If you’re a professional and intend on having children, you will send a maternity leave letter sooner or later. This letter officially informs and documents that you’ve just had a baby, adopted one, or are about to have one.
In this article, we’re going to discuss everything that’s associated with writing a maternity leave application letter, and we’re going to include samples and templates to help you write the best leave application letter.
What is Maternity Leave Application Letter?
A maternity leave letter is written to your employer to inform them that you’re about to have a baby and will not be at work for a stipulated period.
According to the United States Department of Labor, employees are guaranteed at least 12 weeks of paid parental leave. This applies both to birthed children or placements, such as foster care. To be eligible for paid parental leave, you must be eligible for FMLA leave.
A maternity leave letter informs and prepares your employer for the period you’ll be absent from work. This way, they can make arrangements to manage and handle things during your absence.
Tips for Writing a Maternity Leave Application Letter
When planning your maternity leave, sending the letter to your employer as soon as you finalize your plans is important. Granted, things do not always go according to plan, you should send a letter to your employer.
Here are some tips to bear in mind when writing maternity leave application letters:
- Understand your company’s rules: The most important thing to do before writing a maternity leave letter is to understand your company’s rules and guidelines. This way, you can write your letter to ensure it follows the company’s rules and policies.
- Use professional and formal language: Your maternity leave letter should be written professionally regardless of the company culture.
- Arrange a one-on-one meeting: This should be the first thing you do before writing the letter. A one-on-one meeting with your manager or reporting officer helps you understand the company’s guidelines and how to navigate the leave application.
- Include the relevant dates: When writing a maternity leave application letter, you must include all relevant dates, or as close as they’re approximated. This means while you may not be certain of the exact dates, you should include the closest ranges. These dates include but aren’t limited to expected delivery dates and duration of the leave.
- Arrangements in place of your absence: When preparing for your leave, you should do everything you can to make your absence smoother.
These are some of the things you must bear in mind before writing a leave application letter.
How to Write a Maternity Leave Application Letter
A maternity leave application letter is a formal letter, this means it must follow all professional email etiquette. In this section of this article, we will discuss everything that goes into writing a maternal leave application letter.
- Include the contact information
The first thing to write in a professional email is the contact information. This is your both you and your company’s contact information. Your letter should start with your address and relevant contact information in the top left corner.
After your contact information, leave a line or two and add the date the letter would be sent. Add another line and include your company’s address and contact information.
- Use professional salutation
Regardless of your letter’s recipient, it should be addressed properly. This means using professional email salutations and using the right honorifics. An example of this is, “Dear Dr. Jones”
- State the purpose of your letter
Before writing the letter, you must have a one-on-one meeting with your manager. In your letter, highlight the letter as a continuation of that discussion.
When stating the purpose of the letter, do it with as few words as possible. Your opening paragraph should state the letter’s purpose when you expect the leave to begin, and how you expect to be away.
- Discuss the workload in your absence
To show you have the company’s well-being at heart, you should discuss the arrangements you made to ensure things run smoothly in your absence. This may mean sharing your workload with your colleagues or simply discussing how you hope things will proceed in your absence.
- Express interest in helping and fostering communication
If you can work remotely, ensure to state this in your letter. If you can manage a certain amount of workload from home, state this in your letter.
If you plan on working while on leave, you are expected to discuss this extensively so you don’t leave any room for misinterpretation. If you’re unable to, state your interest in assisting in any way you can.
If your company has no idea how to handle your workload while you’re away, express your interest in helping them figure out a solution.
- Express gratitude
Before signing your letter, thank your employer for their time and consideration. If they did anything that was out of the ordinary during the entire process, ensure to point this out and make them feel appreciated.
- Include your name and signature
An official letter is incomplete without a name and signature. After writing your letter, tie it together with your name and signature. You should sign the document if you’re sending in a handwritten letter. If you’re sending it via email, your name works just as well.
We will look at some common examples of Maternity Leave Letters and how to write them.
Maternity Leave Letter Template
(Your Name) (Your Address) (Date) (Company's Name) (Company's Address) Dear (Name), Following our conversation on the (stat date of conversation), I'm writing to officially inform you that my delivery date is fast approaching, and I would like to take my maternity leave. I plan on taking (state number of weeks), starting from (beginning of period) - (end of period). I have discussed this with (name of employee) and decided they would be in the best position to handle my workload until I return. If you have any contributions to make, please let me know. During my leave, I will be available to respond to emergency emails and would be able to take calls. So, if my assistance is needed with anything, please do not hesitate to contact me. Thank you for your time and consideration. Kind Regards, (Your name and signature)
Maternity Leave Letter Sample
Jane Cadmus 123 Privett Drive, NY, USA 123 456 PB 12 December 2023 Potter Wheel Agency 93 Train Lane, NJ, USA 123456 Dear Mr. Richardson, Following our conversation on the 18th of November, I'm writing to officially inform you that my delivery date is fast approaching, and I would like to take my maternity leave. I plan on taking 12 weeks, starting from 1 January 2024 to March 2024. I have discussed this with Albert and decided they would be in the best position to handle my workload until I return. If you have any contributions to make, please let me know. During my leave, I will be available to respond to emergency emails and would be able to take calls. So, if my assistance is needed for anything, please do not hesitate to contact me. Thank you for your time and consideration. Kind Regards, Jane Cadmus
Maternity Leave Letter Sample Two
Joseph Richmond 123 Lasso Drive, OH, USA 123 456 PB 12 January, 2023 Beard Agency 93 Roy Kent Avenue, NJ, USA 123456 Dear Rebecca, I am writing to officially inform you of my pregnancy and to request a maternity leave as my delivery date is fast approaching. I would like to start my 16 weeks of leave from the 1st of June 2024 to the 1st of September 2024. I have attached a copy of the doctor’s report to this letter. I have discussed with other team members to handle my current projects while I am away. While away, I will be available to attend important emails and meetings. Please do not hesitate to reach out to me. Thank you for your time and consideration. Kind Regards, Joseph Richmond
When writing a maternity leave letter, ensure to include all relevant information, making this process easier.