Maternity Leave Application Letter
Dear [Employer's Name],
I am writing to formally request a maternity leave of absence from [start date] to [end date], as recommended by my healthcare provider. My due date is [date], and I plan to take [number of weeks] weeks off to care for my newborn.
As per the company policy, I have enclosed the required documentation from my healthcare provider confirming my pregnancy and due date. I have also discussed my leave with my immediate supervisor and made arrangements to ensure a smooth transition of my responsibilities to my colleague, [Name], during my absence.
I am grateful for the support and understanding of the company during this significant time in my life. I am confident that my team will continue to operate efficiently, and I look forward to returning to work with renewed enthusiasm and a fresh perspective.
Thank you for your attention to this matter. If you need any further information, please do not hesitate to contact me.
Sincerely,
[Your Name]
Formal Maternity Leave Application Letter
Subject: Request for Maternity Leave
Dear [Manager’s Name],
I am writing to formally request maternity leave beginning on [Start Date] and ending on [End Date], in accordance with company policy and legal requirements. Based on my medical consultation, my expected due date is [Due Date], and I would like to ensure a smooth transition before my leave begins.
I have already delegated key tasks and briefed my team on ongoing projects. Please let me know if there are any additional forms or processes I need to complete. I am committed to providing support during the handover period and will remain available for urgent clarifications if needed.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Casual Maternity Leave Application Email
Subject: Requesting Maternity Leave
Hi [Manager’s First Name],
I hope you’re doing well. I just wanted to let you know that I’ll need to take maternity leave starting from [Start Date] and plan to return on [End Date]. I’ve already started wrapping things up and making sure my work is covered.
Please let me know if you need me to fill out any forms or provide more information. Thanks so much for your support!
Best,
[Your Name]
Provisional Maternity Leave Request Letter
Subject: Provisional Maternity Leave Application
Dear [Supervisor’s Name],
I would like to request maternity leave beginning tentatively on [Start Date]. Since my due date is around [Due Date], the exact start of my leave may vary depending on my health and medical advice. I expect to return on [End Date], subject to my recovery.
I will provide updates if there are any changes and ensure all pending work is transitioned smoothly before I leave. Kindly guide me regarding the official procedure for applying and securing approval for maternity leave.
Sincerely,
[Your Name]
Heartfelt Maternity Leave Application Letter
Subject: Request for Maternity Leave
Dear [Manager’s Name],
I am excited to share that I am expecting, and I kindly request maternity leave beginning [Start Date] through [End Date]. This is a very special time in my life, and I am grateful for the company’s support during this important phase.
I have made detailed plans to hand over my responsibilities to ensure work continuity. Thank you for understanding and making this transition smooth for me and my family.
Warm regards,
[Your Name]
Simple and Quick Maternity Leave Email
Subject: Maternity Leave Request
Dear [HR Manager’s Name],
I am requesting maternity leave from [Start Date] to [End Date]. Please let me know if you need any additional information or documents.
Thank you for your support.
Best regards,
[Your Name]
Extended Maternity Leave Application Letter
Subject: Request for Extended Maternity Leave
Dear [Manager’s Name],
I am writing to formally request an extended maternity leave starting on [Start Date]. While company policy allows for [X weeks/months], I kindly request an additional [X weeks/months] due to medical advice and personal circumstances. I hope you will consider my request positively.
I have already coordinated with my team to ensure my responsibilities are covered. I am also open to discussing a phased return or flexible arrangements if feasible.
Thank you for your consideration and support during this important time.
Sincerely,
[Your Name]
Maternity Leave Application Email with Work Handover Plan
Subject: Maternity Leave and Handover Plan
Dear [Supervisor’s Name],
I am requesting maternity leave from [Start Date] through [End Date]. To ensure a smooth transition, I have documented all current tasks and briefed [Colleague’s Name] on my ongoing projects. This will help maintain workflow and avoid disruptions during my absence.
Please let me know if any further adjustments are needed before I leave. Thank you for your guidance and support.
Sincerely,
[Your Name]
Official Maternity Leave Request Letter for HR
Subject: Official Request for Maternity Leave
Dear [HR Manager’s Name],
I am officially applying for maternity leave as per the company policy and applicable labor laws. My leave is expected to begin on [Start Date], with a return date of [End Date]. I have attached the required medical certificate and completed the necessary forms.
I would appreciate it if you could confirm the approval of my leave and provide any additional instructions. Thank you for your support.
Sincerely,
[Your Name]
Why do you need a maternity leave application letter?
A maternity leave application letter serves as a formal request for time off due to pregnancy and childbirth.
It informs your employer about the duration of your absence, ensures compliance with workplace policies, and allows for proper work planning and delegation.
Who should write a maternity leave application letter?
- Female employees who are pregnant and require maternity leave.
- Sometimes, an authorized representative may write on behalf of the employee if the employee is unable to.
- In formal organizations, the employee herself is expected to submit the application.
Whom should a maternity leave letter be addressed to?
- The direct supervisor or manager.
- The HR department for processing leave benefits.
- In some companies, a copy is also sent to payroll or higher management.
- Always follow the internal policy on leave requests.
When should you send a maternity leave request?
- At least one to two months before the expected due date.
- Immediately after receiving medical confirmation of pregnancy, if policy requires early notification.
- As soon as possible if unexpected medical conditions arise.
- For extensions, submit the request well before the original return date.
How to write and send a maternity leave application letter?
- Start with a subject line or heading.
- Greet your supervisor or HR politely.
- Clearly mention the reason for leave.
- Specify the start and end dates.
- Offer a handover plan if possible.
- Attach medical certificates if required.
- Close with thanks and a signature.
The letter can be emailed or handed in physically depending on company norms.
Requirements and prerequisites before applying for maternity leave
- Medical confirmation of expected due date.
- Knowledge of company maternity leave policy.
- Completion of necessary forms and documentation.
- Planning for work handover to colleagues.
- Approval from immediate supervisor before HR processing.
Formatting guidelines for maternity leave letters
- Keep the letter professional and polite.
- Use clear and concise wording.
- Mention exact dates and duration of leave.
- Maintain a formal tone unless the workplace culture is casual.
- Limit the length to one page for printed letters or 150–200 words for emails.
After sending the maternity leave letter: what to do?
- Wait for official approval from HR or management.
- Confirm that payroll and benefits are updated accordingly.
- Follow up politely if no response within a reasonable time.
- Complete a handover meeting or task summary before leaving.
- Stay reachable for urgent clarifications if agreed.
Common mistakes to avoid when requesting maternity leave
- Forgetting to include start and end dates.
- Submitting the request too late.
- Using casual language when formality is required.
- Not attaching required medical certificates.
- Failing to plan for work handover.
Pros and cons of sending a maternity leave application letter
Pros:
- Provides clarity to employer.
- Protects employee rights.
- Helps with proper planning.
Cons:
- May feel overly formal in casual workplaces.
- Requires advance planning that may not always match real-life medical needs.
Elements and structure of a maternity leave application
- Subject line or title.
- Greeting.
- Statement of leave request.
- Dates of leave and expected return.
- Reason (pregnancy/childbirth).
- Optional work handover details.
- Closing statement and signature.
- Attachments (medical certificate if required).
Tricks and tips for writing a strong maternity leave application
- Be clear and precise with dates.
- Show responsibility by outlining a handover plan.
- Use a polite and respectful tone.
- Keep a copy of all submitted documents.
- Inform both HR and your manager to avoid delays.
- Apply early to avoid last-minute complications.
Comparing maternity leave letters with other types of leave requests
- Maternity leave requests are longer in duration compared to casual or sick leave.
- They usually require supporting medical documents.
- Maternity leave is a legal entitlement in many countries, while casual leave is discretionary.
- Both require clear communication of dates and reasons.
