Updated at: 21-09-2022 - By: Sienna Lewis

Writing a formal letter of maternity leave intent is the most effective approach to notify an employer of your planned absence from work while you care for your newborn. It also makes sure that your coworkers are aware of when you’ll be gone and how they may help out while you’re gone. Including a proposal for how your work should be handled in your letter can take some time and careful thought. We’ll go through the benefits of sending a maternity letter, the steps you may take to create one, and provide a sample and outline to get you started.

Why send a maternity leave letter?

All of the specifics of your maternity leave should be put in writing for your manager’s reference. This will allow them to better prepare for how to handle your work while you’re away. Usually, it’s best to let people know as soon as you know how long your maternity leave will be and when you plan to take it. Forward this letter to your immediate supervisor and any other appropriate parties, such as the HR manager.

Free Maternity Leave Letter of Intent - PDF | Word – eForms

How to write a maternity leave letter

Generally speaking, a maternity leave letter should include the following:

  1. Be sure to prepare your document correctly.
  2. Date and address should be included.
  3. Provide an address for the receiver.
  4. Make sure you welcome people properly.
  5. Justify your letter’s existence.
  6. Give some kind of workload estimate.
  7. Determine what kind of interaction is expected.
  8. Think about how you’ll ease back into society and include that in your plan.
  9. Acknowledgement and appreciation should be communicated.
  10. Sign and date it.

1. Use proper formatting

Use a clear, legible typeface like Arial, Times New Roman, or Helvetica when typing your letter. Leave a space of one inch on either side.

2. Include the date and address

To begin, put your address at the top left of the page. When writing an official letter, it is customary to skip a line before including the date.

3. Include the recipient’s address

Move down a line below the date and write your manager’s business address on the following line.

4. Use the proper greeting or salutation

Even if you and your boss enjoy a relaxed working relationship, you should always greet them formally. To an individual by their last name, you can start a letter with “Dear Mr./Ms. [last name].”

5. Explain why you’re writing

In the first paragraph, you should state why you are writing and how long your maternity leave will last. In addition to the planned delivery date, you should specify the days on which you will be departing and returning to work. If your company is amenable to it, you might also propose working remotely while you’re pregnant or after you’ve had the baby.

6. Provide a workload proposal

Leave a comment below outlining your proposed strategy for getting your work done while you’re away of the office. Be forthright about the tasks you anticipate failing to finish and the ones that must be done in your absence. Define the status of any projects you were responsible for, whether they were short-term or long-term, and how they would be handled after your departure. Describe who you think can carry out certain tasks in your absence.

7. Set expectations for communication

Tell your boss how much you plan to keep in touch with them in the closing line of your letter requesting maternity leave. Make sure they know if you won’t be checking work email at all on your trip. If you intend to do some work on your absence, you should communicate your expected frequency of check-ins.

8. Include a plan for your transition back

You may also want to mention in the final paragraph any adjustments to your work schedule that you anticipate will be necessary upon your return to work. You may want to put off making a final decision on this until you’re more certain.

9. Express gratitude

Thank your employer for allowing you to take time off after having a child. You should express gratitude for their tolerance.

10. Include your name and signature

If you plan on handing your boss a hard copy of your letter, it is appropriate to sign it by hand and then type your name underneath. Whenever you compose an email message, simply sign your name.

Template of a maternity leave letter

Here is a template for a maternity leave letter you can use to help write your own:

Here is a template for a maternity leave letter you can use to help write your own:

A sample maternity leave letter is provided for your reference:


Name of Manager

Dear [name],

I am writing to let you know I am expecting a child and will soon be going on maternity leave. My due date is [date], however I intend to keep working up to [date] (or until your due date or delivery), whichever comes first. I’ll be on maternity leave for the specified amount of weeks. I anticipate no difficulties in returning to my existing employment and continuing to provide the same level of service I do now.

It is my recommendation that [name] take control of [project name] while I am away on leave. Please elaborate on your proposal in the space provided. Please take these suggestions as a starting point for a discussion about how to best manage my workload. Please let me know if there is anything you’re worried about.

Please reach me at [email protected] or [phone number] if you need anything during my maternity leave. [State your intention to work throughout your maternity leave here.] Before I leave on maternity leave, please let me know if there are any paperwork items I need to complete for you. Please understand that I need this time to rest and bond with my newborn, and I appreciate your understanding.

Thank you for your consideration,

A handwritten signature is acceptable here.


Example of a maternity leave letter

You can use this sample maternity leave letter as a template for your own communication.

To wit: Jessica Myers

Address: 234 Main Street, Kansas City, MO 32512

June 1, 2019

To whom it may concern: Erin Jones

To Be Determined: A Maverick Firm

To Ms. Jones,

I am writing to inform you that I am expecting a child and will be taking a leave of absence from work for a period of 12 weeks. I am due on December 4, 2019. Starting on November 15th, I will be working from home until the day I give birth. On March 1st, 2020, I plan to resume my regular job schedule.

I will make every effort to wrap up my most pressing work before going on vacation. Since Jessica and Kira have been helping me out so much on various client initiatives, I intend to give them more responsibility in the day-to-day operations of the company. My trust in them to handle the workload while I’m away is unshakeable. When I’m abroad, my assistant Kira may handle inquiries from clients and launch new marketing initiatives in my stead. If you have any questions about this notion or if you have any other ideas for distributing my work while I’m gone, please let me know.

In advance, I appreciate you giving me this time off to rest and bond with my newborn. I would appreciate knowing if there are any paperwork I need to submit before I go, or if there is anything else I can do to help with the transition. During my maternity leave, you can reach me at [email protected] or 234-123-2345.

Thank you for your consideration,

To wit: Jessica Myers

4 Steps for How to Write a Maternity Leave Letter

The importance of a maternity leave letter

It is important to inform your employer of your expected due date as well as the dates you want to take maternity leave. Providing your manager with ample notice through a maternity leave letter can make the transition easier for everyone involved. Reviewing a sample maternity leave letter and familiarizing yourself with its key components will help you write your own.

What is a maternity leave letter?

A maternity leave letter is a formal letter that informs your employer of your upcoming maternity leave and the anticipated duration of that leave. In your letter of absence, you should specify not just the days you will be away, but also your preferences for how your work will be handled during that time. For instance, you may wish to consider assigning your highest priority tasks to a certain employee or dividing your workload among several members of your team.

Preparing a maternity leave letter can be time-consuming and labor-intensive because it must detail your requests for how your work should be handled during your absence.

How to write a maternity leave letter

Here are some guidelines to follow if you need help composing a letter for maternity leave:

1. Include specific dates

Most employers will want to know when you plan to return to work after your maternity leave, so be sure to include that information in your letter. You should specify in your letter when the baby is due, when you plan to start your leave, and for how many weeks you will be away from work.

If you’re a mother who is on the fence about how long of a maternity leave to take, know that you’re not alone in your uncertainty. To be safe, it’s best to request more time off. There will always be the option to return early after the birth of the baby. Employers would rather have you back at work sooner than later.

2. Include a recommendation for your work

The advice for how your job should be managed during your maternity leave should be included in your letter of notification. Be sure to give some serious consideration to what tasks you can and cannot finish before you go. Think about the most pressing tasks that will need to be performed while you’re out of the office and assign them to the team members who are best qualified to get them done.

A good demonstration of your professionalism and dedication to your company is the creation of a precise plan outlining what tasks need to be accomplished, where you are with any projects, where you will be at the time of leave, and who on the team is most capable of managing them.

3. Address any communication during maternity leave

During your maternity leave, you can choose how much contact you wish to maintain with your employer. If you’re concerned about getting sucked into work and having your free time eaten up by email, you could want to tell your boss that you’ll only be checking your inbox on a very limited basis. If you are comfortable with the idea of working some during maternity leave, set clear expectations for the amount of time you’ll check in. You may want to expressly state that you’ll be unavailable for the first few weeks but available on a part-time basis after that.

This is your guide to the essential and entertaining things to do on maternity leave.

1. Get your baby insured

During your time off with childbirth, you can decide for yourself how much contact you’d like to keep with the office. If you’re afraid of getting sucked into work and having it consume your life if you check your email frequently, you might want to tell your boss that you’ll only be checking your email on a very limited basis. When taking maternity leave, some women feel more comfortable continuing to work than others. If this is the case for you, communicate with your employer your plans for how often you plan to check in. It’s possible you’ll wish to specify that the first few weeks will find you unavailable but that you’ll be available on a part-time basis thereafter.

Maternity Leave Plan Template New Maternity Leave Letter Hashdoc Gemma | Maternity leave planning, Maternity leave, Teacher maternity leave letter

As unbelievable as it may sound, the hospital will charge you for the care of your newborn. However, this is a common occurrence in their experience. Obtaining their SSN will likely be necessary, so you have about two weeks to procrastinate. Our hospital processed her application for a social security number and a birth certificate.

Put a reminder on your phone for each of those, as well as the date for including the baby on your health insurance.

2. Have professional photos taken ASAP

No later than day 10. Why? This is a cliche for a reason: they really do grow up quickly.

They undergo their first noticeable facial changes and rapid growth at roughly the 10-day mark, coinciding with the first round of predictable cluster feeding.

While it was helpful that our hospital’s photographer made rounds to meet with new mothers, I realize that not many hospitals provide this service (and I wasn’t very impressed with the quality or service I received). I would solicit recommendations and then check their availability via phone calls. Quickly finishing the photo shoot will allow you to cross that task off your list.

3. Get familiar with your baby book

Filling in a baby book can feel like a big project, and it is. Most of them allow you to record details about your pregnancy, such as food cravings, weight growth, the sensation of your baby’s first kicks, etc. Therefore, it is important to begin this treatment well in advance of the expected arrival of the kid.

Filling in a baby book can feel like a big project, and it is. Most of them allow you to record details about your pregnancy, such as food cravings, weight growth, the sensation of your baby’s first kicks, etc. Therefore, it is important to begin this treatment well in advance of the expected arrival of the kid.

It’s natural to view filling out a baby book as a daunting task. Nearly all of them provide sections where you can record details about your pregnancy, such as food cravings, weight growth, the sensation of your baby’s first kicks, and so on. Since this is a lengthy process, it is best to begin it before the baby is born.

Keep in mind the milestones you want to include in your book, such as learning to talk, rolling over, taking their first vacation, and so on.

4. Realize a new routine

Routines for a baby will shift like the seasons as life changes. A new challenge awaits you every week, but you have to keep doing what you do best. While on maternity leave, you should prioritize the things that are truly essential to you.

Establishing and maintaining a routine is crucial to your success. Though it seems like everyone is preoccupied with baby preparations, I feel it’s important to stress the importance of self-care for mothers. Who came first, the baby or the mother’s happiness? It’s like asking, “Which came first, the chicken or the egg?”

Seriously. Looking for a good companion.

5. Start journaling

Keeping a journal is an excellent strategy for remembering the events of each day and recognizing the significance of the small moments. It doesn’t matter how mortifying the contents of an old journal may be, I enjoy reading them (and they definitely are).

Maintaining a journal doesn’t have to be a time-consuming activity. These notebooks with just one line per day are ideal for new mothers. And you’ll be glad you took the time to write down the day’s best and worst moments.

The first six months are a complete blur when I think back on them now; learn from my misstep!

6. Reach out to work

The last thing on my list was to do this, but I suppose it’s mandatory…

The HR representative I spoke to while enrolling my daughter in health insurance advised me that, as a general rule, new moms are required to “check-in” once a week while on maternity leave.

However, in my opinion, a rule of thumb isn’t really binding. However, it is essential to open channels of communication. From the standpoint of an employer, the best course of action is “don’t contact her, she’ll call you.”

A simple email should do the trick.

7. Solidify care plans

When you return to work, what can we expect? Have you waited months on a waiting list? Is your mother-in-law planning to become a nanny or grandparent? Is it something you’re still trying to work out?

It’s time right now!

Make it official, even if you “thought” you knew the answer a few weeks or months ago. You should double-check their availability and agree upon a schedule that will benefit both parties. Determine what really matters by asking the right questions.

8. Arrange back-up care (x2)

Sick days are a major problem for working mothers. That goes double for the person who is taking care of your infant.

What happens to the infant if the nanny gets sick and wants a day off? Is time off of work required? Can you do it? When a regular caregiver isn’t available, do you have the funds to hire a last-minute replacement?

If you don’t have somebody in mind who fits that description, I would suggest recruiting a close friend or relative who might be available. The primary argument is that sometimes the cost is manageable (or nonexistent). And yet, now is the moment to have your backup ready, let them know they’re on deck, and lay out your expectations and boundaries.

9. Get involved in a mommy group

That’s something I wish I had done. Because my spouse stayed home with our newborn for my whole maternity leave, I didn’t. This was both a boon (everyone pitch in) and a bane (wahhh no one understands me).

I feel terrible that I didn’t take advantage of the new mom and baby group that most of the area hospitals provide. For some reason, I had it in my head that only housewives might benefit from it. Though I may have been correct, I regret not reaching out to other women in my situation.

10. Postpartum check up

Typical OBGYNs will schedule you for about 6 weeks out. If they don’t, make it happen.

OBGYN appointments typically need to be made at least six weeks in advance. Do it yourself if they don’t.

11. Ease into exercise

If your doctor gives you the go light, you can begin working out. Of course, you may (and should!) be on the move throughout your time off, and this is a perfect opportunity to establish some new, more beneficial routines. It’s like muscle memory; if you don’t utilize it, you lose it.

Don’t worry, I’m not suggesting you join a CrossFit gym only to remind you how great exercise is. That’s hilarious and torture at the same time.

Seriously though, you need to take it easy for a while, and any help is better than none. Relaxed exercises like walking or kegels would suffice. It’s your life; live it how you like!

The key is to plan ahead and dedicate some dedicated time to it. If you’re anything like me, you’re itching to get rid of the baby weight as soon as possible.

12. Scope out the local parks

Having a destination in mind is the greatest way to incorporate those walks into your daily routine. A newborn is too little to enjoy a playground or even the hip baby swings, but you can begin to form opinions on the playgrounds in your area.

I enjoy weighing the pros and cons of a situation.

13. Take progression pictures

You’ve heard of them, so you know the type. Take pictures of your baby as they grow and post them on social media to receive compliments. They will reward you (as will your fans).

I realize my inexperience, but I figure trying is better than doing nothing. I knew I needed to find a basic, readily repeatable pose/location/time of day to take photos before heading back to work after 12 weeks.

14. Treat yo’self

You need to take care of YOU. It’s inevitable that babies will outgrow the stage of being held constantly. The return to work after maternity leave ends is more difficult than any of the challenges of caring for a newborn.

I would hate for you to give my idea a cursory glance. Please don’t feel guilty about treating yourself to a massage, facial, new hairstyle, or shopping trip if that’s what makes you happy.

I went back to work after having my baby with a head full of new highlights to hide my still-present belly. Furthermore, the salon experience was quite relaxing. (It was also a dry run for my eventual return to the workforce.)

15. Get a haircut

To put it bluntly, I do not approve of Mom Haircuts. You’ll find every detail about them here.

Even yet, haircuts are deserving of inclusion here for the reasons that:

  • Your hair is generally always in a messy bun or top knot.
  • Unless you had your hair cut after labor, you should get a haircut every three months.

I won’t sugarcoat it; I hate getting my hair trimmed. They’re too pricey for my budget, and I’d rather let my hair grow out.

However, if you need to go back to work, a trim will help you feel more confident and seem more professional. You’ll want this.

16. Pack your pumping bag

Do you intend to pump while at the office?

At first, I didn’t get it, and that was mostly due to my own difficulties pumping while on maternity leave.

Without a massive freezer stash, I was still determined to breastfeed through my full-time job (and I did).

Even though I didn’t have a lot of frozen breast milk on hand, I was committed to continuing to breastfeed while working full time (and I did).

Keep reading for a pumping bag packing list I’ve drafted for you.

17. Build a baby capsule wardrobe

Time-wise, a baby’s compact outfit has been a godsend. Clothing for infants is quite cute, but the baby doesn’t need it. Moreover, I don’t have the time to manage a thousand miniature costumes.

At each “size” of my babe’s life, I’ve stuck to some basics. A few tried and true, comfortable, washable, neutrals, etc. I do this because it’s nice to rip off crapped on shorts without compromising the integrity of the outfit.

At each stage of my baby’s development (or “size”), I’ve maintained the same routine. A few tried and true, comfortable, washable, neutrals, etc. I do this because it’s nice to rip off crapped on shorts without compromising the integrity of the outfit.

At each stage of my baby’s development (or “size”), I’ve maintained the same routine. A few tried and true, comfortable, washable, neutrals, etc. I do this because it’s nice to rip off crapped on shorts without compromising the integrity of the outfit.

18. Host a Baby-Q

At each stage of my baby’s development (or “size”), I’ve maintained the same routine. A few tried and true, comfortable, washable, neutrals, etc. I do this because it’s nice to rip off crapped on shorts without compromising the integrity of the outfit.

Every time my baby has changed “sizes,” I’ve maintained the same routine. Some tried-and-true, soft, machine-washable, neutral, etc. This is what I do because it’s good to be able to remove soiled shorts without ruining the rest of my ensemble.

There will be no mad dash to see everyone and their mother. While you kick back, chow down, and drink it up as a new parent, the well-wishers and presents will come to you.

Just so I may have an excuse to host a Baby-Q with a fun theme, I really want another kid.

19. Baby proofing prep

I use the word “prep” because a newborn is completely helpless (but poop and sleep and eat). So many people questioned me throughout my pregnancy if I had baby proofed the house. In the beginning, baby proofing may seem like an unnecessary expense.

You shouldn’t use plastic clamps to seal the bathroom sink or wedge open the dresser drawers just yet. However, while on maternity leave, you can get a head start on those preparations. You still have time to baby proof your home before your little one learns to crawl.

I began making mental notes of potentially hazardous areas, including those with unstable furniture or readily available chemicals. Those things need to be addressed as quickly as possible, but baby proofing is really just a way of life shift. It’s important enough to warrant its own paragraph.

Not to scare you, but start scoping out your house for hazards and keep them in the back of your mind at all times. Things like turning pot handles over the stove so a baby can’t grab and pour a pot of boiling water over themselves.

Not to put undue stress on you, but it’s a good idea to start looking around your home for potential dangers and to have them in mind at all times. As an example, you can prevent a child from scalding themselves with boiling water by turning pot handles over the heat.


How do I write a maternity letter to my employer?

To Whom It May Concern: This letter is to inform you that I am expecting a child. My due date is [insert date here] and I am now in my [insert week of pregnancy here] due date. Please accept [enter desired start date for maternity leave] as the date I begin my leave.

How do I ask for maternity leave?

  1. You should be aware of your legal protections under federal law.
  2. It’s important to be familiar with the legal protections afforded at the state and municipal levels.
  3. Prepare an approach.
  4. Work up your strategy for approaching the company.
  5. We recommend a minimum of 12 weeks of pay.
  6. Explain to your employer the value of your time off.
  7. While negotiating, make sure to take notes.

What is standard maternity leave?

If you are eligible for maternity leave (and many individuals in the U.S. aren’t), you may expect to take off work for around 12 weeks. The federal government provides 12 weeks of unpaid, job-protected leave for the birth or adoption of a child through the Family and Medical Leave Act (FMLA).

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

It is with great pleasure that I share the news that as of (Date), I will be taking a maternity break from work (Date). The company has notified me that while I am out of the office, (Name of Employee) would be responsible for my obligations. Thus, please get in touch with him/her at (Email Id) and (Phone Number) regarding any tasks I was handling.

How do I tell my boss about paternity leave?

Hope this letter finds you in good health. Here’s the wonderful news: Wife’s name> and I have been blessed with a newborn boy/girl. Consequently, I am writing to ask for paternity leave from your company from [start date] to [end date].

When should I apply for parental leave?

Leave can start any time after the birth or adoption of a child, but must be completed within 78 weeks of the date the baby is born or placed with the parents.

What can I do if my hair loss continues after childbirth?

Leave may begin at any time after the birth or placement of a child for adoption, but must be finished no later than 78 weeks after that date.

Loss of eyebrow hair is a common symptom of this autoimmune condition, which often affects adults and can occur suddenly and without warning.

Sample Maternity Leave Letter Unique 6 Maternity Leave Letter Templates Pdf | Maternity leave planning, Letter templates, Simple cover letter template

What is the best way to cope with postpartum depression symptoms?

Expectant parents frequently experience anxiety prior to giving birth due to uncertainty about their own reactions and those of their partners. Having a strong social network can ease the transition to parenthood, but for others, especially those who experience particularly high levels of anxiety, that may not be enough.

When this occurs, it’s not uncommon for people to have thoughts of fear, which in turn can trigger depressive symptoms like sadness, hopelessness, and a lack of value.

How much does EDD pay for maternity leave in 2019?

In 2019, mothers typically receive $35,000 during their time off from work.

What are some conditions that make you ineligible for pregnancy?

A history of miscarriages or a hereditary disease like sickle cell anemia are two examples of the various reasons a woman may not be medically cleared to conceive. Women with a history of cervical cancer should also avoid getting pregnant, as the HPV virus has been linked to fetal malformations and other developmental issues.

This graph displays the total number of live births to females aged 15-19 in the world from 2010-2018, broken down geographically. Roughly 17 million infants were born to teenage mothers around the world in 2016. Between 2000 and 2016, this number rose by about 27%.

From the end of your first trimester to the start of your second (about 14 weeks), although it all depends on your changing body and your preferences. It is important to remember that you can get through the majority of your pregnancy without buying any special maternity attire.

What qualifications do I need to be a maternity nurse?

A degree in midwifery or a similar field in health and social work is required. If you’re an agency nurse, you might be able to learn on the job.

Can I claim maternity allowance after the baby is born?

If you’re an employee or a sole proprietor and you’re expecting a child, you can apply for maternity leave up until the 15th week before the due date. During your time of statutory maternity leave, you will not get pay but may be eligible for benefits like Jobseeker’s Allowance.

Can I still shop in my regular wardrobe?

It is entirely possible to go the entire duration of your pregnancy without purchasing any special maternity wear. After the first trimester is complete, some women find that their regular clothes are more accommodating than their maternity garb.

In contrast to conventional apparel, maternity wear is cut and sewn to provide a comfortable and flattering fit during your whole pregnancy. It’s all about finding the right fit for you, so it might be looser in certain places and tighter in others. The good news is that there is a wide variety of options available, so you may find one that suits your needs throughout your pregnancy.

The gestational age, the baby’s location (belly button or elsewhere), and the time of year all have a role in determining when a baby is born.

The nice thing about making sure you have healthy alternatives on your body right now, not just at the end of pregnancy, is that you don’t have to be disheartened if some items don’t seem to work early on but might make an appearance later on.