Glassdoor* says there are four main steps to writing a good maternity leave letter and details how to plan for a smooth transition.
If you’re expecting, it’s a good idea to let your employer know the dates for your maternity leave as soon as you know what days you’ll be taking it.
Giving them plenty of advanced notice through a maternity leave letter can help your manager plan ahead for you to be gone and make the transition go more smoothly.
Learning the basic steps for how to put together your maternity leave letter and reviewing an example can make it easier to put one together for yourself.
What is a maternity leave letter?
A maternity leave letter is a formally written letter that lets your employer know when you plan to take maternity leave and for how long.
In addition to providing the specific dates for your absence, it’s also a good idea to include in the letter recommendations for how your workload should be managed in your absence.
For example, you may want to recommend that a specific employee handle your highest priority work or suggest allocating your work between a group of team members.
Because your maternity leave letter includes a recommendation for how your work should be handled while you’re away on an extended leave, putting together this letter can take both time and careful planning.
How to write a maternity leave letter
If you aren’t sure how to write a maternity leave letter, here are some specific steps you can take:
- Include specific dates
The most important piece of information to include in a maternity leave letter is the dates you’ll be away from work.
Your letter should include the due date for the baby, the day you anticipate taking your first day of leave, and the number of weeks you plan to spend at home with the baby before returning to work.
Sometimes mothers are unsure about how long they want to take leave, and if that’s you, it’s okay to feel that way.
If that’s the case, err on the side of caution and ask for more time off.
After the baby is born, you can always make the decision to come back early.
It’s much easier for your employer to have you back in the office earlier than expected than out longer than anticipated.
- Include a recommendation for your work
In your maternity leave letter, you should also include a recommendation for how your work should be handled in your absence.
Carefully think through what work you will and will not be able to complete before you leave.
Also, consider what high-priority work will need to be completed while you’re away and which team members are best suited for that role.
Coming up with a detailed plan for what work needs to be completed, where you are with any projects, where you will be at the time you take leave, and who on the team is most adept at handling them will be a strong testimony to your professionalism and commitment to your company.
- Address any communication during maternity leave
The level of communication you want to have during your maternity leave is ultimately up to you.
If you worry that you’ll be drawn into work and that it could consume your time if you regularly check your email, you may want to tell your employer that you’ll periodically check emails but on a very limited basis.
If you are comfortable with the idea of working some during maternity leave, set clear expectations for the amount of time you’ll check in.
You may want to expressly state that you’ll be unavailable for the first few weeks but available on a part-time basis after that.
- Include requests about schedule changes
Sometimes mothers prefer to modify their schedules after coming back from maternity leave, possibly working different or fewer hours.
If you think that this might be the case for your situation, you may want to communicate that in your maternity leave letter, letting your employer know that you would like to discuss options for scheduling changes when you’re back from your leave.
That said, if you aren’t sure how you’ll feel when the baby is born, don’t mention schedule changes just yet.
You can always address this at a later time.
Maternity leave letter template
Dear [name],
I am writing to let you know that I’m pregnant and plan to take [number] weeks of maternity leave. My due date is [date] and I anticipate starting my leave on [date] and returning on [date], barring any unforeseen circumstances.
I will do my best to complete all of my work that’s currently in progress prior to my leave, although I suggest [name] take responsibility for my high-priority work while I’m out of the office. I am happy to work with you to come up with a plan for allocating my workload.
While I’m away on leave, you can contact me at [phone or email]. I plan to periodically check email after [date/weeks].
[Words of appreciation.]
With gratitude,
[Name]
Maternity leave letter example
Dear Mr. Matthews,
I am writing to formally let you know about my pregnancy and intention to take 12 weeks of maternity leave. My due date if October 14, 2020, and I would like to continue working up until the date of my delivery, preferably on a work-from-home basis beginning October 1. Barring any unforeseen circumstances, I anticipate returning to the office January 15.
I plan to make every attempt to complete my high-priority projects before beginning maternity leave. When I am gone, I suggest Justin and Allison be in charge of my highest-priority work, although please consider this proposal the beginnings of a discussion on how to handle my work.
While I’m away on leave, you can contact me at 231-235-2312 or via email at [email protected]. I plan to periodically check email after the first two weeks of leave.
Let me know if you need a doctor’s note or any other information from me. I’ll let you know if anything changes, as pregnancies can unpredictable. Thank you for allowing me to take this time with my newborn.
With appreciation,
Mari Jones
*Glassdoor is one of the world’s largest job and recruiting sites.
This article first appeared at glassdoor.com
