Maternity leave letter
Maternity letters do two jobs at once. Confirming dates is the easy half. The half people forget is saying how, and whether, you want to hear from work while you are gone.
Send this once you are ready to make the dates official, usually well before your last working day. Talk to your HR contact first about what your employer needs alongside the letter.
Subject: Maternity leave — [your name] Hello [manager's name], I am writing to confirm my maternity leave. My last working day before leaving will be [last working day], and my expected date is [expected date]. I plan to be away until [planned return], and I will confirm that closer to the time. Before I go I will: - hand [project] over to [colleague] - write up [process or account] so it is not held in my head - clear anything dated before [last working day] While I am away please contact me only about [what warrants contact]. [preferred contact method] is the best way to reach me. I will be in touch a few weeks before I return to arrange coming back. [your name]
What to put in each blank
- [expected date]
- Your due date. It matters because leave often begins early if the baby arrives early.
- [planned return]
- Give your intended date and the words "I will confirm". Plans change after a birth.
- [what warrants contact]
- Draw the line yourself. Pay and benefits queries only is a common and reasonable answer.
- [preferred contact method]
- Pick one channel. A personal email keeps work out of a phone you will be ignoring.
Before you send it
- How much paid time you get and what documents are required are set by your employer and where you work. Ask HR in writing and keep the reply.
- Do the handover document before your last fortnight. Late pregnancy is a bad time to be writing things down.
- Agree a keeping-in-touch arrangement rather than leaving it vague. Vague usually turns into either silence or too much.
A long absence shows on the capacity plan so cover is scheduled around it
Questions people ask about this letter
When should I send my maternity leave letter?
Once your dates are settled and you have spoken to HR. Most employers want notice well in advance so cover can be arranged properly.
What if the baby arrives before my last working day?
Leave usually starts straight away. Have a colleague send a short message on your behalf and sort the paperwork afterwards.
Do I have to commit to a return date?
State your intention and say you will confirm it. Employers plan cover around the intention, and most expect it to shift.