Write a Perfect Letter for Maternity Leave: Format & Samples

June 27, 2024
letter for maternity leave

Quick Summary

  • Maternity Leave is the time off from a job given a mother to take care of a newborn child.
  • Pregnant women can take up to eight weeks of leave before their expected delivery date.
  • The employee should have worked for at least 80 days in the 12 months preceding the expected delivery date. This is the foremost norm of maternity leave eligibility in India.

Table of Contents

Maternity Leave is a vital period that allows new mothers to bond with their babies, recover from childbirth, and adjust to the responsibilities of motherhood. It is a time to prioritize your well-being and ensure a smooth transition into this new phase of life. Writing a well-crafted letter for maternity leave is an essential step in the process. It serves as a formal request to your employer, outlining the details of your intended leave and providing them with necessary information.

By submitting a maternity leave application, you not only ensure compliance with company policies but also demonstrate your professionalism and commitment to maintaining a harmonious work environment.

In this guide, we will walk you through the process of writing a letter for maternity leave, providing you with a proper format and a sample letter. You will learn how to effectively communicate your need for leave, specify the duration, and address any relevant concerns. Crafting a clear and concise letter will help you secure a smooth transition during your absence, enabling you to focus on the joys and responsibilities of motherhood.

Related Read: Paternity Leave Application

How to Apply for Maternity Leave?

If you are an expectant mother and wish to take advantage of your company’s maternity leave policy, it is important to follow the proper steps to apply for the leave with the maternity leave letter. Here are some steps to help guide you through the process:

  1. Review your company’s maternity leave policy: Before submitting a pregnancy leave application it is important to review your company’s policy on the subject. You can find this information in your employee handbook. Or you can speak to your HR. Understanding your company’s policy will help you determine how much time you are eligible for and what benefits you can get.
  2. Notify your employer: It is important to inform your employer as soon as possible. Most companies require that you provide at least 30 days’ notice, although some may require more. You can do this by scheduling a meeting with your supervisor or by submitting a written notice.
  3. Complete any required paperwork: Your company may require you to complete certain paperwork before submitting your letter for maternity leave. You may need to include medical certification forms and a certificate from your doctor. Be sure to fill out all required paperwork accurately and completely.
  4. Check your benefits: Depending on your company’s policy, you may be eligible for paid or unpaid maternity leave. If you are eligible for paid leave, determine how your benefits will be paid.
  5. Stay in touch with your employer: Throughout your maternity leave, it is important to stay in communication with your employer. This way you will stay up-to-date on any important developments in your job.

By following these steps, you can make sure that your maternity leave application is carried out smoothly.

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Letter Format for Maternity Leave Letters

Writing a good letter format for maternity leave to the employer is crucial for a smooth transition out of and back into work. Also, a clear and professional letter makes sure that your employer can make the necessary arrangements for your absence. Given below is a pregnancy leave application in a letter format.

[Your Name]

[Your Address]


[Employer’s Name]

[Company Name]

[Company Address]

Dear [Employer’s Name],

It is my pleasure to inform you that I am expecting a child. And the due date is [insert due date]. 

As per the company policy, I would like to request maternity leave for [insert number of weeks or months] beginning on [insert start date] and ending on [insert end date].

I have attached the necessary medical documents along with this letter for your reference.

I understand that I am entitled to [insert company policy details] during my maternity leave. Also, I would request you to please inform me about any compensation-related benefits during this time.

Please let me know if any additional paperwork is required.

I am committed to ensuring a smooth transition while I am on leave, and will work with my team to ensure that all necessary work is completed.

Thank you for your understanding and support during this time. I look forward to returning to work after my maternity leave.


[Your Name]

letter for maternity leave

Sample Application for Maternity Leave

Writing a clear and concise application is very important. Here is a sample leave application for pregnancy

Dear [Employer],

I am writing to request maternity leave as per company policy. My due date is [insert due date], and I would like to begin my leave on [insert start date] and return to work on [insert return date], if possible.

I understand that I am entitled to [insert number of weeks or months] of maternity leave, and I plan to use my sick time, vacation time, or short-term disability benefits, if eligible, to receive compensation during this time.

As required, I have attached any necessary medical certification forms. Please let me know if there are any additional forms or paperwork that I need to complete.

I also understand the importance of staying in communication with my supervisor and will be available by phone or email during my leave.

Thank you for your consideration of my request for maternity leave.


[Your name]

Also read: How to Request an Extension for Maternity Leave

Tips to Write a Letter for Maternity Leave

Keep in mind these few important pieces of information when writing a maternity leave application.

  1. Address the right person: Your letter for maternity leave should be addressed to your manager or anyone else in the organization who needs to know about your leave. Make sure you are addressing the right person and include their full name and title in the application.
  2. Write the purpose of the application: Clearly state that you are applying for maternity leave and the dates you plan to take off. It’s a good idea to provide the exact start and end date. 
  3. Write a detailed explanation: Provide a detailed explanation for why you are taking maternity leave. This can be a personal reason or a medical reason.
  4. Give notice: Give your employer enough notice of your maternity leave. Ideally, you should provide your employer with your application several weeks before your planned start date. This will help them to make arrangements to cover your absence.
  5. Offer to help: Consider offering to help before you leave, by training or mentoring a replacement. Also, try to create a detailed handover document that explains all your responsibilities and tasks.
  6. Express gratitude: Show gratitude for the opportunity to take leave. Also, express your willingness to return to work after your leave period.
  7. Follow up: Once your leave has been approved, make sure to follow up with your employer. It is a necessary step that would ensure a smooth transition and re-entry into your position upon your return.

Craft a Professional Maternity Leave Letter

In conclusion, applying for maternity leave to employer is a crucial step for any expecting mother who is also a working professional. It allows you to take the time you need to care for your newborn and adjust to the new demands of motherhood without compromising your career or job security. By following the tips outlined in this article, you can ensure that your application is clear, professional, and effective, helping you to enjoy a stress-free transition into motherhood while also maintaining a positive relationship with your employer. Remember, taking the time to plan and communicate your needs can go a long way towards creating a healthy work-life balance for you and your family.

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Frequently Asked Questions FAQ’s

How do I tell my boss about maternity leave?

It is important to inform your boss about your maternity leave as soon as possible. Schedule a meeting or send an email to discuss your plans and the duration of your absence. Be clear and professional, and provide a short explanation for your leave. Keep the communication open and positive.

When should I start my maternity leave?

The timing of maternity leave varies depending on factors such as your personal preference, health, job requirements, and financial situation. Generally, it’s best to start your maternity leave a few weeks before your due date to give yourself time to prepare and rest before the baby arrives.

When should I inform my HR about maternity leave?

It’s recommended to inform your HR about your intention to take maternity leave as early as possible, typically around the 20-week mark. This allows your employer to make arrangements for your absence and ensure your rights are protected under relevant legislation. It’s also good to discuss your entitlements and any queries you may have.

How do you write a maternity leave email?

When writing a maternity leave email, begin by writing your intention to take leave. Also, write your expected start and end dates. Provide details of your plans for work handover, and assure your employer of your commitment to a smooth transition. Be clear on the length of your leave and any return-to-work plans.

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