, and in the meantime, I've pulled together notes on [your daily tasks].

What can I say instead of maternity leave? ›

Call it a parental leave policy. Labels are important here, because “maternity” means mom and “paternity” means dad. Parental leave includes all caregivers, regardless of gender.

What are reasons for maternity leave early? ›

Common reasons that necessitate starting leave early include threatened premature labor or increased blood pressure. If your doctor orders you to stop working after you have submitted your form stating you expect to work until delivery, you will update the request, reflecting the new date that your leave began.

What is the process of maternity leave? ›

The Maternity Benefit Act provides that a woman will be paid maternity benefit at the rate of her average daily wage in the three months preceding her maternity leave. However, the woman needs to have worked for the employer for at least 80 days in the 12 months preceding the date of her expected delivery.

What should I do early maternity leave? ›

Here are a few ways to enjoy your maternity leave, and make the most out of every minute.
  • Get to know your newborn. ...
  • Let the outside world wait a little. ...
  • Ask for help. ...
  • Hire help. ...
  • Leave work at work. ...
  • Go for a stroll. ...
  • Don't feel guilty about leaving the house. ...
  • Seek out other new moms.
24 Mar 2021

How many days before should I inform about maternity leave? ›

Most women prefer to inform their employer after the 12th week as many families traditionally believe that a pregnancy should only be disclosed after that period. However, you may need to tell your employer much sooner, if you have complications or conditions that may affect the way you work.

Do I have to give 4 weeks notice for maternity leave? ›

An employee must give the employer written notice at least four weeks before beginning either maternity or parental leave. The notice must advise the employer of the intended length of leave.

How many days before we should inform maternity leave? ›

The period of one month immediately preceding the period of six weeks, before the date of her expected delivery; Any period during the said period of six weeks for which the pregnant women does not avail of leave of absence.

What should I do before maternity leave? ›

11 Things to Do Before Maternity Leave
  • Plan Your Exit and Re-Entry Strategies Simultaneously. ...
  • Learn More about Your Family Leave. ...
  • Run the Numbers. ...
  • Ask HR about Family Benefits. ...
  • Plan Your Child Care. ...
  • Find a Work Ally. ...
  • Stay in the Loop. ...
  • Create or Join a Working Parents Group.
19 May 2021

Can I take maternity leave 6 months pregnant? ›

(a) at the period of one month immediately preceding the period of six weeks, before the date of her expected delivery; (b) any period during the said period of six weeks for which the pregnant woman does not avail of leave of absence under section 6. 5. Right to payment of maternity benefit.

How many hours should a pregnant woman work? ›

Legally, pregnant women can continue to work the average 40 hours a week or the hours that they were working previously. However, a pregnant employee must only continue to work these hours if it is safe to do so, physically and emotionally.

Can my employer refuse my maternity leave date? ›

You should give notice in writing e.g. by email if your employer asks you to and it's a good idea to confirm what has been agreed in writing to avoid any confusion. Your employer cannot refuse to let you take maternity leave or refuse to let you change the start date providing you give notice as above.

Can I quit my job and still get maternity pay? ›

If you decide to resign after having your baby, you will be entitled to continue to receive your Statutory Maternity Pay or Maternity Allowance for the remaining 39 weeks (unless you start a new job) and you will be entitled to your usual contractual benefits such as annual leave, up to the end of your notice period.

Can I quit right after maternity leave? ›

You're not legally required to return to work after maternity or paternity leave. You can quit your job at any time, for any reason. Unless you are required by contract to stay in your job for a certain amount of time, you're an at-will employee and are legally entitled to quit.

Which month must I take maternity leave? ›

Maternity Leave | Labour Guide. The employee is entitled to 4 months unpaid maternity leave. Maternity leave should commence one month before the expected date of birth of the child, and the employee is obliged to give the employer one month's notice of the commencement of maternity leave.

Which month is best for maternity leave? ›

When should I take my maternity leave? Some women begin taking their leave a week to a month before the expected birth because of discomfort or the desire for time to prepare. Others wait until the last moment so they can maximize their time with the baby once it arrives.

How many weeks notice do I need to give my employer for maternity leave? ›

Statutory Maternity Leave

At least 15 weeks before the baby is expected, your employees must tell you the date that: the baby is due. they want to start their maternity leave - they can change this with 28 days' notice.

What happens if baby arrives before maternity leave starts? ›

If your baby is born prematurely and you have not yet started your maternity leave, your maternity leave will start on the day after the birth. There is no flexibility over the start of your leave as it is compulsory to be off work for the first two weeks after childbirth (four weeks if you work in a factory).


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