Maternity Leave Letter Template

A maternity leave letter is a formal request an employee submits to notify the company of her upcoming leave for childbirth. The letter usually confirms the start and end dates of leave, the expected return date, and how responsibilities will be handed over. It gives both the employee and the company a clear, written record of the arrangement.

A maternity leave letter ensures that both sides have a shared understanding of when the leave begins, how long it lasts, and what preparations are in place. For the employee, it secures recognition of her entitlement and removes uncertainty.

For the company, it supports planning, scheduling, and workload management during the absence. A well-written letter shows professionalism and helps maintain smooth communication at an important time.

A proper maternity leave letter typically contains:

• Employee’s full name, job title, and department
• Expected due date (if required by policy)
• Start and end dates of the leave
• Planned return-to-work date (if known)
• Confirmation of handover or coverage of responsibilities
• Contact details during leave (optional)
• Signature block

Most companies expect employees to provide notice well in advance so that arrangements can be made for workload coverage. As a general rule, notice should be given at least a few weeks before the expected start of leave, or as soon as the need becomes clear.

For example, in the United States, the Family and Medical Leave Act (FMLA) requires employees to give their employer at least 30 days’ advance notice if the need for leave is foreseeable. If 30 days’ notice is not possible, employees are expected to notify their employer as soon as practicable.

Employees should also follow their company’s internal leave request procedures, as policies vary by organization and country.