Maternity Leave Email Sample: How to Write and Send an Effective Message

Are you expecting a baby and wondering how to write a professional maternity leave email to your employer? Or perhaps you’re a manager looking for a template to share with your employee who’s due to go on leave soon. Look no further, as we’ve got you covered.

Taking a maternity leave is a crucial time for any working mother. You may have mixed emotions, and the thought of preparing and writing an email to your employer can add more stress. However, because this is an essential step in communicating with your employer, it’s crucial to get it right.

To ease the process, we’ve gathered some maternity leave email samples that you can download, edit, and customize to suit your needs. Whether you’re sending it from your personal email or your work email, this guide provides you with the tools to communicate your leave professionally and effectively with your employer.

So, if you’re looking for guidance on how to write this email or would like access to maternity leave email samples, keep reading. With our comprehensive guide and templates, you can write a clear and concise email that presents your leave details and expectations while also maintaining a professional tone.

The Ultimate Structure for Your Maternity Leave Email

As a working mother-to-be, announcing your pregnancy is one of the biggest milestones in your professional life. While it’s exciting to share the news with your colleagues and boss, it’s also essential to ensure that your work is handled smoothly while you take your maternity leave. The best way to communicate your intentions and plans is by sending a maternity leave email to inform everyone about your absence and pave the way for a smooth transition.

The following structure can help you craft a professional and informative maternity leave email that covers all the necessary details:

1. Start with an Introduction

The introduction should contain a warm and friendly tone that creates a positive first impression. Begin by thanking your colleagues and boss for their support, understanding, and contribution to your growth in the company. Then, proceed to share your exciting news and explain the reason for your email. For instance:

Dear [Colleagues/Boss],
I hope this email finds you well. I am thrilled to announce that I’m expecting a baby and will be going on maternity leave soon. I’m writing to inform you of my plans and help facilitate a smooth transition while I’m away from work.

2. Provide Details About Your Leave

After the introduction, you need to provide essential details about your leave, such as the start and end dates, the duration of your absence, and how much time you plan to take off. Also, clarify if you plan to work from home or take a complete break and when you plan on resuming work. It’s also vital to specify the person who will be handling your responsibilities while you’re away. Here’s an example:

I plan to start my maternity leave on [start date] and return to work on [end date or tentative return date]. I’ll be away from the office for [number of weeks/months]. During this period, [the name of the person who will handle your responsibilities] will take over my duties and responsibilities. I plan on completely disconnecting from work for the first [number of weeks/months] to focus on my newborn and family.

3. Clarify Contact Information

While you’re away, it’s essential to ensure that everyone knows who to contact in case of emergencies or urgent matters. Be sure to provide your contact details, such as your email address and phone number, so that you can be reached if necessary.

4. Conclude with a Positive Note

Finally, conclude your maternity leave email with a positive and grateful note. Let your colleagues know how much you appreciate their support and how excited you are to become a mother. Also, express your enthusiasm for returning to work and catching up with everyone after your leave. Here is a sample conclusion:

I appreciate your support as I go through this exciting time in my life, and I’m looking forward to reconnecting with all of you upon my return. I’ll miss everyone dearly, but I take comfort in knowing that my responsibilities are in capable hands. Thank you again for your understanding and support.

By following this structure, you can craft a comprehensive and professional maternity leave email that informs everyone about your plans and ensures a smooth transition while you’re away from work.

Maternity Leave Email Samples

Maternity Leave Request due to Pregnancy Complications

Dear HR Manager,

I am writing to request for a maternity leave due to pregnancy complications. My doctor has advised me to take complete bed rest to ensure the safety of my unborn child. My expected delivery date is on August 20, 2021, and I plan to resume work on December 1, 2021, after the completion of my maternity leave. Please let me know the procedure for applying for this leave and if any specific documents are required.

Thank you for your kind consideration.


Isabella Lee

Maternity Leave Request for Pregnancy Medical Check-Ups

Dear HR Manager,

I would like to request for a maternity leave for my pregnancy medical check-ups. I am expecting my first child, and my due date is on August 5, 2021. As it is my first pregnancy, my doctor has recommended regular check-ups to ensure the health of both myself and my baby. I plan to take my leave starting June 1, 2021, until August 20, 2021.

Thank you for your understanding regarding this matter.


Emily Zhang

Maternity Leave Request for Premature Childbirth

Dear HR Manager,

I am writing to request for a maternity leave due to premature childbirth. My baby was born earlier than expected, and I need to take care of him until he is fit to be sent to a daycare facility. He was born on June 1, 2021, and he remains in the hospital. My plan is to take my leave starting June 1, 2021, until my baby gets discharged from the hospital and I am allowed to bring him home. I anticipate my return to work to be on September 1, 2021.

Thank you for your kind attention to this matter.


Grace Lim

Maternity Leave Request for Adoption

Dear HR Manager,

I am writing to request for a maternity leave due to the adoption of a child. My husband and I have been waiting for a baby to adopt, and we are finally receiving our child on July 1, 2021. I plan to take my leave starting June 28, 2021, until September 30, 2021. I would like to spend time bonding with my new child and ensuring that the transition to our family goes smoothly.

Thank you for your consideration in this matter.


Victoria Tan

Maternity Leave Request for Multiple Pregnancies

Dear HR Manager,

I am writing to request for a maternity leave due to multiple pregnancies. I am now carrying twins and my doctor has advised that I take complete bed rest to ensure that their birth goes smoothly. My expected due date is on October 15, 2021, and I plan to take my leave starting September 1, 2021, until January 1, 2022. Please let me know if there are any specific documents required for this leave.

Thank you for your attention to this matter.

Best regards,

Samantha Lim

Maternity Leave Request for Surrogacy

Dear HR Manager,

I am writing to request for a maternity leave due to surrogacy. I have been a surrogate for a couple, and their baby is expected to be delivered on August 1, 2021. I will be taking care of the newborn baby until the couple is ready to take him/her home. I would like to take my leave starting July 1, 2021, until October 30, 2021.

Thank you for your understanding in this matter.


Marie Chua

Maternity Leave Request for Miscarriage

Dear HR Manager,

I am writing to request for a maternity leave due to a miscarriage. I was expecting my first child, but unfortunately, I have lost the baby. It has been a difficult time for me and my partner, and I need some time to recover both physically and emotionally. I plan to take my leave starting June 1, 2021, until September 1, 2021, to grieve and get back to my mental and physical wellness.

Thank you for your attention and understanding during this difficult time.

Best regards,

Rachel Tan

Tips for Writing a Maternity Leave Email Sample

Writing a maternity leave email sample can be daunting, but it’s an important step towards ensuring that you have a smooth transition out of the office during this life-changing period. Here are some tips to keep in mind:

  • Be clear and concise: Your email should clearly state the length of your leave, when it’s starting, and when you plan to return. Avoid using too much jargon or technical language, and make sure your message is easy to understand.
  • Welcome questions: It’s likely that colleagues will have questions about your leave and who will be filling in for you. Provide answers to frequently asked questions in your email, and encourage people to reach out to you with any additional concerns.
  • Be empathetic: Your colleagues may be sad to see you go, but they’ll be excited for you too! Make sure to acknowledge their support and understanding in your email.
  • Provide a clear handover: Outline any important projects that you’re currently working on, and make sure that someone is taking over each item. This will help to ensure a seamless transition while you’re away.
  • Include your contact information: While you’re away, your colleagues may need to get in touch with you for various reasons. Make sure to include your contact information in your email, and let them know how often you’ll be checking in during your leave.

Remember, your maternity leave email sample is an important part of your preparation for your leave. Make sure to take the time to craft a clear and detailed message that sets you up for a smooth transition out of the office.

FAQs related to Maternity Leave Email Sample

What should be the subject line of the maternity leave email?

The subject line should clearly state your message and the duration of your leave. For instance, “Maternity Leave Request – [Your Name]”.

When should I send the maternity leave email?

You should send the email at least a month before your leave begins. This gives your employer enough time to make arrangements for your absence.

What should I include in the maternity leave email?

Your email should include the duration of your leave, your expected return date, and any other information that your employer may need during your absence.

Do I need to provide any medical documents with the maternity leave email?

It will depend on your company policy. Some companies may require medical documents like your doctor’s consent letter to confirm your pregnancy and due date, while others may not.

Do I have to mention the reason for my leave in the maternity leave email?

No, it is not mandatory to mention the reason for your leave. However, you can if you wish to share the news with your colleagues.

Can I extend the duration of my leave after sending the maternity leave email?

Yes, you can extend your leave, but you should inform your employer in advance and provide a valid reason for the extension.

What if my employer denies my maternity leave request?

You can have a conversation with your employer to understand the reason behind the denial. However, if you feel that your rights have been violated, you can consult with your human resource department or a legal advisor.

Thanks for Reading, Mama!

I hope this maternity leave email sample has given you some great ideas on how to announce your upcoming leave to your colleagues. Remember, it’s important to keep your email professional but also let a little bit of your personality shine through. Always remember to include important information such as the length of your leave and who to contact in your absence. Congratulations on your new addition to the family and I wish you the best of luck for a smooth transition. Don’t forget to visit our website for more helpful tips and resources for working moms. Happy parenting!