Writing a Maternity Leave Email That Works

As someone who has helped his wife craft many maternity leave emails, I understand the intricacies and emotions involved in this process. In this guide, I’ll share my unique experiences, offer practical tips, and provide you with three effective templates to ensure your maternity leave email hits the mark.

Key Takeaways

Key PointsDetails
Purpose of the EmailTo inform your employer about your maternity leave plans and ensure a smooth transition.
Essential ElementsClear subject line, expected leave dates, plan for handling duties, contact information.
Tone and StyleProfessional, concise, and respectful.
Personal TipsBe transparent, offer solutions, and express gratitude.
Templates IncludedFormal, semi-formal, and informal templates.
Follow-upConfirm receipt and discuss any further questions.

Understanding the Essentials

What to Include in Your Maternity Leave Email

A maternity leave email should cover the following points:

  1. Clear Subject Line: Ensure the purpose of your email is evident.
  2. Expected Leave Dates: Mention the start and end date of your leave.
  3. Plan for Handling Duties: Explain how your responsibilities will be managed.
  4. Contact Information: Provide details on how you can be reached if necessary.

Subject Line Examples

  • “Maternity Leave Request – [Your Name]”
  • “Notification of Maternity Leave – [Your Name]”
  • “Maternity Leave Plan – [Your Name]”

Personal Tips for Writing the Email

  • Be Transparent: Clearly state your leave dates and any relevant details.
  • Offer Solutions: Propose how your tasks will be managed in your absence.
  • Express Gratitude: Thank your employer for their support and understanding.

Real-Life Example

When my wife was pregnant with our first child, she was nervous about informing her employer. We crafted a professional yet warm email that outlined her leave plan and offered solutions for managing her duties. The positive response she received was a testament to the effectiveness of a well-structured maternity leave email.

Sample Maternity Leave Email Components

GreetingAddress your supervisor respectfully.
IntroductionState the purpose of the email.
Leave DetailsMention your expected leave dates and duration.
Transition PlanExplain how your duties will be handled.
Contact InformationProvide your contact details for emergencies.
ClosingExpress gratitude and willingness to discuss further.

Template 1: Formal Maternity Leave Email

Subject: Maternity Leave Request – [Your Name]

Dear [Supervisor’s Name],

I hope this email finds you well. I am writing to formally inform you of my pregnancy and my intention to take maternity leave. My expected due date is [Due Date], and I plan to start my leave on [Start Date]. I anticipate returning to work on [Return Date].

To ensure a smooth transition, I have prepared a detailed plan for handling my responsibilities during my absence. [Briefly outline your plan]. I will be available via email at [Your Email] for any urgent matters.

Thank you for your understanding and support during this time. I am happy to discuss this further at your convenience.

Best regards,

[Your Name]
[Your Position]

Template 2: Semi-Formal Maternity Leave Email

Subject: Notification of Maternity Leave – [Your Name]

Hi [Supervisor’s Name],

I wanted to let you know that I am expecting a baby, and my due date is [Due Date]. I plan to start my maternity leave on [Start Date] and return on [Return Date].

I have arranged for [Colleague’s Name] to cover my duties while I am away. [Briefly outline the transition plan]. If you need to reach me, I will be available at [Your Email].

Thank you for your support and understanding. Please let me know if you need any additional information.

[Your Name]

Template 3: Informal Maternity Leave Email

Subject: Maternity Leave Plan – [Your Name]

Hi [Supervisor’s Name],

I’m excited to share that I’m expecting a baby, due around [Due Date]. I’ll be starting my maternity leave on [Start Date] and plan to be back on [Return Date].

I’ve talked to [Colleague’s Name], and they’ll be covering for me. [Briefly outline your transition plan]. Feel free to reach out to me at [Your Email] if needed.

Thanks so much for your support!

[Your Name]


After sending your maternity leave email, it’s crucial to follow up to ensure it has been received and to address any questions or concerns your employer might have. A quick confirmation or a meeting to discuss further details can be very helpful.

Follow-Up Example

Subject: Follow-Up on Maternity Leave Email

Hi [Supervisor’s Name],

I just wanted to follow up on my previous email regarding my maternity leave. Please let me know if you have any questions or if there’s anything else I need to provide.

Thank you!

[Your Name]