How to Write a Maternity Leave Letter

How to Write a Maternity Leave Letter

The arrival of a child is a joyous occasion. It is expected that you will want to take time off work to enjoy the moment with your loved ones. Additionally, it is also considered healthy for a mother to bond with their newborn. This is why it is crucial to learn How to Write a Maternity Leave Letter.

A maternity leave letter is a formal document. It details your intention to take time off work at the end of your pregnancy to care for your child. Besides asking permission to do this, it should also detail your away dates, plans for pending work, and contact information.

In this article, we review how to communicate your leave request to your boss effectively.

What to Include in a Maternity Leave Letter

A maternity leave letter is different from other leave applications in that the circumstances are not modifiable. You cannot postpone your due date. However, the letter must adhere to company policy and follow closely after a one-on-one discussion with your employer. Here is what your letter should include:

  • Recipient Address – This is your company address and the HR Manager’s name.
  • Date – After the address, always indicate the date you drafted your request.
  • Subject Line – Include a brief phrase that captures your reason for writing.
  • Body – In the first paragraph, reintroduce the reader to your situation. Mention your expected due date, the reason for taking maternity leave, and the dates you plan to be away. Next, provide the reader with a workload proposal that covers your pending projects. You can also include your contact information should anything not go according to plan. Finally, briefly mention how you plan to transition back to work.
  • Sender’s Details – Close your letter with a note of thanks, your name, signature, and job title

Writing Tips for a Maternity Leave Letter

Most people understand that pregnancy and motherhood is a significant milestone. However, it would be unprofessional to just miss work without discussing it with your employer. The following tips should help you properly communicate your leave request:

  • Use the appropriate salutation.
  • Remind the reader of your pregnancy and due date in the first paragraph
  • Include exact dates for when you will leave and resume work
  • Keep your letter short and to the point.
  • Use a polite and professional tone.

Maternity Leave Letter Template


{HR Manager’s Name}

{Company Name}

{Company Address}

{City, State, Zip Code}

Re: Maternity Leave Request

Dear {Mr./Mrs. Ms. Last Name},

As you know, I am expectant. I am writing to inform you that my due date has been set for {date}. I am also writing to request time off from work for my maternity leave from {leave date} to {resume date}. This time will allow me to physically recuperate and take care of my new child.

While away, I plan to {briefly describe your work plan}. I have also made arrangements with {colleague/supervisor name} to handle my pending projects.

If you need me for anything during my leave, you can reach me at {contact information}.

Thank you for your time and consideration.


{Your Name}

{Job Designation}

Sample Maternity Leave Letter

9 November 2030

Henry Cooper

JKL Company

343 Garden Grove

Jersey City, NJ 23121

Re: Maternity Leave Request

Dear Mr. Cooper,

I am writing to request permission to take time off work for my maternity leave. As you know, I am expectant. My due date has been set for 23 November 2030, after which I plan to be away from work for 4 weeks. This time will allow me to recuperate and care for my new child.

During my leave, I plan to handle all pending projects on my portfolio. I have made arrangements with my assistant, who will cover any new assignments in my absence.

If you need me for an emergency, you can contact me at or 345 6789 123.

Thank you for your time and consideration.


Rachel Ray

Senior Electrical Technician

Maternity Leave Letter (Word Template)

File Format
  • MS Word

Bottom Line

Now that you know How to Write a Maternity Leave Letter, you should have an easier time communicating your request. Remember to use professional and polite language. It is also important that you include the exact dates you plan to leave and resume work. If your absence will affect other people in your department, detail in your letter how you plan to compensate. Finally, always send in your request at least a week before you need to leave.