How to Write a Letter for Maternity Leave: Tips & Sample

A maternity leave application is a formal letter submitted by an expecting employee to request time off from work before and after childbirth, as per the organization’s maternity leave policy. This letter not only notifies the employer of the upcoming leave but also helps ensure proper workflow planning during the employee’s absence. Writing a clear and professional letter format for maternity leave is crucial for maintaining transparency, fulfilling HR requirements, and fostering a supportive work environment.

The importance of a maternity leave letter lies in its role as a documented agreement between the employee and employer. It outlines key details such as the expected duration of leave, tentative dates of departure and return, and any handover plans, all in alignment with company guidelines. A well-structured maternity leave application that follows the right letter format for maternity leave demonstrates professionalism and helps the employee access the benefits and protections provided under the maternity leave policy without administrative delays.

What is Letter for Maternity Leave

A letter for maternity leave is a formal written request submitted by an employee to inform their employer about their intention to take time off due to childbirth. This letter typically includes details such as the expected start and end dates of the leave, reference to the company’s maternity leave policy, and any necessary handover or contact arrangements during the absence. It serves as an official record and helps ensure a smooth transition for both the employee and the organization, while also securing the employee’s rights to leave and related benefits.

Steps To Write a Maternity Leave Application

1. Understand the Maternity Leave Policy

Before writing your letter, read your company’s maternity leave policy to understand your entitlements. Most policies align with the Maternity Benefit (Amendment) Act, 2017, which grants up to 26 weeks of paid leave for the first two children and 12 weeks for the third or more. You must typically be employed for at least 80 days in the past year to meet maternity leave eligibility.

2. Follow a Professional Letter Format for Maternity Leave

Use a formal letter format including:

• Date
• Your name and designation
• Manager or HR’s name and designation
• Subject line (e.g., Maternity Leave Application)
• Body of the letter
• Closing and signature
  This ensures your letter for maternity leave is official, respectful, and easy to process by HR.

3. Mention Key Leave Details Clearly

In the body of your maternity leave application, include:

• Your expected delivery date
• Your proposed leave start and end dates
• Total duration of the leave
  This clarity helps HR and your team plan resources and ensures your request aligns with the company’s maternity leave policy.

4. Provide a Work Transition Plan

Show initiative by outlining how your responsibilities will be managed during your absence. You may:

• Name a colleague who will take over your duties
• Mention tasks you’ll complete before your leave
  This demonstrates professionalism and helps facilitate a smoother handover.

5. Add a Leave Message and Contact Availability (If Needed)

Incorporate a brief leave message assuring your employer of minimal disruption. You may optionally include whether you’ll be reachable during your leave for urgent matters. This balances your commitment to work with your personal boundaries.

6. End with Gratitude and a Request for Approval

Close the letter respectfully by:

• Thanking your employer or HR for their understanding
• Politely requesting formal approval of your maternity leave
• Signing off with your name and employee ID (if applicable)
  This leaves a positive final impression and encourages swift processing of your application.

Sample Letters for Maternity Leave

1. Formal Maternity Leave Letter

To:
The Manager
[Company Name]
[Company Address]

Subject: Application for Maternity Leave

Respected Sir/Madam,

I am writing to formally request maternity leave starting from [Start Date] due to my upcoming delivery. As per my medical consultation, my expected due date is [Due Date], and I would like to begin my leave two weeks prior to that date.

I request a maternity leave of [X weeks/months] in accordance with the company’s maternity leave policy. I have handed over my responsibilities to [Colleague’s Name] during my absence and ensured a smooth transition.

Please let me know if any further documentation or procedure is needed.

Thank you for your understanding and support.

Sincerely,
[Your Name]
[Designation]
[Employee ID]
[Contact Details]

2. Short and Simple Format

Subject: Maternity Leave Application

Dear [Manager’s Name],

I would like to apply for maternity leave starting from [Start Date] to [End Date] due to my upcoming childbirth. Kindly approve my leave as per the company policy.

Let me know if you require any medical certificates or documentation.

Thank you.
Best regards,
[Your Name]
[Employee ID]

3. Email Format for Maternity Leave

Subject: Request for Maternity Leave

Dear [Manager’s Name],

I hope you are doing well. I am writing to inform you that I am expecting my baby around [Due Date], and I would like to begin my maternity leave from [Start Date]. I request leave for [Number of weeks/months], as per the company’s maternity policy.

I have coordinated with my team to ensure a smooth handover and will be happy to provide any assistance needed during the transition.

Please confirm the approval of my leave and let me know of any formalities.

Thank you for your support.

Best regards,
[Your Name]
[Department/Designation]

4. Maternity Leave Application with Extension Mention

Subject: Maternity Leave Request with Possible Extension

Dear [Manager’s Name],

I am writing to formally request maternity leave from [Start Date] to [Tentative End Date], as my due date is [Due Date]. Depending on medical advice and recovery, I may require a short extension, and I will keep you updated accordingly.

I have completed all pending tasks and delegated responsibilities to [Colleague’s Name]. Please let me know if you need any additional information or documentation.

Thank you for your support and understanding.

Warm regards,
[Your Name]
[Employee ID]

5. Maternity Leave with Work-from-Home Request Before Leave Starts

Subject: Maternity Leave and Remote Work Request

Dear [Manager’s Name],

As I approach my due date on [Due Date], I would like to formally request maternity leave beginning [Start Date]. Prior to that, I would appreciate the option to work from home starting [Remote Work Start Date], due to health recommendations.

I plan to take [Number of Weeks] of maternity leave, in accordance with our HR policy. I have prepared a detailed handover and will ensure all responsibilities are transitioned effectively.

Thank you for your consideration and ongoing support.

Sincerely,
[Your Name]
[Department/Employee ID]

Maternity Leave Policy

1. Maternity Benefit Act, 1961 (original statute)

• Guaranteed 12 weeks (approx. 3 months) of maternity leave.
• Applied to establishments with 10 or more employees across factories, shops, mines, plantations, etc.

2. Maternity Benefit (Amendment) Act, 2017 (effective April–July 2017)

• Expanded duration:
  • 26 weeks for women with up to two surviving children (up to 8 weeks pre-delivery, remainder post-delivery).
  • 12 weeks for women with more than two surviving children (6 weeks before and 6 weeks after delivery).
    
• Leave for adoptive and commissioning mothers:
  • 12 weeks for adopting mothers (child under 3 months) and commissioning mothers (biological mother via surrogacy).
    
• Work-from-home provision:
  • Post-leave WFH options, if mutually agreed with the employer and suitable to the nature of the work.
    
• Mandatory crèche facilities:
  • Required in establishments with 50+ employees.
  • Mothers allowed to visit four times a day; if no crèche, two 30-minute nursing breaks are mandatory.
    
• Awareness at appointment:
  • Employers must inform women employees of their maternity rights at the time of hiring.
    
• Eligibility:
  • Woman must have worked at least 80 days in the preceding 12 months.
    
• Other benefits:
  • Miscarriage leave: 6 weeks post-event.
  • Tubectomy leave: 2 weeks post-procedure.
  • Medical bonus: ₹3,500 under the Act, and ₹5,000 under ESI (if prenatal/postnatal care not provided free).
    

3. Code on Social Security, 2020

• Seeks to repeal Maternity Benefit Act, 1961 and consolidate welfare laws.
• It incorporates maternity benefits—26 weeks for up to two children, 12 weeks for three or more—and includes adoptive and commissioning mothers.
• However, the Code is not yet fully in force.
  

4. Employees’ State Insurance (ESI) Scheme

• For employees earning up to a specific monthly limit (often ₹15,000).
• Employer and employee both contribute; women may receive additional maternity benefits under ESI.
  

Recent Judicial and Policy Updates

Supreme Court Rulings (May 2025)

• Landmark ruling: Maternity leave is a constitutional right—not limited by number of childbirths. The SC overturned a ruling denying leave for a third child.
  
• The Act allows 12 weeks for mothers with more than two children, but there is no bar on eligibility.
  India BriefingThe Economic Times
• Benefits cannot be denied based on contract status or child count. Contractual employees are protected.
  

Madras High Court (June 2025)

• Maternity leave period must be counted as service when calculating bond fulfillments (e.g., for postgraduate doctor bond duration).

Other Related Schemes

Pradhan Mantri Matru Vandana Yojana (PMMVY)

Aims to cover wage loss, ensure safe deliveries, and promote nutrition and breastfeeding.

A cash transfer scheme for pregnant and lactating mothers (19+ years, first live birth).

Final Tips for Letter for Maternity Leave

1. Mention Exact Leave Dates Clearly

• Include your intended start and end dates of maternity leave.
• If the end date is tentative (due to medical uncertainties), state that clearly.
• Example:
  “I would like to begin my maternity leave on [Start Date] and tentatively return by [End Date], subject to my recovery and doctor’s advice.”

2. Reference Company Policy or Applicable Law

• Acknowledge the organization’s maternity policy or the legal basis (like the Maternity Benefit Act, 2017 in India).
• This shows you’re informed and helps your manager understand the context.

3. Include Handover or Transition Plan

• Mention how you plan to manage your responsibilities before your leave.
• List the colleague (if any) who will handle your duties in your absence.
• This demonstrates professionalism and accountability.

4. Attach Required Documentation (if needed)

• Offer to submit a medical certificate, expected delivery date, or other required documents.
• This helps in HR verification and ensures smoother approval.

5. Maintain a Respectful and Positive Tone

• Be polite, professional, and grateful.
• Avoid overly casual language. Express appreciation for support during this personal milestone.

6. Specify Your Contact Availability (If Any)

• Mention whether you will be reachable during your leave for urgent work matters, or clearly state if you prefer to be completely off-duty.
• This sets expectations upfront and avoids confusion.

7. Clarify Your Return-to-Work Date

• If you have a planned return date or if you’ll provide updates closer to the time, mention it.
• Helps the employer plan for your reintegration or any extended leave requests.

8. Address Partial Leave or Work-from-Home Requests

• If you intend to work part-time or request work-from-home before or after your maternity leave, clearly state this.
• Including this helps negotiate flexible arrangements in advance.

9. Use Proper Subject Line and Formatting

• For email applications, use a clear subject line such as “Application for Maternity Leave”.
• For formal letters, include date, recipient’s details, and a proper salutation to maintain professionalism.

10. Keep It Concise but Informative

• Avoid unnecessary details but ensure all essential information (dates, eligibility, handover, documents) is covered.
• This helps your manager and HR process the request efficiently.

Conclusion

A well-crafted maternity leave application is essential for ensuring a smooth and professional communication between an employee and the employer. It clearly states the employee’s intent to take leave, aligns with the organization’s maternity leave policy, and helps establish transparency regarding the expected duration of absence. Understanding one’s maternity leave eligibility—including the duration of leave, documentation required, and benefits entitled—ensures that employees can exercise their rights effectively while allowing employers to plan for workforce management during the absence.

The importance of adhering to a formal maternity leave application cannot be overstated, as it not only protects the employee’s rights but also supports a healthy work environment. With evolving labor laws emphasizing the welfare of expecting mothers, a clear maternity leave policy combined with accurate knowledge of maternity leave eligibility empowers women to balance their professional responsibilities with their health and family needs. Ultimately, this fosters employee satisfaction, reduces stress during maternity, and promotes a culture of support and compliance within the organization.

Read More: How to Request an Extension for Maternity Leave

Frequently Asked Questions FAQ’s