application letter format for maternity leave

Career & Money ● 4 min

Writing a maternity leave request letter + example letters.

The Anatomy of a Strong Maternity Leave Request Letter

Know your workplace, example 1: casual letter, example 2: formal letter, example 3: tailor to corporate guidelines.

Maybe you’re a successful businesswoman, rising to new heights in your career. Or maybe you’re a young professional, just starting to get a feel for your workplace environment. Wherever you are on your professional journey, pregnancy might seem like a roadblock to your career. How do you handle your pregnancy and childbirth in a professional way without losing the progress you’ve made?

If telling your boss you’re pregnant in person isn’t your style, the next best alternative is to write a maternity leave request letter.

Getting this letter to your boss in a timely manner is an effective way to communicate your commitment to the company, your plans for leave, and your hopes for the future.

It’s also a great idea to attach your maternity leave plan to your request letter, so you look super prepared and dedicated to your company.

Together we will walk through how to write a stellar maternity leave request letter that shows your devotion to your company and passion for your career.

When you’re writing your maternity leave request letter, there is some essential information you’ll want to include. This will allow your boss to have the details of your maternity leave clearly laid out and easily accessible. A strong maternity leave letter includes:

• Your name, title, and employee number if applicable. In big companies, your boss might need a reminder of who you are or which department you work for. Adding these details helps keep things professional.
• Your due date and how many weeks of leave you’re planning to use. It can also be helpful to schedule your last day in the office a week or two before you’re due so your office can better plan for your absence. Babies come when they want to, but scheduling your last day can give you some peace of mind.
• The name of a trusted colleague or teammate who will be handling your duties and responsibilities. If you trained someone to help while you’re gone, be sure to mention it in your maternity leave request letter!
• Clear boundaries for maternity leave . Are you ok receiving work emails while on leave? What about phone calls? Letting your boss know what you are or aren’t comfortable with in writing can help with possible disputes in the future.
• Excitement about returning to work. Your employer wants to know that they aren’t going to lose a valuable employee. Showing that you are excited about coming back to work gives your boss an extra boost of confidence about your commitment to the company.

Helpful tip: Attach your complete maternity leave plan to the letter for bonus points with your company!

After you’ve included these important details, submit your request letter as soon as possible. If your leave falls under FMLA guidelines, you will need to provide your employer at least 30 days notice. However, more notice is always better, since this will give your office time to prepare. Once you’re in a pregnancy safe zone (generally after 12-15 weeks), anytime is a good time to bring up maternity leave with your boss!

By highlighting a clear plan and timeline for your maternity leave, you are assuring your boss that you are committed to your company and willing to do everything you can to make your time away as smooth as possible.

Every office is different, so it’s important to know the environment of your workplace. Some offices have employee handbooks that might give you insight into the HR policies in place for maternity leave. Company culture also plays a huge part in what type of maternity leave request letter you should write to your employer.

Below I have included three maternity leave request prompts that vary in formality. Feel free to pick one that fits your company best and adapt it for your needs.

If you work for a small company where you know your boss well, you can write a more casual maternity leave letter. You can include less information since your boss likely knows you better. An easy way to send this is via email. Be sure to cc your HR representative on your email to your boss.

Subject: Maternity Leave Request

Dear Mr./Mrs. [Recipient’s Name],

As you know, I am now approaching the end of my pregnancy. I am due [due date] and plan to start my maternity leave on [starting date] and return to the office by [tentative joining date]. Barring any unforeseen issues regarding my pregnancy and delivery, I expect to be back to work at my previous position and workload.

I have been working closely with [colleagues name] and they are prepared to handle my responsibilities while I am away.

If my plans change for any reason, I will let you know as soon as possible. Thank you for allowing me this time to spend with my newborn.

See my attached maternity leave plan for further details.

Yours Sincerely,

[Your Name]

If you work for a larger company and are less comfortable having a casual conversation with your boss, you will likely want to print out a physical letter to hand to your boss and HR director. Including more information can help you feel confident asking for maternity leave.

[Manager name]

[Business address]

This letter is to inform you that I am pregnant and plan to take maternity leave. My due date is [date] and I plan to continue working until [date or suggest working from home until your due date or delivery]. I plan to take [number] weeks of maternity leave. I don't expect to have any problem returning to my current position and delivering the same quality of work I do now.

While I'm on leave I suggest [name] be in charge of [specific parts of your job]. If you have any concerns, please let me know so we can address them.

While I'm on maternity leave, I am happy to reply to emails in my available free time, however I ask that phone calls please be avoided. Please let me know if there are any forms you require from me before I go on maternity leave. Thank you for allowing me to take this time to physically recover and care for my new baby.

[Handwritten signature]

If you work for a large company with many supervisors, it can be tricky to know the correct way to write a maternity leave request letter. Your corporation will likely have a much clearer guideline for maternity leave than smaller companies. Be sure to let your boss know who you are and that you are aware of your allowed leave. This is also a good letter to print out and hand deliver.

The purpose of this letter is to apply for maternity leave as mentioned in our organization’s policy. I would like to use my maternity leave for a period of [number of weeks] weeks, beginning [start date] with my return to the office being [end date]. I hope that this request will be approved in a timely manner.

During my time away, I have asked [colleague’s name] to assist with handling my responsibilities and duties. In the case of an unmanageable emergency, please contact me at [contact number].

If my plans change, or unforeseeable circumstances arise, I will be sure to let you know. Please let me know of any information or forms, such as a doctor's note, that you will require from me before or during my maternity leave. I look forward to working with you to ensure a smooth transition to maternity leave and back to work.

A maternity leave request letter is an effective way to set expectations for your time away from the office. Your boss will be thankful to have one document to find your due date, the length of time you will be gone, and an expectation for communication. Don’t be shy about your passion for your company and excitement to return to work when your leave is over.

If you’re wanting a way to take your maternity leave request letter to the next level, be sure to read our guide on how to create a maternity leave plan (it even includes a template!)

Your maternity leave is a time to adjust to parenthood and bond with your new baby. A clearly communicated leave plan with your company can let your time at home be as peaceful as possible, allowing you to return to your career with joy.

#career #maternityleave #katiedanilich

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Welcoming a new member into the family is an exciting time, but it’s important to plan ahead, especially when it comes to your professional commitments. One of the most important things to begin from the professional front is applying for maternity leave at the office. Your maternity leave request should communicate your leave for pregnancy while remaining professional and clear.

Whether you are a new mom-to-be or you just want to improve your approach for the second time around, this guide will walk you through tips and an overall strategy on how to apply for maternity leave at the office with leave application samples below.

A maternity leave letter is a formally presented leave request or a leave application from expectant mothers at their workplace. The maternity leave request is written to inform your manager, employer, or HR department that you plan to take time off from work for a certain period due to pregnancy, childbirth, or caring for a newborn child.

The leave request typically includes information about the expected date of birth, the beginning and end dates of maternity leave, as well as information about the employee’s role and responsibilities during the absence. The letter serves as a formal notice that the employee intends to take maternity leave, according to the company’s policies and legal requirements.

Before moving on with our maternity leave application tips and samples, let’s get a quick understanding of the specifics of maternity leave requests. In India, according to the Maternity Benefit Act 1961, there are certain rights and benefits provided to women during pregnancy including maternity leave, maternity pay, and job protection. Here, female employees are eligible to take maternity leave for up to 6 months, or 26 weeks. The maternity leave application in India grants a full salary during this period. 

• Tips to Write a Maternity Leave Application for Office

Here is a detailed guide to help you write a maternity leave letter during pregnancy.

Your maternity leave request should state the subject of your application. Therefore begin your maternity leave application with a clear and to-the-point heading that states your reason for leave. For example, “Application for Maternity Leave” or “ Request for Maternity Leave Absence”

Clearly state the purpose of your maternity leave and mention the duration of the leave request. Remember to mention the expected date of the commencement of the pregnancy leave and the anticipated date of return to work.

Include relevant details such as your employee identification number, department, and designation to facilitate processing by the HR department. Also, mention the date of childbirth, if known.

Express your gratitude to your employer for providing support and understanding during this significant event in your life. Assure your commitment to the job and the company even during the period of your absence.

Example: Thank you for your support. I’m committed to a smooth handover and excited to return to work.

Offer to coordinate with your colleague or designated replacement before the commencement of your leave. This shows your commitment and dedication to the job role and the company thereby, ensuring a smooth transition in the team.

Remember to provide contact information for emergencies or any critical inquiries during your absence.

Here are the 5 best maternity leave format templates to help you draft a perfect maternity leave application request right before your D-Day!

[Your Name]

[Your Employee ID]

[Your Department/Division]

Subject: Maternity Leave Application

Dear [Supervisor/HR Manager],

I am writing to inform you of my pregnancy and to request maternity leave. My expected date of childbirth is [Date], and I would like to commence my maternity leave from [Start Date] until [End Date]. I intend to return to work on [Return Date].

I am committed to completing any pending tasks and facilitating a smooth handover of responsibilities before my departure. Please let me know if there are any additional procedures I need to follow or documents I need to submit.

Thank you for your understanding and support during this time. I look forward to returning to work and contributing to the team upon my return.

Subject: Maternity Leave Request

I am writing to formally request maternity leave following company policies. My expected date of childbirth is [Date], and I would like to begin my maternity leave from [Start Date]. I anticipate taking [Number of Weeks/Months] of leave and plan to return to work on [Return Date].

I have already begun organizing my workload and will ensure a smooth transition before my departure. Please let me know if there are any specific tasks or responsibilities you would like me to prioritize during this time.

Thank you for your support and understanding. I am looking forward to the new chapter ahead and returning to work with renewed energy.

Best regards,

Example 3: Maternity Leave Extension Request

[Your Name]  

[Your Employee ID]  

[Your Department/Division]   

[Date]  

Subject: Request for Extended Maternity Leave  

Dear [Supervisor/HR Manager],  

I hope this email finds you well. I am writing to request an extension of my maternity leave due to unforeseen circumstances. As you are aware, I began my maternity leave on [Start Date], with the original plan to return to work on [Return Date]. However, after discussions with my healthcare provider, it has become apparent that I will need additional time to fully recover and care for my child.  

I am requesting an extension of [Number of Weeks/Months] to my maternity leave, to return to work on [New Proposed Return Date]. I understand the impact that my extended absence may have on the team and will ensure that all necessary arrangements are made to minimize disruption.  

I am committed to completing any pending tasks and facilitating a smooth transition of responsibilities during my absence. If there are any specific tasks or projects that require my attention before I extend my leave, please do not hesitate to let me know.  

Thank you for your understanding and support during this time. I am grateful for the flexibility that [Company Name] has shown in accommodating my circumstances, and I look forward to returning to work with dedication once I have fully recovered.  

Warm regards,  

Subject: Application For Maternity Leave

I am writing to formally request maternity leave as I am expecting a child. My expected date of childbirth is [Date], and I would like to commence my maternity leave from [Start Date]. I plan to take [Number of Weeks/Months] off and return to work on [Return Date].

I want to assure you that I am committed to completing any pending tasks and ensuring a smooth handover of responsibilities before my departure. If there are any specific tasks or projects that require attention during my absence, please let me know, and I will make appropriate arrangements.

Thank you for your understanding and support during this important time. I am looking forward to becoming a parent and returning to work with renewed focus and dedication.

Warm regards,

Example 5: Simple Maternity Leave Letter

[Your Department/Division]  

[Company Name]  

Subject: Maternity Leave Request  

I hope this email finds you well. I am writing to formally request maternity leave as I am expecting a child. My expected date of childbirth is [Date], and I would like to commence my maternity leave from [Start Date]. I plan to take [Number of Weeks/Months] off and return to work on [Return Date].

I assure you that I will complete all pending tasks and ensure a smooth handover of responsibilities before my departure. If there are any specific tasks or projects that require attention during my absence, please let me know, and I will make appropriate arrangements.

Please kindly approve my request for maternity leave. Thank you for your understanding and support during this important time.

Best regards,  

Writing an application for maternity leave takes a lot of time and effort, but it’s worth it in the end. With the help of these tips in this guide and the leave application example provided, you’ll be able to create an application that’s both professional and comprehensive, meeting both your and your employer’s needs. Remember to submit your leave application prior as this will help your team members make the necessary arrangements before your leave.

We wish you good health as you move into this new stage of your life!

Related Read: How to Write Casual Leave Application for Office – With Samples

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• Jan 4, 2023

How to Write a Maternity Leave Letter (with Samples)

Are you pregnant? Here is how to request maternity leave.

Joanna Zambas

Content Manager and Career Expert

Reviewed by Hayley Ramsey

Preparing for the birth of your baby is an exciting but stressful time — especially if it’s your first child. You’ll need to make sure you’re fully prepared for the arrival of your little bean. But first things first, you need to get your  time off work  approved to ensure you’re covered by your statutory pay while you’re on leave — and have a job to go back to.

Maternity leave will give you the time to recover from childbirth and bond with your little one before you’re thrown back into the real world as a working mom. But in order to get your full maternity allowance , you need to put all the details in writing.

This guide will walk you through the steps to preparing a professional maternity leave letter , with some useful samples.

Why you need to write a maternity leave letter

When it comes to making important requests in the workplace, it’s a good idea to have everything down in writing . If you choose to speak to your boss in person about your upcoming absence, it’s best to follow that up with a letter or email, just to keep a record of the key dates and information you brought forward.

By law, you are not required to let your employer know until later on in the pregnancy. However, consider having this conversation early, at the start of the second trimester, as trying to conceal a pregnancy can be stressful for both you and the baby .

As always, have a look at company policy if you’re unsure about minimum notice requirements.

What to include in your letter

From cover letters to complaint letters and resignation letters , all written communication you hand in to your employer should follow formal letter structure . Regardless of content, these should include a date, your name and address, your recipient’s name and address, and your signature. Make sure you’ve got all that down in your request for maternal leave.

Aside from that, the letter to your employer should include:

• What you are writing to inform them about, in this case that you plan to start your maternity leave in a few months’ time
• Your due date and the starting date of your leave
• How many weeks you’re planning on staying home and the date you intend to return to work (barring any unforeseen events)
• A list of any projects you’re currently working on that might need reassigning while you are away
• Your contact information, so your employer can contact you in case something important comes up

How to structure your letter

Official requests in the workplace need to be put in writing and formatted correctly. These tips below will help you achieve this in your maternity leave letter writing.

• Sender’s address:  Start your letter with your address in the left-hand corner of the page. In the US, it’s acceptable to have this address in the right-hand corner. (Skip this step if you’re going to send your notice  via email .)
• Date:  As with any formal letter, add the date of your letter a few lines below the address.
• Subject line:  Keep the subject of your email short and to the point. It could be something like: ‘Maternity Leave Request’.
• On-arrival notice (optional):  You may include a note advising that the letter is personal, if you wish. Make sure you use uppercase for this, eg: “PERSONAL” or “CONFIDENTIAL”.
• Inside address:  Your company’s address should appear a few lines below the above. You can skip this if you’re sending an email.
• Salutation:  As with any professional letter, you need to open with the correct formal salutation. Even if you’re best buds with your boss, you need to address him properly, eg: “Dear Calvin”.
• Opening paragraph:  This is where you should advise what the purpose of the letter is and how long you plan to be away during your maternity period. Do you want to take the full allowance or just part of it? You will also need to specify the dates you will be leaving and  returning to work , as well as the date your baby is due.
• Body:  In the letter’s body, you should specify how you plan on covering your projects while you’re out of action.
• Final paragraph:  In this paragraph, you can state how you plan on returning to work; you should also provide your personal contact details for when you are on your maternity leave.
• Closing:  It’s important to close your letter by showing appreciation for your job and thanking your employer for their understanding during this important period of your life.
• Your name and signature:  If you’re giving your employer a printed letter, opt for a handwritten signature. If you’re sending an email, simply write your name.

Tips for writing your letter

So far, we’ve talked about the benefits of handing in a letter versus informing your employer verbally. We’ve also covered the main points you should include in your letter.

Before you start writing, read through some final, useful tips that can help you achieve a professional tone and ensure your transition from office to home is a smooth one.

1. Emphasize your excitement to re-enter the workforce

Although you’re probably thrilled to have a change of scenery for at least 12 weeks, do not let your employer catch wind. It’s important to stress how you will be looking forward to returning to the office once you’ve settled in at home with your baby.

2. If you’re unsure, request the maximum amount of leave

It can be hard to tell how much time you will need off work after you’ve delivered your baby. With postnatal depression being common among first-time moms, you might not feel up to returning to work just a month after giving birth. As such, it’s best to request the maximum time of  absence  you’re entitled to ; that’s 12 weeks of maternity leave. You can always change this later down the line if you feel ready to return to the office before your entitlement is over.

3. Hand in your letter ASAP

It’s advisable to hand in your maternity leave letter as soon as you have the all-clear from your midwife that you’re in your pregnancy’s safe period (this is usually after three months have passed). By law, you should tell your employer that you are pregnant no later than 15 weeks before your baby is due .

4. Be sure to have all the correct paperwork

In addition to your formal letter, if you’re in the UK, you will also need a maternity certificate from your doctor (MAT B1) confirming your pregnancy and your due date. This is usually given after you’ve reached 21 weeks of pregnancy.

Printed letter sample

This sample letter taken from Sample Resignation Letters can be used for an employee who is planning on taking the full maternity allowance. Of course, it can be tweaked to fit your specific circumstances.

Email sample

Pregnancies are often unexpected, and a few mothers seem to experience pregnancy difficulties that force them to take their maternity leave sooner than expected. The following email template can help you inform your manager and  HR department  about these kinds of situations.

Maternity leave letter template

Since your letter will serve as official notice to your employer, it must follow the structure of a business letter. And, because we know that these types of letters can be tricky to write, we’ve included the following maternity leave letter template to help you quickly get started.

Download the template

Things to remember

As a soon-to-be mom, many things will start requiring your full attention. The points below can help you eliminate additional stress, at least where work is concerned.

• Request a gradual return:  Going back to work after spending a long period at home with your newborn baby can be challenging. To help you ease back into working life, ask your employer if you can have a flexible schedule or if you can work reduced hours for the first month until you get back into the swing of things.
• Speak to your HR department:  It’s wise to contact your HR department in the weeks and months leading up to your maternity leave. They will be able to advise on healthcare, childcare and any additional benefits the company offers.
• Make recommendations on your replacement:  Leaving your duties in the hands of another employer can be scary — especially if it’s someone that you don’t know or trust. If you think your tasks can be handled by your colleagues, propose this to your manager. Alternatively, if you know someone that can be a good match in your absence, suggest this scenario to your boss.

Final thoughts

Asking for maternity leave can be stressful, especially if you are quite new to the team. However, as a mother and a working woman, you’re entitled to this allowance . By following the right procedure, a huge weight will be lifted off your shoulders, knowing that your leave has been accepted without affecting the future of your career .

Did you find this useful? Share it with your friends so they know how to write a maternity leave letter, too!

Originally published March 21, 2018. Updated by Electra Michaelidou.

Maternity Leave

Professional Letters

17+ Free Sample Maternity Leave Letter Templates – MS Word, PDF

For new mothers, balancing work and taking care of a newborn can be a stressful juggling act. Companies typically offer maternity leave to help ease this transition, but it can still be daunting to approach your employer and request the time off. This is where a maternity leave letter template can come in handy.

Table of Contents

From providing proper notice of when you plan to start and end your leave, to outlining any special requests or arrangements you may need to make your transition back to work smoother, a well-crafted maternity leave letter can make all the difference in ensuring a smooth and stress-free leave. With a readily-available template, new moms can feel empowered to advocate for themselves and their families during this important time.

Download Free Sample Maternity Leave Letter Templates

How to Request Maternity Leave in a Letter

Becoming a new parent is an exciting and nerve-wracking experience, especially when it comes to requesting time off work for maternity leave. It’s important to inform your employer of your intentions to take time off to prepare for your new arrival and adjust to the new lifestyle changes that come with being a parent.

You might be interested: Sample Letters Of Medical Necessity

Writing a letter requesting maternity leave can be somewhat daunting, but with a little guidance, the process can be simple. By following a few key steps and providing the necessary information, you can ensure that your employer has all the information they need to make the process smooth and stress-free for both parties.

Importance of Maternity Leave Letter

As a new mother, the thought of returning to work after a few weeks of bonding with your newborn can be daunting. That’s why a maternity leave letter is so important. It’s not just a formality to inform your employer of your leave. A well-written letter can help you secure your job, maintain a positive relationship with your employer, and set expectations for your return.

You might be interested: Free Treatment Plan Templates

It also gives your employer time to plan and prepare for your absence. By taking the time to craft a thoughtful and professional maternity leave letter, you can alleviate some of the stress and anxiety that often comes with returning to work after giving birth. So take a deep breath, put pen to paper, and let your employer know that you are committed to both your new family and your career.

Guidelines for Writing an Effective Maternity Leave Letter

The arrival of a new member of the family is a special time that requires some restructuring of your life. As an expecting mother, you may need to take some time off work to adjust to the new addition. Writing an effective maternity leave letter can help prioritize the needs of your family while maintaining smooth operations at your workplace. It is important to follow some key guidelines while composing this letter to ensure that it is professional, courteous, and informative.

You might be interested: Free Medical Consent Form Templates

Your maternity leave letter should provide essential details about the duration of your absence, your anticipated return date, and relevant contact information during your leave. Additionally, it is always a good idea to express your appreciation for your employer’s understanding and support of this exciting life event. By crafting a thoughtful and comprehensive maternity leave letter, you can move forward with confidence, knowing that your employer is well-informed and supportive of your needs as a new mother.

How to Create a Maternity Leave Letter Template

As an expectant mother, preparing for your upcoming maternity leave can be both exciting and overwhelming. There are several things you need to take care of before you leave, including informing your employer about your absence. One of the most important pieces of information you need to provide your employer is a maternity leave letter.

You might be interested: Free Nursing Hospital Discharge Checklist

Start with the Basics

Begin by including your full name, job title, and address at the top of your letter. Next, include the name and address of your employer, followed by the date of the letter. This information should be aligned to the left of the page.

Let Your Employer Know About Your Absence

The first paragraph should be an introductory paragraph stating the purpose of the letter, which is to inform your employer of your maternity leave. Include the expected date of delivery and expected return date. This paragraph should be concise and straight to the point. You can start by writing “I would like to inform you that I will be taking maternity leave for…”

Explain Your Absence

In the next paragraph, explain the reason for your absence in detail. Ensure that you mention that your absence is due to your pregnancy and that you need time off to recover. Be sure to mention any medical conditions or doctor’s orders that support your need for time off. You can write, “As per my medical condition and doctor’s orders, I will need to take some time off work in order to recover from childbirth.”

Outline a Plan of Action

Next, discuss how you are planning to handle your workload before your leave and during your absence. Mention any pending projects and how they will be delegated to colleagues. You can also offer to train a replacement or mentor a colleague who can take over your responsibilities. You can write, “I am working on a plan to ensure that all my pending projects are completed before I go on leave. I will delegate specific tasks to my colleagues and provide them with the necessary training…”

In the final paragraph, restate your appreciation for the opportunity to work with your employer. Inform them that you will keep them updated on any changes and ensure a smooth handover of responsibilities. Finally, thank them once again for their understanding and support during this period. You can write “I appreciate the support and understanding that the company has offered me during this period and I am looking forward to returning to work and resuming my responsibilities. I will keep you updated on any changes…”

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Maternity Leave Letter: Format, Application and Sample

Download Maternity Leave Letter Word Format For Free

Table of Contents

Why It Matters

Leave duration and pay, eligibility requirements, notification timelines, leave application process, benefits during leave, finding the answers, structure for success, tips for a winning letter, maternity leave letter format, maternity leave letter sample, addressing potential concerns, when should i submit my maternity leave letter, what should i include in my transition plan, do i need to mention my availability during leave in the letter, what resources can help me understand my legal rights regarding maternity leave, what if my company doesn’t offer paid maternity leave.

Motherhood is a joyous journey but comes with significant changes and adjustments. Maternity leave serves as a crucial period for expecting mothers to prepare for childbirth, recover physically and emotionally, and bond with their newborns. It allows women to prioritize their health and well-being while ensuring a smooth transition into parenthood.

However, requesting maternity leave can sometimes feel daunting. Some women may face anxieties about navigating company policies, concerns about workload transition, or even fear of jeopardizing their career advancement.

This comprehensive guide aims to empower expecting mothers by helping them craft a professional and effective maternity leave letter. By following these steps, you can feel assured in securing the well-deserved time you and your baby need.

Throughout this blog, we’ll explore your company’s maternity leave policy and the essential elements of a strong maternity leave letter and provide a sample template for your reference. We’ll also address potential concerns and equip you with resources regarding your legal rights.

Understanding the Maternity Leave Policy

Knowing your company’s maternity leave policy is the foundation for writing a confident and effective maternity leave letter. It equips you with the information you need to clearly articulate your request and ensures you maximize the benefits available.

A thorough grasp of your company’s maternity leave policy empowers you in several ways:

• Clarity: You can precisely specify the requested leave duration in your letter.
• Confidence: Knowing your rights and entitlements strengthens your position when negotiating leave details.
• Planning: You can utilize the information to plan for childcare arrangements and workload transition during your absence.

Key Elements to Research for Maternity Leave Letter

Here are the crucial details you need to uncover within your company’s maternity leave policy:

• Length: Find out the total duration of paid and unpaid leave offered.
• Compensation: Determine whether the leave is fully or partially paid and understand any pay calculation methods employed during the leave period.
• Minimum Tenure: Companies often require a minimum period of employment before granting maternity leave benefits. Identify this timeframe to ensure you qualify.
• Advance Notice: Policies typically specify a timeframe for notifying your employer about your intention to take maternity leave. Knowing this allows you to submit your letter well in advance.
• Formal Procedures: Uncover the official channels for requesting maternity leave. This might involve submitting a formal application form or notifying a designated contact person.
• Healthcare Continuation: Explore how your health insurance coverage will be handled during your leave.
• Other Benefits: Check if the policy extends additional benefits, such as short-term disability pay or access to company resources during your absence.

Fortunately, there are several resources readily available to help you understand your company’s maternity leave policy:

• Employee Handbook: This comprehensive document often outlines company policies, including those related to maternity leave.
• Human Resources Department: The HR department is your go-to resource for any questions or clarifications regarding maternity leave policies and procedures.
• Company Website: Many companies maintain dedicated sections outlining employee benefits, which might include details about maternity leave.

Crafting Your Maternity Leave Letter

A well-written maternity leave letter acts as a bridge between your upcoming journey into motherhood and your continued commitment to your professional role. It’s a formal document informing your employer of your planned leave while demonstrating professionalism and preparedness.

Here’s a breakdown of the essential elements that should form the backbone of your maternity leave letter:

Salutation: Begin by addressing the letter to the appropriate recipient, typically your HR manager or direct supervisor.

Introduction: Open the letter with a clear and concise statement expressing your intent to request maternity leave.

Leave Details: This is the heart of your request. Specify the start and end dates of your desired leave period.

Referencing Company Policy: Briefly mention the relevant details (e.g., “I am writing to formally request maternity leave in accordance with our company’s policy”) to demonstrate your understanding of your company’s maternity leave policy.

Transition Plan (Optional): Going the extra mile can significantly benefit your request. Outline any steps you’ve taken to ensure a smooth handover of your responsibilities during your absence.

This could include: Completing ongoing projects as much as possible before your leave begins. Creating detailed handover documents outlining your ongoing tasks and responsibilities. Identify colleagues familiar with your work and can take over specific tasks during your leave.

Availability During Leave (Optional): While complete disconnection might be ideal, some women choose to offer limited availability during their leave. If applicable, indicate your level of accessibility (e.g., checking emails periodically or being available for urgent matters).

Return to Work: Express your intention and enthusiasm to return to work after your leave concludes.

Closing: Conclude the letter by thanking the recipient for their time and consideration.

Signature: For a physical copy, include your signature and printed name.

Here are some additional points to remember for a polished and impactful letter:

• Professional Tone: Maintain a professional and courteous tone throughout the letter.
• Proofreading Perfection: Ensure there are no typos or grammatical errors. Proofread meticulously before submitting.
• Electronic Advantage: Consider sending your letter digitally if your company allows electronic submissions.
• Attaching Documentation: Include any necessary supporting documents, such as a doctor’s note confirming your pregnancy and due date.

Subject: Maternity Leave Request – [Your Name]

Dear [HR Manager name] ,

I’m delighted to announce that I’m expecting a baby! My due date is [Due Date], and I’m writing to formally request maternity leave.

I’ve thoroughly reviewed the company’s maternity leave policy and understand that [ Briefly mention relevant details from the policy, e.g., “I am eligible for X weeks of paid leave”]. To ensure a smooth handover, I’ve already [ Briefly mention any steps you’ve taken, e.g., “wrapped up all critical projects” and “prepared detailed handover documents for ongoing tasks”].

While I’m excited to embrace motherhood, I’m also deeply committed to [Company Name]. I plan to return to work refreshed and ready to contribute on [Return Date]. In the meantime, I’ll check emails periodically for urgent matters.

Thank you for your understanding and support during this exciting time.

[Your Name]

Additional Considerations

While a well-crafted letter is crucial, other aspects must be considered for a smooth transition into maternity leave.

• Early Notification: Providing ample notice allows your employer sufficient time to prepare for your absence. Aim to submit your letter at least 8-12 weeks before your desired leave start date. This demonstrates respect for your colleagues and ensures a smoother handover process.
• Open Communication with Your Manager: Communication with your manager throughout pregnancy is key. Discuss your plans, workload, and potential concerns. This fosters understanding and collaboration to ensure a successful leave.
• Discussing Childcare Options: While on leave, childcare arrangements become a priority. Explore daycare options, consider family support networks or research potential nanny services. Planning helps alleviate stress upon your return.
• Returning to Work After Maternity Leave: Re-entering the workforce after maternity leave can be an adjustment. Discuss your return with your manager beforehand. Explore options for flexible work arrangements if needed, and consider attending company events to maintain professional connections during your absence.
• Understanding Your Legal Rights: National and state laws may provide additional maternity leave protections beyond your company’s policy. Familiarize yourself with these rights to ensure you’re receiving the full benefits you deserve.

Crafting a clear, professional, and well-informed maternity leave letter empowers you on your path to motherhood. This guide has equipped you with the knowledge to understand your company’s policy, structure your letter effectively, and navigate potential concerns.

Remember, requesting maternity leave is not a burden; it’s your right. By being proactive and confident in your communication, you can ensure a smooth transition and return to your professional role feeling refreshed and ready to contribute.

Frequently Asked Questions

It is generally recommended that you submit your maternity leave letter at least 8-12 weeks before your desired start date. This allows your employer ample time to prepare for your absence and ensures a smoother handover of your responsibilities.

Your transition plan demonstrates your professionalism and preparedness for leave. It can outline steps you’ve taken like:

• Completing urgent projects before your leave begins.
• Creating detailed handover documents for ongoing tasks.
• Identifying colleagues who can handle your specific tasks during your absence.

This is optional. While complete disconnection might be ideal, some women choose to offer limited accessibility. If applicable, you can mention checking emails periodically or being available for urgent matters.

Government websites: Many government websites offer dedicated sections outlining maternity leave rights and regulations.

Employee rights organizations: Look for organizations dedicated to employee rights that can provide valuable resources and support.

This can be a challenging situation. Here are some options to consider:

• Negotiate with your employer: Depending on your company culture and value to them, you might be able to negotiate some form of paid leave.
• Explore alternative benefits: Investigate whether your company offers other benefits, like short-term disability pay, that could help during your leave.
• Consider using vacation or sick leave: If applicable, you might be able to use accrued paid time off to supplement unpaid leave.
• Research government assistance programs: Depending on your location, government programs might offer financial support during maternity leave.
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Maternity Leave Letter Examples – Crafting Your Pregnancy Leave Application

• Post author: Meet
• Post published: March 30, 2023
• Post category: Leave Request

Maternity Leave Letter – Maternity leave is a critical aspect of the working world for pregnant women. It is an essential period of rest and recuperation after childbirth, allowing new mothers to bond with their newborns while recovering physically and mentally. To apply for maternity leave, it is necessary to submit a letter to the employer stating the expected date of delivery and the duration of the leave. Crafting a well-written maternity leave letter is crucial for ensuring a smooth and hassle-free leave period. In this article, we have compiled 15 examples of maternity leave application letters and formats that can help expectant mothers in drafting their own letters.

Table of Contents

Helpful tips for writing a maternity leave letter

• Begin with a clear and concise introduction, stating the purpose of your letter or email, such as “I am writing to request maternity leave.”
• Specify the dates you plan to take leave, including the start and end dates. This will help your employer plan and make necessary arrangements for your absence.
• Check your company’s policy for maternity leave to ensure that you are following the correct protocol and include any required forms or documents with your request.
• Use a professional tone throughout your letter and avoid oversharing personal information.
• If possible, give your employer enough notice of your planned leave to allow them to make arrangements for your absence.
• Offer to collaborate with your employer and colleagues to ensure a smooth transition and completion of your tasks before your leave.
• Express your gratitude for your employer’s support and understanding.
• Consider including bellow maternity leave letter samples or examples as a reference to ensure that your request meets the expected format and content.
• Avoid making demands or being confrontational in your letter or email. Remember that this is a request, not a demand.
• Proofread your request for any errors or typos before sending it to your employer.

By following these tips, you can write a professional and effective maternity leave request to your boss, in the correct format and with the necessary information.

Formats for maternity leave Letter

1 – formal letter format:.

[Your Name]

[Your Address]

[City, State Zip Code]

[Employer’s Name]

[Employer’s Address]

Dear [Employer’s Name],

I am writing to inform you that I will be taking maternity leave from [Start Date] to [End Date] in accordance with the company’s maternity leave policy. I am currently [X] weeks pregnant and plan to begin my leave on [Start Date].

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I will be accessible for any essential correspondence through email or telephone as well.

Thank you for your support and understanding during this time.

2- Maternity Leave Letter – Email Format:

Subject: Maternity Leave Request

I am writing to request maternity leave in accordance with the company’s maternity leave policy. I plan to take leave from [Start Date] to [End Date] to prepare for the arrival of my child.

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I will be accessible for any required communication through email or phone as well.

Thank you for your understanding.

Best regards,

3 – Short and Simple Maternity Leave Letter Format:

I will be taking maternity leave from [Start Date] to [End Date] in accordance with the company’s maternity leave policy. Thank you for your understanding.

4 – Family-Friendly Format:

I am writing to request maternity leave to prepare for the arrival of my child. I plan to take leave from [Start Date] to [End Date] to ensure that my family is properly cared for during this important time.

Thank you for your understanding and support.

5 – Maternity Leave Letter – Professional Format:

I am writing to inform you that I will be taking maternity leave from [Start Date] to [End Date]. I will be using my accrued sick and vacation time, as well as any other available benefits, to cover the duration of my leave.

Before commencing my leave, I will make certain that all ongoing projects are finalized and that my colleagues are thoroughly updated regarding any pending tasks. Moreover, I will remain accessible through email or phone for any essential communication needs.

6 – Grateful Format – Maternity Leave Letter:

I am writing to express my gratitude for your understanding and support during this important time. I will be taking maternity leave from [Start Date] to [End Date] to prepare for the arrival of my child.

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I am also accessible for any essential communication through email or phone.

Thank you again for your support.

7 – Personalized Format:

I am writing to request maternity leave from [Start Date] to [End Date]. During this significant period, I plan to utilize the available time to make adequate preparations for the arrival of my child and ensure that my family receives the necessary care and attention.

I appreciate your support and understanding during this time. If you have any questions or concerns, please do not hesitate to contact me.

8 – Positive Maternity Leave Letter Format:

I am thrilled to inform you that I am expecting a child and will be taking maternity leave in accordance with the company’s maternity leave policy. My leave will begin on [Start Date] and end on [End Date].

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I will also be reachable for any necessary communication through email or phone.

Thank you for your support and understanding during this exciting time.

9 – Informative Format for Maternity Leave Letter:

I am writing to inform you that I will be taking maternity leave from [Start Date] to [End Date]. I have attached a copy of the company’s maternity leave policy and completed the necessary forms to initiate my leave.

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I can be reached via email or phone for any required communication as well.

Thank you for your support and understanding.

10 – Collaborative Format:

I am writing to request maternity leave from [Start Date] to [End Date]. I am excited to embark on this new journey and appreciate your support during this time.

To ensure a smooth transition, I would like to work with you and my colleagues to plan for my absence and ensure that all my current projects are completed. I am also happy to provide training or assistance to any colleagues who may need it.

Thank you for your collaboration during this exciting time.

11 – Personal Format:

I am writing to request maternity leave from [Start Date] to [End Date] to prepare for the arrival of my child. I have been looking forward to this moment for a long time, and I want to ensure that I can be there for my child during this important time.

During my absence, I will ensure that all my current projects are completed and that my colleagues are fully informed of any outstanding tasks. I will be available for any necessary communication via email or phone.

12 – Collaborative and Informative Format:

I am writing to request maternity leave from [Start Date] to [End Date] and to initiate the necessary steps to prepare for my absence. I have attached a copy of the company’s maternity leave policy and completed the required forms.

To ensure that my colleagues are fully informed of my responsibilities and to plan for my absence, I would like to work with you and my team to develop a transition plan. I will ensure that all my current projects are completed and that I provide any necessary training or assistance.

13 – Flexible and Grateful Format:

I am writing to request maternity leave from [Start Date] to [End Date]. I am excited to welcome my child into the world and grateful for my company’s maternity leave policy, which lets me take the time I need to prepare and bond with my baby.

This might result in certain inconveniences, and I am open to adapting and exploring alternatives to ensure that my tasks are accomplished promptly and effectively. Please let me know how I can best support my team during my absence.

14 – Short and Sweet Format:

Please be advised that I will be taking maternity leave from [Start Date] to [End Date]. Thank you for your understanding.

15 – Empathetic and Supportive Format:

I am writing to request maternity leave from [Start Date] to [End Date]. As much as I love my job, I need to take some time off to focus on my health and the health of my baby.

I understand that this may create additional work for my colleagues, and I am committed to ensuring that my responsibilities are transferred smoothly and without disruption. Please let me know if there is anything else I can do to support my team during my absence.

Thank you for your empathy and support.

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Applications , Leave Request Letter

How to Write a Maternity Leave Letter

The arrival of a child is a joyous occasion. It is expected that you will want to take time off work to enjoy the moment with your loved ones. Additionally, it is also considered healthy for a mother to bond with their newborn. This is why it is crucial to learn How to Write a Maternity Leave Letter.

A maternity leave letter is a formal document. It details your intention to take time off work at the end of your pregnancy to care for your child. Besides asking permission to do this, it should also detail your away dates, plans for pending work, and contact information.

In this article, we review how to communicate your leave request to your boss effectively.

What to Include in a Maternity Leave Letter

A maternity leave letter is different from other leave applications in that the circumstances are not modifiable. You cannot postpone your due date. However, the letter must adhere to company policy and follow closely after a one-on-one discussion with your employer. Here is what your letter should include:

• Recipient Address – This is your company address and the HR Manager’s name.
• Date – After the address, always indicate the date you drafted your request.
• Subject Line – Include a brief phrase that captures your reason for writing.
• Body – In the first paragraph, reintroduce the reader to your situation. Mention your expected due date, the reason for taking maternity leave, and the dates you plan to be away. Next, provide the reader with a workload proposal that covers your pending projects. You can also include your contact information should anything not go according to plan. Finally, briefly mention how you plan to transition back to work.
• Sender’s Details – Close your letter with a note of thanks, your name, signature, and job title

Writing Tips for a Maternity Leave Letter

Most people understand that pregnancy and motherhood is a significant milestone. However, it would be unprofessional to just miss work without discussing it with your employer. The following tips should help you properly communicate your leave request:

• Use the appropriate salutation.
• Remind the reader of your pregnancy and due date in the first paragraph
• Include exact dates for when you will leave and resume work
• Keep your letter short and to the point.
• Use a polite and professional tone.

Maternity Leave Letter Template

{HR Manager’s Name}

{Company Name}

{Company Address}

{City, State, Zip Code}

Re: Maternity Leave Request

Dear {Mr./Mrs. Ms. Last Name},

As you know, I am expectant. I am writing to inform you that my due date has been set for {date}. I am also writing to request time off from work for my maternity leave from {leave date} to {resume date}. This time will allow me to physically recuperate and take care of my new child.

While away, I plan to {briefly describe your work plan}. I have also made arrangements with {colleague/supervisor name} to handle my pending projects.

If you need me for anything during my leave, you can reach me at {contact information}.

Thank you for your time and consideration.

{Your Name}

{Job Designation}

Sample Maternity Leave Letter

9 November 2030

Henry Cooper

JKL Company

343 Garden Grove

Jersey City, NJ 23121

Dear Mr. Cooper,

I am writing to request permission to take time off work for my maternity leave. As you know, I am expectant. My due date has been set for 23 November 2030, after which I plan to be away from work for 4 weeks. This time will allow me to recuperate and care for my new child.

During my leave, I plan to handle all pending projects on my portfolio. I have made arrangements with my assistant, who will cover any new assignments in my absence.

If you need me for an emergency, you can contact me at rachelray.com or 345 6789 123.

Senior Electrical Technician

Maternity Leave Letter (Word Template)

Bottom Line

Now that you know How to Write a Maternity Leave Letter, you should have an easier time communicating your request. Remember to use professional and polite language. It is also important that you include the exact dates you plan to leave and resume work. If your absence will affect other people in your department, detail in your letter how you plan to compensate. Finally, always send in your request at least a week before you need to leave.

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Written by admin • October 11, 2023 • 7:59 am • HR Best Practices • 16 Comments

Maternity Leave Application: Tips and Samples

Table of Contents

Maternity leave application is a formal letter or email written by an expectant mother to her employer requesting time off from work due to pregnancy and childbirth, outlining the intended leave period and return date. Maternity leave signifies the interval during which a woman takes time off from work due to pregnancy or after giving birth to her child. This period is of utmost importance as it allows the mother to prepare for childbirth, recover post-delivery, and bond with the newborn.

The duration of the maternity leave will vary by company. Maternity leave for employees has been increased in India under the Maternity Benefit Act from 12 to 26 weeks . All ESIC-insured employees are guaranteed maternity leave.

Below are samples illustrating how a prospective mother can construct a maternity leave application tailored to her workplace’s specific requirements.

Tips to Write a Convincing Maternity Leave Letter

When crafting your maternity leave letter, follow these essential tips for a convincing and accepted request:

Attach Relevant Documents If applicable, attach any necessary doctor’s letters (unless sensitive) to serve as proof of your situation. This will substantiate your request and evoke empathy, potentially expediting the approval process.

Delegate Responsibilities: Provide reassurance by stating that you have delegated your duties to a competent individual familiar with the tasks. This demonstrates your commitment to ensuring a smooth workflow in your absence.

Adhere to the 7 Cs of Communication:

• Concise: Be succinct and to the point, avoiding unnecessary details.
• Clear: Clearly state your request and the reasons behind it.
• Concrete: Provide specific information and details to support your request.
• Correct: Ensure accuracy in grammar, spelling, and information provided.
• Coherent: Present your points logically, making it easy for the reader to follow your request.
• Complete: Include all necessary details, leaving no room for ambiguity.
• Courteous: Maintain a polite and respectful tone throughout your communication.

Include Signature, Place, and Date (for Printed or Handwritten Letters): If submitting a print-out or handwritten letter, add your signature at the end. Additionally, don’t forget to include the place and date of writing to provide a formal touch to your application.

Adhering to these guidelines shall help you enhance the effectiveness of your leave application, increasing the likelihood of a positive response.

Components of Maternity Leave Application in India

Understand Your Company’s Policy Before drafting your maternity leave application, thoroughly read and comprehend your company’s maternity leave policy. Understand the duration of the leave, whether it’s divided into pre-natal and post-natal periods and any special provisions or benefits you are entitled to. Pay attention to specific rules regarding the application process, advance notice requirements, and the designated person or department you need to inform.

Format Your Application Follow a formal letter format. Place your name and address on the top left or right corner, followed by the recipient’s details below. Craft a clear and concise subject line indicating the purpose of your letter, such as ‘Maternity Leave Application.’

Salutation Use a professional salutation based on the recipient’s position and your workplace culture. For instance, ‘Dear Mr Smith’ or ‘Dear Ms Patel.’ If you’re unsure, it’s better to err on the side of formality.

Clearly State the Purpose In the opening paragraph, clearly state that you are writing to request maternity leave. Specify the exact number of days you plan to take off, including both pre-natal and post-natal periods. Mention your expected due date if applicable. Be clear and precise to avoid any misunderstandings.

Outline Work Coverage Describe how you plan to delegate your responsibilities during your absence. If you’ve discussed this with your supervisor, summarise those arrangements. Include the names of colleagues who will handle your tasks and specify any ongoing projects. If remote work is an option, state your availability hours and the mode of communication you’ll use.

Communication Preferences State your communication preferences during your leave period. Specify if you’re open to receiving work-related calls and emails or if you prefer minimal communication. Provide an alternate contact number or email address if necessary. Make it clear if you’ll be available during specific hours.

Future Work Schedule (Optional) If you anticipate changes in your work schedule after returning from leave, briefly mention them. For example, if you plan to work part-time initially, you can express your intent here. Alternatively, you can choose to discuss this upon your return, especially if your plans are not yet finalised.

Express Gratitude Express your gratitude for the support and understanding of your manager and colleagues. Acknowledge their cooperation during this important phase of your life. A brief thank-you note demonstrates your professionalism and appreciation.

Signature and Proofreading Sign the letter with your handwritten signature if it’s a hard copy. If you’re sending it electronically, you can omit the signature and type your full name below. Proofread the entire letter carefully to eliminate errors, ensuring it’s polished and free from grammatical mistakes.

Timely Submission Submit your maternity leave application well in advance, adhering to the company’s policies regarding notice periods. Ensure the application reaches the appropriate person or department within the specified timeframe to facilitate the smooth processing of your leave request.

Maternity Leave Application: Format & Samples

A woman may apply for maternity leave in a number of different ways:

• By sending an email or letter requesting maternity leave
• By speaking face-to-face with the employer
• Using the phone

In order to assist you in successfully creating a convincing application for maternity leave, this blog will give several maternity leave application samples and writing advice.

Maternity Leave Application Format

[Today’s Date]

[Recipient’s Name] [Recipient’s Designation] [Company Name] [Company Address] [City, State, Zip Code]

Salutations

[Your Full Name] [Your Signature] [Your Email Address] [Your Contact Number]

Sample 1: Maternity Leave Application for Teachers

Since 2016, I have had the privilege of teaching social science to fifth and sixth-grade students. I am writing to inform you that I am expecting and anticipate giving birth on October 9, 2023. As per the organisation’s policies, I kindly request maternity leave commencing from August 29, 2023, until January 20, 2024.

During my absence, I have taken the initiative to identify capable substitute teachers whose resumes are provided for your reference. Rest assured, I will diligently transfer all necessary materials and information to ensure a seamless transition for both you and the replacement teacher. I have already covered more than half of the curriculum, thus facilitating a smooth continuation of the lessons.

I sincerely appreciate your understanding and support during this period. Thank you for your consideration.

Yours sincerely,

Leena Fai Mob: 8787541908 Home phone number: 0389-2376854 Social Science Teacher ABC School

Sample 2: Maternity Leave Application for Manager

Dear Parth,

I am writing to inform you that I will be taking my allotted 26-week-long maternity leave starting 29/08/2023, as my due date is 09/09/2023. Should everything go according to plan, I should be able to return to the office by the second week of February 2024.

I have made it a priority to complete all pending projects before I go on my leave. Mr Sebastian Knight, the assistant manager, will assume my roles and responsibilities in my absence. Moreover, I will check in weekly via phone or email to ensure that the team continues to work productively and all deadlines are met.

If there are any changes in my plan, I will let you know as soon as possible.

I thank you for your understanding and attention to this matter.

Jessica Vali Manager Quality Assurance Department Mob: 9857879732 Home phone number: 011-2346954 Company abc

Sample 3 – Application for Maternity Leave

Dear [Recipient’s Name],

I, [Your Name] , a member of the [Department/Team Name] , am writing to formally request maternity leave, as I am currently [X months] pregnant. I kindly request leave starting from [start of maternity leave] to [end of maternity leave] , as per the organisation’s policy.

During my absence, I have arranged for Mr. Anirban Aditya and Miss Anna Hmar to manage my tasks efficiently. For any necessary communication, please find my contact details below. If there are any changes to my plans, I will promptly inform you.

Attached herewith is my doctor’s letter confirming my pregnancy and due date for your records.

I sincerely appreciate your understanding and attention to this matter. Thank you for your support.

Warm regards,

[Your Name] [Your Position] [Department/Team Name] [Contact Information]

Sample 4 – Maternity Leave Letter

Subject: Maternity Leave Application

Dear Mr./Mrs.{Recipient’s Name},

I’m sending you this email to let you know that my due date is August 27, 2023. Since I’ve planned to take my maternity leave on the “start date” and return to work on the “end date,” I’d like to take advantage of the organisation’s offered “No of Weeks” of maternity leave.

Miss Nina Rami has volunteered to assume my obligations and responsibilities while I’m away and delegate them as necessary.

If, for any reason, my plan changes, I will let you know as soon as possible. In case you ever need to get in touch with me, my home and personal phone numbers are listed below.

Thanking you,

{Your Name} {Phone Number} {Designation}

Sample 5 – Maternity Leave Request

Subject: Maternity Leave Request

I hope this message finds you in good health. I am writing to inform you that I am currently in the third trimester of my pregnancy, and my doctor has advised immediate bedrest before my due date on 27/08/2022. Consequently, I would like to avail myself of the allotted maternity leave starting from [Mention your Maternity Leave Starting Date] till [Mention Your Maternity Leave End Date] .

In my absence, Mr. Anil Kapoor and Miss Poonam Rai will divide my duties and responsibilities. They have been briefed to ensure a seamless transition during this period. For any urgent matters or crises, please do not hesitate to reach me at the contact number provided below.

I have attached the necessary doctor’s letters for your reference, confirming my situation and due date. Should there be any changes in my plan, I will inform you promptly.

Thank you for your understanding and support during this time.

[Your Name] [Job Profile] [Department Name] [Contact Number]

Sample 6 – Application for Maternity Letter

Subject: Application for Maternity Letter

I hope this message finds you well. I am writing to formally request maternity leave from [Mention Start Date of Maternity Leave] to [Mention End Date of Maternity Leave] . I have attached the necessary documents from my doctor confirming my pregnancy and due date for your reference.

During my absence, I have made arrangements for Mr. Aman Singh to manage my roles and responsibilities. He will provide regular updates on work progress thrice a week. My contact details are provided below for any urgent matters or if you need to reach me.

I assure you of my commitment to ensuring a smooth transition of my tasks. Should there be any changes in my plan, I will promptly inform you.

Thank you for your understanding and support. I am looking forward to your positive feedback.

Maternity Leave (ML) in India: Act, Eligibility & Benefits

In India, the Maternity Benefit Act of 1961 ensures that women employed in factories, mines, plantations, and organisations with 10 or more employees are entitled to maternity leave benefits. To be eligible, a woman must have worked with her employer for at least 80 days in the 12 months preceding her expected delivery date. Meeting this criterion makes an expecting mother eligible for the mandated maternity leave and any additional leave or benefits provided by her employer.

Eligibility Criteria

Maternity leave is extended to:

• Pregnant women,
• Women adopting a child,
• Women experiencing a miscarriage,
• Surrogate or commissioning mothers.

For surrogate mothers, the 26-week maternity leave period begins from the day the newborn is handed over to the adoptive parents.

Covered Sectors

Maternity leave benefits apply to women employees in both the public and private sectors, safeguarded by the Maternity Benefit Act of 1961. This Act encompasses establishments employing 10 or more people, ensuring female employees receive maternity benefits during pregnancy, childbirth, and post-delivery.

It’s important to note that the Maternity Benefit Act doesn’t extend to self-employed women or those working in establishments with less than 10 employees.

Understanding your maternity leave eligibility is crucial, ensuring you can avail of the benefits rightfully due to you during this important life event. If you have further questions or concerns, it’s advisable to consult with your HR department or legal advisor.

Maternity Leave Benefits

In India, the Maternity Benefit Act of 1961 provides essential support for working mothers, acknowledging their vital role during pregnancy and after childbirth.

Maternity Leave Period According to the Act, first and second-time mothers are entitled to 26 weeks, or 6 months, of paid maternity leave. Subsequent pregnancies allow for 12 weeks, ensuring mothers receive their full salary during this period. Importantly, this leave is not just about time off; it’s about supporting mothers during a significant life transition.

Additional Maternity Leave Benefits Recognizing the multifaceted challenges of motherhood, the Act ensures comprehensive support. Mothers are granted provisions for childcare, and upon return, they have the right to resume their previous positions. Additionally, if a mother requires more time to recuperate and adjust, her employer must grant extra leave days, promoting the physical and emotional well-being of both mother and child.

Protection for Pregnant Employees Pregnant employees deserve a safe and supportive work environment. The Act mandates that workplaces must provide essential facilities, including hygienic restrooms, comfortable seating, and safe drinking water, ensuring pregnant women can work in a healthy and secure manner.

Moreover, it’s crucial to note that under the Maternity Benefit Act, employers cannot terminate or dismiss women employees solely due to their pregnancy, labour, or post-childbirth recovery. This protective measure secures the livelihood and dignity of expectant and new mothers, fostering a workplace environment that values and supports every stage of a woman’s life.

How To Write An Email To HR Asking About Company Maternity Leave Policy

When inquiring about your company’s maternity leave policy, there are two primary communication methods you can opt for either verbal or written communication.

• Verbal Communication: You can request a meeting with your HR representative to discuss the maternity leave policy in person. Alternatively, you could initiate a conversation with them via a phone call to address your queries.
• Written Communication: Another effective approach is to send an email or a letter to HR. Composing a well-crafted email allows you to clearly articulate your questions about the company’s maternity leave policy and provides a documented record of the conversation.

Dear Mr./Mrs. [Recipient’s Name],

I hope this message finds you well. My name is [your name], and I am a member of the [your department] at [Company Name]. I joined the company on [joining date/month/year]. I am reaching out to inquire about our company’s policy concerning maternity leave as I am in the early stages of my pregnancy.

I would be greatly appreciative if you could provide me with the relevant document or link outlining the maternity leave policy. Additionally, I would like to arrange a private discussion at your earliest convenience to seek clarification and address any queries I may have.

Attached to this email, you will find the doctor’s letter confirming my pregnancy for your reference.

Thanking you for your prompt attention to this matter.

[Your Name] [Phone Number] [Job Profile]

Maternity Leave Extension Letter

At times, women require maternity leave extensions due to childcare or health issues. Addressing frequently asked questions about these extensions, consider the following key points in your request letter:

• Reasons for Extension: Explain the specific reasons for the extension. For childcare, mention the need to care for your newborn or your child’s health and well-being. If it’s related to health issues, provide brief details about your condition and how it impacts your ability to return to work.
• Duration of Extension: Clearly specify the duration of the extension you are requesting. State the exact start date and the anticipated end date of the extended leave period.
• Documentation: Provide any necessary medical certificates or documents supporting your request. This could include a doctor’s note outlining your health condition or a childcare professional’s recommendation for an extended leave period.
• Work Arrangements: If possible, propose a temporary work arrangement during the extended leave period. This might include remote work options, reduced hours, or specific tasks you can manage from home. Be clear about how you plan to manage your responsibilities remotely.
• Communication Plan: Specify how you plan to stay in touch during the extended leave period. Provide alternative contact information and assure your availability for important work-related matters.
• Assurance of Smooth Transition: Express your commitment to ensuring a smooth transition during the extension. Assure your employer that you will take the necessary steps to hand over your responsibilities or delegate tasks appropriately before your extended leave begins.

Maternity Leave Extension Letter Sample

I hope this message finds you well. I am writing to request an extension of my maternity leave, which commenced from [start date] to the initially agreed end date of [original end date]. I recently gave birth to my baby boy through a caesarean delivery, necessitated by health concerns. As advised by my doctor, my recovery requires additional weeks of bed rest, thus requiring an extension of my maternity leave until [new end date].

I have already coordinated with [name of the person in charge of your roles and responsibilities], who has kindly agreed to cover my duties during my absence.

Enclosed with this letter, please find the doctor’s letter confirming my health condition and the need for an extended maternity leave period.

I sincerely appreciate your understanding and support in this matter. Your consideration is highly valued.

Thanking you for your understanding.

FAQs about Maternity Leave Letter

What to include in a maternity leave extension letter.

• Duration: Specify your leave's start and end dates as per the initial agreement.
• Reasons: Briefly explain your reasons without oversharing.
• New Date: Request the new end date for your extended maternity leave and seek your employer's approval.
• Doctor's Letter: Attach a doctor's letter to validate your situation and request.
• Courtesy: Maintain a courteous tone, expressing gratitude, which can significantly impact the approval process.

When should I submit my maternity leave application?

It's advisable to submit your maternity leave application well in advance, typically a few weeks before your intended leave start date. This allows your employer ample time to plan for your absence and make necessary arrangements.

What information should be included in a maternity leave application?

A maternity leave application should include your personal details, expected due date, the duration of the leave, and the date you plan to return to work. It's also essential to mention if you intend to take the entire leave entitlement or a partial period.

Should I customise my maternity leave application based on company policies?

Yes, it's crucial to tailor your application according to your company's policies and guidelines. Familiarise yourself with the maternity leave policy to ensure your application aligns with the company's rules and regulations.

Is there a specific format for a maternity leave application?

While there isn't a strict format, a maternity leave application should be formal and concise. It's recommended to use a professional tone, include a clear subject line, and organise the content in a structured manner.

The above maternity leave application samples and tips should help you write and submit a convincing application for maternity leave.

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How to write a maternity leave letter (tips for employers) + free template

I know from experience how hard it can be to understand the difference between legal requirements and HR best practice, especially when it comes to maternity leave.

UK employment law allows eligible employees to take 52 weeks of maternity leave from work — but companies can design their own maternity schemes to better suit their needs and those of their team members.

A small business without dedicated HR personnel often lacks the expertise they need to navigate the notoriously kafkaesque maze of UK employment bureaucracy, and don’t have the time to write and respond to maternity leave letters in the first place.

As a small business HR advisor, I’ve helped scores of small businesses stay compliant and on top of the law, while also creating a culture where employees who are expecting children are supported and valued. It’s a tricky balance, but achieving it will make your business a place that values mothers, children and people in general.

In this guide, I’d like to draw on my experience and offer guidance on what maternity leave letters are , how employers should write maternity leave letters, and how templates and HR software can make the process easy while maximizing its benefits.

What are maternity leave letters - and why are they important?

Maternity leave is one of the central processes of HR management. Maternity leave letters are how this process is executed.

Expectant mothers must have the option of going on maternity leave, so they can prepare for the child's birth and be present for the first year of their lives when the child's development is critical. A baby needs their mother, after all.

These letters are a formal documentation of the employee's leave request and your approval as their employer.

In the United Kingdom, there are two main types of maternity leave letters:

• Employee’s maternity leave letter : This is the first letter sent by the pregnant employee to their employer, formally requesting maternity leave. It includes details like the expected week of delivery and the intended start date of maternity leave
• Employer’s confirmation of maternity leave letter : When you receive the employee’s maternity leave request, you typically respond with a confirmation letter. Your response acknowledges the request, outlines the terms of the leave (including duration and maternity pay), and outlines the process for the team member returning to work.

Maternity letters are a legal requirement in the UK. They facilitate understanding and transparency between you and your team members and set clear expectations for the maternity leave.

These letters are in place so you can stay compliant with UK employment law and plan for the employee’s absence. As for the employee, having their request documented in these letters secures their right to maternity pay.

Also check out another part of the maternity leave process such as completing a risk assessment template and organising a phased return to work .

How to write a maternity leave letter (from employee to employer)

Once the pregnant employee decides to go on maternity leave and prepare for the pregnancy and birth, it’s important that they put in their request to you as soon as possible.

That way, you can plan for their absence and make any necessary adjustments to make sure that projects are finished and deadlines are met before they go on leave. It also protects your employee’s rights and entitlements.

Your employee’s maternity letter to you should include information such as:

• The employee’s statement of intention to go on leave
• The expected week of childbirth, as determined by a medical professional
• The dates the employee plans to start maternity leave and when they plan to return to work

The employee should send you this letter about 15 weeks before childbirth, or as soon as reasonably possible. The sooner you’re informed about their maternity leave, the better you can plan around their absence so that things continue to get done with the missing team member gone.

Maternity leave letter sample

Here’s an example of how the employee might word their request for maternity leave notice letter:

Subject: Maternity Leave Request - [Your Name]

Dear [Employer’s Name],

I am writing to formally notify you of my pregnancy and my intention to take maternity leave following the statutory requirements. I am currently expecting my baby on [Expected Due Date], and I plan to start my maternity leave on [Start Date of Maternity Leave].

As per the statutory guidelines, I understand that I am entitled to 52 weeks of maternity leave. However, I intend to take [Number of Weeks You Plan to Take] weeks of leave and, barring any unforeseen circumstances, plan to return to work on [Expected Return Date].

I have attached my MAT B1 maternity certificate, confirming my pregnancy and the expected due date of my baby. I understand that this will be used to arrange my Statutory Maternity Pay.

I am committed to making this transition as smooth as possible and will do my utmost to ensure all my responsibilities are up to date before my leave. I am also happy to assist in any way possible in finding a temporary replacement during my maternity leave if necessary.

Please let me know of any information or forms I need to complete before my leave begins. I appreciate your understanding and support during this important time.

Thank you for your attention to this matter.

Best regards,

[Your Name]

[Your Position]

[Your Contact Information]

A letter like this provides you as the employer with all the details you need to prepare for their absence. It also shows on the employee’s part that they’re willing to cooperate with the transition and make sure you’re in good hands while they’re gone.

You can download our maternity leave letter template here below as a Google Doc, so you can easily share it with your team members.

How you respond to a maternity leave letter (from employer to employee)

When you get your employee’s maternity letter, it’s your responsibility as their employer to respond in a timely and professional way.

Your response is officially referred to as a “ confirmation of maternity leave letter ”, which acknowledges the employee’s request and gives them information about their leave period.

Your response to the employee going on maternity leave should include:

• Confirmation of their maternity leave beginning and end dates
• Details about the maternity pay they’ll receive
• Expectations about what will happen at the end of maternity leave, such as when they’ll return to work

You are required by law to respond to a maternity leave request within 28 days of receiving it, confirming the dates and details about your employee’s return to work.

To help you form your response, we made this confirmation of maternity leave letter template to give you a starting point.

You can customise this template according to your circumstances and your company policies - or just fill out the placeholder text, and you’re all sorted!

Sealing the deal: streamlining your maternity leave process with HR software

Maternity leave letters help make for smooth and clear communication between you as the employer, and the employee about to go on maternity leave.

If you don’t have the time or hands-on expertise to formalise your maternity leave process yourself, I got you covered. I or one of the other HR advisors at CharlieHR can give you expert HR guidance, from drafting branded and personalised parental leave policies unique to your business, to reviewing the leave requests themselves. With the guidance of an HR expert, you can rest assured that you'll be on the right side of the law and have a maternity leave policy that values your employees as people.

Also, with CharlieHR’s time off software, requesting and approving parental leave is a piece of cake. Your team members can request maternity leave right in the platform and have them forwarded to you for approval, making sure everyone is on the same page and can plan accordingly.

Keen to see how it works? Try CharlieHR for free today .

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Maternity Leave Application | Maternity Leave Application Format, Topics, Sample, and Example of Maternity leave application

How to write a maternity leave application, maternity leave application format, maternity leave application samples, maternity leave application faqs.

Maternity Leave Application is a form of a formal letter that is written by an employee asking for leave.

Leave application can be written for many reasons out of which, one is Maternity leave . A maternity leave application may be written to send to the boss in your office or school principal in case you are a teacher. This means that the woman wants to take a break from work to take care of the newborn baby and herself properly.

In India , Maternity leave is granted for the period varying from 12 weeks to 26 weeks . In case of an extension of the joining date or changes in the plan, the employee must inform the office.

This Leave application for maternity is written in a formal format and with utmost care. The employee must include all the possible details in the letter giving clarification about the starting date and joining date (tentative).

Through this article, samples for Maternity Leave in Office , Maternity Leave by a teacher in school will be covered. The sample can be edited as per personal requirements.

Top Related – Informal Letter | Informal Letter Format, Topics, Examples

Sender’s name and address Date To, Receiver’s name and address Subject: Request for Maternity Leave Application for ____ days/ weeks from ___ (starting date) Sir/Ma’am (or Respected Principal), Body of the Letter Thanking you Your’s Sincerely Sender’s signature and name

Image Format of Maternity leave application

Top Related – Report Writing | Report Writing Format, Topics, Example, Sample

Here we have given different samples of Leave applications for maternity reasons. The different examples of Maternity leave applications covered are maternity leave application in office, leave application for maternity in school.

Maternity Leave Application For Office

Mrs. Samita Sharma 123, Parkin Vihar, New Delhi – 110056

20 March 2021 To, Mr. Ramesh Nayyar, Manager, QR Corporations, Sector 1, Rohini, Delhi – 110085 Subject: Request for Maternity Leave Application for 16 weeks from 22nd March 2021 Sir, I am writing this letter to inform you about my pregnancy and my intention to take the allotted 16 weeks of maternity leave which is available to me. My expected due date is 15th June 2021. I am planning to start my leave on 22nd March 2021 and return to the office by 12th August 2021. I will let you know in case of any unforeseen issues with delivery and pregnancy that can cause a delay in the joining date. I am attaching a letter from my doctor confirming all the details. Please contact me in case of any information required. Thanking you Your’s Sincerely Samita Sharma

2. Maternity Leave by the teacher in School Mrs. Anita Mishra, 23-A, Street 45, Kalkaji, Delhi – 110019

9 January 2021 To, The Principal, ABC World School, Kalkaji, Delhi – 110019 Subject: Request for Maternity Leave Application for 11 weeks from 9 January 2021 Respected Principal Ma’am, I, Anita Mishra, TGT Teacher, have been teaching English subjects from classes 5 to 9 for the last 3 years. As per the discussion held with you regarding Maternity Leave for 11 weeks, I would like to request you to grant me leave from 9 January 2021. My due date is near and the expected date is 15th November 2021. My doctor has recommended bed rest. I will join the school on 5th January 2022 (tentative). Please assign a temporary teacher to my classes during my absence. I have already completed 80% of the syllabus for all the classes and I will hand over the list of remaining topics to Head Mistress Ma’am before going on leave. In the case of an unforeseen situation that can cause changes in the joining date, I will let you know as soon as possible. Thank you for your understanding and consideration. Your’s Sincerely, Anita Mishra   Top    

1. What type of a letter is a maternity leave application? A1. It is a formal type letter. It falls under the category of official letters.

2. Give the format of a maternity leave application. A2. The format of a maternity leave application is as follows:

Sender’s name and address

Receiver’s name and address

Subject: Request for Maternity Leave Application for ____ days/ weeks from ___ (starting date)

Sir/Ma’am (or Respected Principal),

Body of the Letter (I want to apply for maternity leave from _______ to ________. My delivery os due in the month of _____. However, the doctor has suggested ________________________________. Kindly accept my application.

Complimentary closing

Sender’s name

3. To whom does a teacher address the leave application for maternity? A3. A teacher addresses the school Principal in the leave application for maternity.

4. Can I take a maternity leave for 8 weeks? A4. Yes, you can take a maternity leave for 8 weeks. The maternity leave application should clearly state the reason for taking 8 weeks’ leave.

5. What is the duration for which I can take a maternity leave? A5. Maternity leave is granted for the period varying from 12 weeks to 26 weeks.

6. Can one seek permission to work from home due to maternity? A6. Yes, one can seek permission to work from home due to maternity.

7. Is maternity leave paid? A7. In Government jobs, maternity leave is paid. In the case of the private sector, it depends from company to company.

8. What necessary details must be mentioned in an application for maternity leave? A8. Some necessary details must be mentioned in an application for maternity leave are as follows:

• Certificate from doctor stating that the woman requires maternity leave.
• Duration of maternity leave
• If the woman can work from home or not
• The tentative joining date

9. Can the father also seek maternity leave from work? A9. Yes, in that case, the leave is called paternity leave.

10. Should I attach any certificate from the doctor with my letter for maternity leave? A10. Yes, you should attach the certificate from the doctor (if they prescribe bed rest or less activity) with your letter for maternity leave.

  Top  

1.  Letter to the editor

2.  Letter to the Government

3.  Letter to the police

4.  Application for School/College leaving Certificate

5.  Order letter

6.  Complaint letter

7.  Enquiry letter

8.  Business letter

9.  Application letter for job

10.  Letter to the Bank manager

11.  Invitation letter

12.  Resignation letter

13.  Leave application for school, College, Office Samples

14.  Leave Application for marriage

15.  Leave Application for maternity

16. Informal Letter

17. Letter to the Principal, Format, Samples

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Maternity Leave Application Letter

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• This Document Has Been Certified by a Professional
• 100% customizable
• This is a digital download (27.43 kB)
• Language: English
• We recommend downloading this file onto your computer.

• Contact Information:
• Your full name
• Your employee identification or reference number (if applicable)
• Your job title
• Your department or division
• Your current contact information (address, phone number, and email)
• Date : The date on which you are writing the letter.
• Address : The recipient's name, title, company name, and address. If you're addressing it to your HR department, use the department's name or "To Whom It May Concern."
• Salutation : A formal greeting to the recipient, such as "Dear [Recipient's Name]" or "Dear Sir/Madam."
• Introduction : Begin the letter by stating the purpose and introducing your request. For example:
• State that you are writing to formally request maternity leave.
• Mention the expected date of your leave and the expected date of your return.
• Explanation : Provide a brief explanation of your pregnancy and the medical or health reasons necessitating your maternity leave. You may also include any relevant medical documentation or certificates if required by your employer.
• Requested Leave Duration : Specify the duration of the leave you are requesting. This can include the start date and the expected end date. Be sure to adhere to any company policies or local labor laws regarding maternity leave.
• Plan for Leave Coverage : If applicable, discuss how your responsibilities will be handled during your absence. You can suggest a plan for interim coverage or designate a colleague or team member to take over your tasks.
• Gratitude : Express your gratitude for your employer's understanding and support during this important time in your life.
• Contact Information During Leave : Provide an alternate contact method, such as an email address, where you can be reached during your maternity leave if necessary.
• Closing : Use a professional closing, such as "Sincerely" or "Yours faithfully."
• Signature : Sign the letter by hand if submitting a printed copy. If sending the letter via email, you can use a scanned signature image.

DISCLAIMER Nothing on this site shall be considered legal advice and no attorney-client relationship is established.

Leave a Reply. If you have any questions or remarks, feel free to post them below.

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Maternity Leave Application

Last Updated On February 22, 2020 By Letter Writing Leave a Comment

Maternity leave is requested by a woman who is about to have a baby or has just had a one. A maternity leave application is addressed to the employer or relevant authority. Many employers have policies and guidelines to manage maternity leave, the number of leave days and whether it is paid or unpaid. Maternity leave can also be planned for the expectant woman to leave the office a few months before the due date.

It is important to request for maternity leave in good time to reduce inconveniences with normal workings. If there are given guidelines for maternity leave in your company, these terms should be addressed in the approval letter for documentation purposes. It is also essential for the employer to receive your request before the day of leaving so that arrangements can be made to appoint somebody to assume your duties.

Tips for writing a maternity leave application

• Read through the maternity leave guidelines
• Apply in good time to reduce inconvenience 
• Use formal and professional language
• Include the day of leaving and resuming work
• Describe the leave days you are eligible for
• Include a signature at the end
• The reason for the leave should be precise
• Mention a person to back you up while you are absent

Maternity Leave Application Templates

Is your pregnancy almost due and you need maternity leave? Have a look at the maternity leave application template that you can use and sample letter to guide you through requesting for leave.

_____________

Date (date on which letter is written)

________________

Sub:_________________________________________

Dear _________________,

My name is ____________ and I am pleased to inform you that I am expectant. My delivery date is ____________ and I wish to apply for a maternity leave. I hereby apply for a ____________ months’ maternity leave to give myself time with the baby and rest.

According to the maternity leave policy of this company, I am eligible to ____________ months before delivery and ____________ months after delivery. I wish to start my leave on ____________ and resume work on ____________. It has been a pleasure working in this company and I hope to continue with my career when I return.

____________ will assume my duties in my absence since they are knowledgeable about the work I do. Please also consult ____________ if you need assistance or clarification on the project reports. I can be contacted whenever needed on my mobile ____________ or email ____________. I hope that you will make arrangements for me to have reduced work when I return so that I can ease back to the office.

Thank you in advance.

Yours Truly, 

(__________________)

_______________

Date: ______________ (date of writing the letter)

Subject: Maternity Leave application

Respected Sir,

I am _______________ (Name), from _______________ (project). I am pleased to inform you that I am an expecting mother and in my fifth month of pregnancy, and I would like to avail the maternity leave. I request you to please grant me _______________ (no. of days of leave) leave, as _______________ (Reason).

_______________ (backup) will be my backup during my absence. You can also contact _______________ (Point of contact) for any other issues. However I will be reachable on my mobile number _______________ (Mobile number) for any urgent issues.

Thanking you.

Yours faithfully,

_______________ (Your Name)

Maternity Leave Application Samples

You can ask your employer for a maternity leave when you are expecting a baby. To write a professional and quality letter, consult our free maternity leave application sample letter that will help you out.

Kathryn Chambers,

37 Bank Ave.

Aliquippa, PA 15001

United States

Date:____________ (Date on which letter is written)

Asa Curtis,

Topaz Company

8 River Drive

Hummelstown, PA 17036

Sub; application for maternity leave

Dear Mr. Curtis,

I hereby write this letter to notify you that I am pregnant and I wish to apply for maternity leave. I am in my seventh month of pregnancy and my delivery date is 5 th June 2020. I wish to avail of a maternity leave application for four months to nature my child and rest.

I am eligible for one month leave before delivery and three months after delivery according to the maternity leave policy. I hope to start my leave on 1 st May 2020 and resume work on 6 th September 2020. In my absence, Micheal Arellano will cover my post and assume my duties. You can also contact Margret Duke on the status of the current projects. 

Thank you in advance for allowing me time off to take care of my baby. I will be available on my cell 472-470-4890 in case you have any queries. Kindly find the enclosed doctor’s letter with more details.

Kathryn Chambers

Rohini Singh,

PMO Project,

Assistant Manager,

LMP Account,

Pragati Software Solutions Pvt.Ltd.,

Whitefield,

Bangalore – 560066.

Date: 17.2.17.

Mr. Karan Mehra,

Project Manager,

I am Rohini from the PMO project. I am pleased to inform you that I am an expecting mother. I am in the sixth month of my pregnancy. My delivery date is on 27/4/17. I want to avail of my maternity leave. I would also require two months of leave to rest and nurture my baby.

Hence, I request you to please grant me eleven months of leave, i.e., from 19/2/17 to 19/1/18. I will be back in the office on 20/1/2018. Mr. Randheer Shukla will be my backup in my absence. Mr. Sandeep Hooda also can be contacted in case of issues related to reports. However, I will be available for calls in case of urgent issues.

Mr. Randheer Shukla will be my backup in my absence. Mr. Sandeep Hooda also can be contacted in case of issues related to reports. However, I will be available for calls in case of urgent issues. Contact: 9036671181

Thank you for understanding.

Yours Sincerely,

Rohini Singh.

Maternity Leave Application Email Format

Is work becoming tougher from your expectancy? It is time to request your boss for leave. With our maternity leave application in an email format, you can drop a professional request in your boss’s inbox.

My name is Kathryn Chambers from the finance team and I am pleased to inform you that I am an expectant mother. I am two months due and I wish to avail of my maternity leave application. I am expecting to deliver on 5 th June 2020 and I request four months’ leave to rest and take care of my baby.

According to the maternity leave policy, I am qualified to take one month’s leave before delivery and three months after delivery. I wish to start my leave on 1 st May 2020 and resume my duties on 6 th September. I am very pleased to work here and I hope to continue my career here.

In my absence, I recommend Micheal Arellano to assume my duties. Kindly also consult Margret Duke if you have any questions or need clarification of the current project. I will be available to assist whenever possible and you can reach me on my mobile 472-470-4890. I also hope that we can arrange flexible working hours when I return so that I can ease back to my duties.

Thank you in and I hope for your approval.

Kind regards,

Pregnancy is a very crucial phase in the life of a female employee that requires care, attention and enough rest. Employers have maternity leave provisions where one can take some time off. In a maternity leave application, it is important to be genuine about the reason for the leave, be specific on the dates you will be away and the name of the contact person who will cover your post.

Megha Kothari

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11+ Maternity Leave Letter Templates – PDF

When you are well into your pregnancy, you will need all the support you can get before you return to work. Due to baby care, you cannot settle for anything less than being taken good care of and having enough support from everyone who can give it, while you’re making preparations, especially if you have a full-time job templates and when there is a solution that offers a more comfortable experience for you while you are expecting. Usually, people prepare for this while they are in their early stages. Above everything else, your health and that of your unborn baby should be prioritized. This is because you are in charge of not one, but two lives. It is only right to come prepared with gadgets, clothes, food, OB appointments, the hospital, and all. You can also see more on different types of Letter Templates here.

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13 Sample Application For Maternity Leave

An employee requesting leave may address a formal letter known as a “ Maternity Leave Application .” Maternity leave format is one of the many reasons that a leave application may be addressed. If you are a teacher, you can address your maternity leave application to the principal of your school or your manager at work. This suggests that in order to adequately care for the newborn child and herself, the lady needs a break from her profession. So, in this article see some samples of application for maternity leave. See this below…

Table of Contents

13 Samples Of Application For Maternity Leave:

There is no mandatory application form for maternity leave applications for college students. Such a statement is made in any form. It indicates the basis for granting leave, and its duration. The original sick leave certificate must be attached to the application itself. Here is an example of an employee filling out an application for granting her maternity leave.

To, The Managing Director, [Company Name] [Company Address]

Subject: Maternity Leave Letter

Dear Sir/Madam,

I am writing this letter to seek your approval to take my 26 weeks of maternity leave.  I would like to take maternity leave from [Start Date]  to  [End Date] . My expected delivery date would be [Date] ,

I am expecting to rejoin on [Return Date] , in case of any delay due to my health problems I will intimate you as early as possible.

So kindly approve my maternity leave.

Thanks in advance.

Yours sincerely

[Your Name] [Job Designation] [Company Name] [Company Address] [Contact Number]

Sample 2 Maternity Leave Application for Teachers:

To, The Principal [School Name] [School Address] [Date]

Respected Sir/Madam,

I, [Your Name] , have been teaching [Subject] in your prestigious institution for [Years] now. With great respect, I write this letter to inform you that I am pregnant and plan to take maternity leave. My due date is [Date] and I will continue working until [Date] . I plan to take 15 weeks of maternity leave. I don’t expect to have any problem returning to my current position and delivering the same quality work as I serve now.

While I’m on leave I suggest [Colleague Name] be in charge of teaching [Subject] . She has great knowledge of the subject and is familiar with my way of teaching. Also, she has been a substitute English teacher for 10th standard earlier as well. Please consider the recommendations.

While I’m on maternity leave, please contact me at the number or email provided below. Please let me know if there are any other formalities I need to perform before I go on maternity leave.

[Your Name] [Contact no.]

Download Leave Application In MS Word File

Sample 3 Maternity Leave Application for Office:

I am writing this letter to inform you that due to my pregnancy, I want to apply for maternity leave from [Start Date]  to  [End Date] . I am planning to my home town for delivery.

I have completed all my tasks and  [Colleague Name] will take care of my upcoming work. Here I request you to please accept my maternity leave.

This is to kindly inform you that I’m in the second trimester of my pregnancy and wish to apply for maternity leave shortly. I request you to grant me the complete 16 weeks of maternity leave starting from the beginning of my third trimester. My expected delivery date is around [Start Date] . I wish to apply for leave from [Start Date]  to  [End Date] .

In the case of extended postnatal care and child care, I would communicate to you about an additional leave period that I may require. I look forward to your co-operation and support.

I, [Your Name] , have been teaching [Subject] for the last [Years] in your prestigious institution. I’m writing to let you know of my pregnancy and my intention to take a 14-week maternity leave. My due date is [Date] . I anticipate returning back to work on [Date] .

Please allow a temporary substitute teacher to my class during my absenteeism. I plan to try and complete all of my syllabus tasks before I am on leave. I have already completed 75% of the syllabus and will hand over the list of remaining topics to [Colleague Name] before going on leave.

This letter is to inform you that I am pregnant and plan to take maternity leave. My due date is [Date] and I plan to continue working until [Date] . I plan to take [Number] weeks of maternity leave. I don’t expect to have any problem returning to my current position and delivering the same quality of work I do now.

While I’m on leave I suggest [Colleague Name] be in charge of [Specific Parts Of Your Job] . If you have any concerns, please let me know so we can address them.

With all due respect and humble submission I wish to inform you that I am pregnant and I seek maternity leave from [Start Date]  to  [End Date] . It would be very kind of you if you accept my request.

I therefore request you to kindly grant my application for which I shall be forever grateful for your kindness.

I am writing to request leaves of 3 months from [Date] . I am pregnant, and my family’s maternity doctor suggests rest for a few weeks before & after the baby’s birth.

My colleague will handle all the routine tasks during my absence as I have already told her the details. Therefore, I request you to please arrange a teacher in my absence for my subject or assign my subject to [Colleague Name] , coordinator junior section.

I want to inform you that I want to go on maternity leave for [Specify Time] from [Start Date]  to  [End Date] . Therefore, I request you to please assign an alternate teacher for my subject/class during my leaves. If my leave plan changes for any reason, I will inform you accordingly. I can also provide the medical report from my doctor confirming the relevant details if needed.

With due respect, it is stated that I am [Your Name] working as a marketing officer within your organization. It is to inform you that I want to avail the facility of maternity leave, given to female staff as per the policy of our organization. Kindly, make it possible and grant me leave for two months dated from [Start Date]  to  [End Date] . It would be a great favor for me.

I’m [Your Name] serving as [Designation] and requesting maternity leave from [Start Date]  to  [End Date] . I’d rejoin work after [Specify Time] , but I’ll keep you informed regarding the same in cases where I would need an extension. I’ve handed over the responsibility of my work to [Colleague Name] . Kindly contact me in case of emergency work surges, and I’d be happy to assist you on the same.

Subject: Maternity Leave Application Letter

Respected Sir/ Ma’am,

This is to kindly inform you that I’m currently in my 9th month of pregnancy, and my delivery dates are soon approaching. My doctor has advised me to take admitted into the hospital for delivery on [Mention Probable Date] and would like to apply for maternity leave. I would also like to mention here that I’d be away from work for a few months till my baby turns at least three months old.

In this regard, I kindly request you to grant me leave from [Starting Date]  to  [End Date] and oblige. My probable re-joining date would be [Date] , and I’d confirm the same to you in due course of time. I am looking forward to your kind co-operation and support.

My name is [Your Name] ,  working in your company as a [Your Designation] in [Department] .

I am writing this request letter to apply for maternity leave from [Starting Date]  to  [End Date] . I am carrying sixth-month pregnancy and my expected date of delivery is [Date] .

I have completed all my work and in case of any emergency, I will be available at my mobile number.

So please approve my maternity leave request.

An efficient method to lay out your expectations for your time away from the office is using a maternity leave request letter . Your manager will appreciate having a single document with your due date, the duration of your absence, and communication expectations. During your maternity leave, you can get used to parenthood and spend quality time with your newborn. Your time at home can be as calm as possible with a well-communicated leave plan from your employer, allowing you to return to work with enthusiasm.

Q. What does paid maternity leave entail?

A. Every business provides paid time off to its employees in numerous situations, with maternity leave being one of them. Extension term flexibility and other plans made till the person rejoins duty-paid maternity leave can be easily negotiated with business heads depending on the leave regulations of the organization.

Q. Is salary paid throughout the maternity leave period?

A. Paid maternity leave is offered to all workers who have worked for the company for at least 80 days. When determining pay for maternity leave, the salary of the typical day worker is used as a guide.

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Maternity Leave Application | How To Write Maternity Leave Application, Format and Sample

February 9, 2024 by Prasanna

Maternity Leave Application in English: Maternity Leave Application is a kind of a formal letter that is addressedeqw4 by an employee asking for leave. Leave application can be addressed for many reasons out of which, one is Maternity leave Format. A leave application for maternity leave may be addressed to communicate to the boss in your office or school principal if you are a teacher. This indicates that the woman requires to take a break from the job to take care of the newborn baby and herself properly. Students can get to know more about how to write an application for maternity leave.

In India, maternity leave is awarded for the time-varying from 12 weeks to 26 weeks. In case of an extension of the joining date or modifications in the plan, the employee must notify the department. This application for maternity leave is written in a formal format and with complete care. The employee must carry all the possible details in the letter giving an explanation about the starting date and re-joining date. Leave applications can be written for many reasons out of that Pregnancy leave application is one type. Pregnant Women’s can apply for this leave application for pregnancy during their maternity time.

Through this section, samples for Maternity Leave in Government & Private Firms, Application Format for Maternity Leave request Notice by a teacher in school, Teacher leaving on Maternity Leave Letter to Clients Samples, Maternity Leave Application for Husband will be incorporated. These samples can be used and edited as per personal requirements. Read on to find more about the application for pregnancy leave, How to Write Maternity Leave Application for School Teachers, Parental Leave Application. In some companies, they provide maternity leave application letter for teachers before delivery.

Maternity Leave Application Format

Sender’s Name,

Date: XX-XX-XXX.

Receiver’s Name,

Subject: Request for Maternity Leave Application Letter for Teachers after Delivery Sir/Madam (Respected Principal), Body of the Letter (Describe the application for maternity leave after delivery)

Thanking you. Your’s Sincerely,

Sender’s signature

Name of the sender

Maternity Leave Application Samples

Here we have given varying samples of application for maternity leave in school. The Maternity leave application in India samples included here is the Maternity leave application for private offices, applications for the school principals, maternity leave application format for teachers.

Sample 1 – Maternity Leave Application Form for Manager/Boss of the Office

Mrs. Kavita Sharma 123, Saket, New Delhi – 110056

20th January 2024.

To, Mr. Mahesh Gupta, Manager, QR Corporations, Sector 3, Delhi – 110085

Subject: Request for Early Maternity Leave Letter for 16 weeks from 22nd Jan 2024.

I am writing this letter to inform you about my pregnancy and I want to take the allotted 16 weeks of maternity leave available to me by the organization. My expected due date is 15th March 2024. I am planning to start my leave from 22nd Jan 2024 and return to the job by 12th June 2024.

I will let you know in case of any unforeseen issues with delivery and pregnancy that can cause a delay in the joining date. I am attaching a letter from my doctor confirming all the details.

Please contact me in case of any information required.

Thanking you, Your’s Sincerely Kavita Sharma.

Sample 2 – Maternity Leave Application Form for Teachers

Mrs. Aarti Mishra, 24-A, Sector 1, Kalkaji, Delhi – 110019.

9th January 2024.

To, The Principal, Carmel Convent School, Kalkaji, Delhi – 110019.

Subject: Request for Maternity Leave Application To Principal form for 11 weeks from 20th January 2024 to School Principal.

Respected Principal Madam,

I, Aarti Mishra, Maths Teacher, have been teaching Maths subject from Class 5 to 9 for the last 4 years. As per discussed with you regarding Maternity Leave for 11 weeks, I would like to request you to grant me leave from 20th January 2024. My due date is near and the expected date is 15th February 2024. My doctor has recommended bed rest. I will join the school on 5th May 2024.

Please allow a temporary teacher to my classes during my absenteeism. I have already completed 80% of the syllabus for all the classes and I will hand over the list of remaining topics to Head Mistress Madam before going on leave.

In the case of an unforeseen situation that can cause changes in the joining date, I will let you know as soon as possible.

Thank you for understanding and consideration.

Your’s Sincerely, Aarti Mishra.

Sample 3 – Maternity Leave Application Email Format

To: Mail ID

From Mail ID

Subject: Maternity Leave Application Required (Application of Maternity Leave After Delivery)

Dear Mr./Mrs. (Name),

I am Sruthi, from (Project Name). I am pleased to inform you about my Maternity Application. I would like to take my Maternity leave from (Start Date) to (End Date). I request you to grant me my Maternity Leave (Number of Days).

In my absence, Karan Mehra will take responsibility for my work. You can contact me at any point of time without hesitating.

Thanking You,

Yours Sincerely, Sruthi.

मैटरनिटी लीव एप्लीकेशन लेटर इन हिंदी

श्रीमती आरती मिश्रा, 24-ए, सेक्टर 1, कालकाजी, दिल्ली – 110019.

9 जनवरी 2024.

सेवा, प्रधानाचार्य, कार्मेल कॉन्वेंट स्कूल, कालकाजी, दिल्ली – 110019.

विषय: स्कूल प्राचार्य के लिए 20 जनवरी 2024 से 11 सप्ताह के लिए मातृत्व अवकाश आवेदन पत्र के लिए अनुरोध।

आदरणीय प्रधानाचार्य महोदया,

मैं, आरती मिश्रा, मैथ्स टीचर, पिछले 4 वर्षों से कक्षा 5 से 9 तक मैथ्स विषय पढ़ा रही हैं। 11 सप्ताह के लिए मातृत्व अवकाश के संबंध में आपके साथ चर्चा के अनुसार, मैं आपसे अनुरोध करना चाहूंगा कि आप मुझे 20 जनवरी 2020 से छुट्टी दें। मेरी नियत तारीख निकट है और अपेक्षित तिथि 15 फरवरी 2023 है। मेरे डॉक्टर ने बिस्तर पर आराम करने की सिफारिश की है। मैं 5 मई 2024 को स्कूल ज्वाइन करूंगा।

कृपया मेरी अनुपस्थिति के दौरान मेरी कक्षाओं में एक अस्थायी शिक्षक की अनुमति दें। मैंने सभी कक्षाओं के लिए 80% पाठ्यक्रम पूरा कर लिया है और मैं अवकाश पर जाने से पहले शेष विषयों की सूची हेड मिस्ट्रेस मैडम को सौंप दूंगा।

एक अप्रत्याशित स्थिति के मामले में जो जुड़ने की तारीख में बदलाव का कारण बन सकती है, मैं आपको जल्द से जल्द बता दूंगा।

समझने और विचार करने के लिए धन्यवाद।

सादर, आरती मिश्रा.

FAQ’s on Maternity Leave Application

Question 1. When can I apply for maternity leave in India?

Answer: To avail the maternity profits, female employees must have served in the establishment for a period of at least 80 days through the 12 months immediately leading the date of her expected delivery.

Question 2. When can one apply for paternity leave?

Answer: Paternity leave can start the week when the person’s child is born, and it must complete at the latest 52 weeks after delivery. It’s up to that person when to take the paternity leave during this time. The maximum period of paternity leave is five continuous weeks.

Question 3. How to apply for paid maternity leave?

• Learn about your company’s leave policies.
• Check whether there are other maternity leave applied.
• Plan your leaves accordingly and put the application.
• Make sure there is a backup arranged in your absence.

Question 4. Do we get paid in the maternity leave period?

Answer: The maternity leave is granted full pay on the finish of at least 80 days in an establishment in the 12 months earlier to her expected date of delivery. The maternity interest is given at the rate of the average daily salary for the period of a worker’s actual absence from work.

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Leave Application Letter for Office: Format, Samples, Templates

Home Blog others Leave Application Letter for Office: Format, Samples, Templates

A leave application is something everyone has been taught to write since school days. But what I have seen is that many individuals have several doubts swirling around when they actually sit down to write one. Being an employee of a private firm for many years, I have witnessed the same issue in the work scenario, too. Moreover, I feel that the leave application for office must be written in a convincing, engaging, yet formal manner.

For me, the application of leave in office acts as an official statement to let the manager know that I am planning to take a leave from work. Now, do you know the leave application format for office? If not, let me help you learn the process of drafting such a document. I also recommend taking the KnowledgeHut Professional training for further help with such workplace communication.

Why Should You Submit an Office Leave Application?

Submitting a leave application for office informs your manager or team lead about your absence from the workplace. Remaining off work without the knowledge of the management may reflect an unprofessional attitude on your side. I think it also creates a difficult situation for your respective team and may hamper the progress of some of your ongoing projects.

Hence, I think it’s a good idea to draft a leave application letter for the office beforehand. You can even send the application on the day when you won’t be able to attend the office because of a personal matter or other unavoidable circumstances.

Types of Leave Application

A leave application for office can be of various types depending on how they accommodate different situations. I have curated the common leave application types for your reference below:

• Maternity Leave Application:  A time off given to new mothers to care for their newborn or newly adopted child.
• Annual Leave Application:  A planned time off that can be accrued over a particular year.
• Sick Leave Application:  An application granted for medical appointments or health-related issues.
• Vacation Leave Application:  This time off is similar to the annual leave application and can be used for relaxation and travel purposes.
• Casual Leave Application:  A short or unplanned leave granted to employees for unforeseen or incidental reasons.
• Emergency Leave Application:  A compassionate or urgent time off granted to address sudden or unforeseen family and personal emergencies.
• Half-day Leave Application:  A type of   leave application for an office that grants the employee permission to be absent from work for half of the usual working hours in a day.

What to Include in an Office Leave Application Letter/Email?

Learning how to write a leave application begins with knowing the content that you must include in your letter or email. Therefore, what follows is my list of points that should definitely be included in your leave application for office.

• Salutation:  Such an approach will usually include the name of an addressee whose name is written in your notice of leave.
• Subject:  This section of the leave application should include the cause behind your request for leave and the date you filed for it.
• Reason for Leave: I advise that you put across the necessary details so that your application for a leave grant while transiting from office receives the attention it deserves.
• Work Plan: To assure peace of mind to customers, talk about your colleague who will look after all responsibilities when you are not there.
• Closing Sentence: Give thanks to the said individual.
• Name:  State your correct name.
• Designation:  Tell about your exact job function in the company.
• Date:  Cite the present date.

Leave Application Format for Employee

Let me show you a leave letter format for the office that will help you draft future applications with ease.

To: [Manager’s Name]

From: [Your Name]

Date: [Current Date]

Subject: Leave application for [your reason and date]

Dear [Manager’s Name],

I am writing to request a leave of absence for (number of days) from (start date) to (end-date). The reason for my leave is (your valid reason for leave).

I have completed all the urgent tasks and delegated the remaining tasks to (your colleague’s name). I am confident that my absence will not have any negative impact on our team’s work.

I will be available by email or phone during my leave if needed. I will also make sure to check my work email regularly.

I appreciate your consideration.

[Your name and designation]

How to Write a Leave Application Letter for Office

Following the correct leave application format for employees is important for you to be granted leave from your workplace. That is why I have curated a step-by-step guide for you to learn how to draft a leave application for office.

1. Use the Company Letterhead:  Use an official letterhead for your leave application if your company has one. It will help add a professional touch to your leave application for office for personal reasons or any other reason. Include your company name, address, and contact information as given on the letterhead.

2. Include the Date:  Write the current date you submitted the leave application at the top left or right corner. I advise you to use the DD/MM/YYYY format.

3. Add Your Name, Designation, and Employee ID:  Mention your full name along with your position or designation in the company and employee ID, if applicable.

4. Address the Recipient:  Your leave application for office should be addressed directly to your HR department head or reporting manager as specified by company policy. Try to use formal titles like Sir or Ma’am.

5. Subject Line:  Include a subject line that briefly states your leave request.

6. Content:  I suggest you clarify the reason and time period for the leave in the paragraph. Along with that, make sure you clearly explain the reason for your absence. According to the company policy, you will need to give enough time for your planned leave to the concerned authority.

7. Polite and Formal Tone:  Maintain a formal and courteous communication style at all times throughout the leave application. Strictly avoid making unreasonable demands.

8. Express Gratitude:  Finally, end by thanking the approval authority for taking the time to review your leave application.

9. Signature:  Wrap up the leave application with your full name and signature.

10. Proofread:  Double-check the leave application for any grammatical, factual, or spelling errors before submission.

Sample Leave Applications For Office

A sample leave letter format for office can help you draft your future applications without making any errors. Let me walk you through some of these sample leave applications for the office.

1. Sample Leave Application for Office for Personal Reason

The following sample leave application will help you learn how to cite personal reasons for your absence.

Subject: Application for Personal Leave

Dear {Recipient’s Name},

I have an important personal matter to attend to due to which I will not be able to come to the office from {start date} to {end date}.

I have transferred all my tasks to {person’s name} and have asked them to call me for any help during my absence.

Kindly consider my leave application for approval and oblige.

Yours Sincerely,  {Your Name}

2. Sample Leave Application for Marriage

The leave application for marriage is different from other leave applications for office, as shown below.

Subject: Leave for Marriage Ceremony

Dear Sir/Ma’am,

I am pleased to announce that I will be getting married on {Date}. So, I request you to grant me leave from {Date} to {Date} for my marriage function.

I have already started to work towards completing my task before the date.

Looking forward to receiving a positive response from you soon.

{Signature}

3. Maternity Leave Application Sample

Here is a leave letter for office samples for those who want maternity leave.

Subject: Application for Maternity Leave

I am writing to inform you about my decision to take the allotted {Number of weeks} of maternity leave available to me. I plan to start my leave on {Starting date} and return to the office by {joining date}.

I will let you know as soon as possible if my plans change for any reason. I have attached the physician’s letter to confirm the relevant details.

4. Annual Leave Application

Here is a sample of an annual leave mail in the office   for your reference.

Subject: Annual Leave Application

I will be traveling with my family for one month between {start date} and {end date}.

As per my prior discussion with my team lead, I have requested my colleague {enter name} to take over my project while I am on leave.

I may not be available to take calls because of the nature of my travel plans. Please address any urgent work matters to my email address {email ID}.

I await a positive reply to my leave request.

Thank you and regards,  {Your Name}

5. Sick Leave Application

Here is a sample sick leave application for the office for your reference.

Subject: Sick Leave Request for One Day

Dear [Supervisor/Manager’s Name],

I regret to inform you that I will not be able to visit the office tomorrow, [date], due to my health condition. I have visited the doctor and therefore will have to take the day to relax and recover. Therefore, I would like to request one day of sick leave.

I will be available via email for all urgent work matters.

Wishing you and the team a productive day in my absence.

Kind regards,

[Your Name]

6. Vacation Leave Application

Here is a vacation leave letter example for office.

Subject: Vacation Leave Application

Dear Mr./Ms. {Recipient’s Name},

I am writing this application to request a leave of absence from {start date} to {end date}. My family and I are taking a vacation to Manali as this period marks the summer vacation for my children. I want to take part of my allotted paid leave in this regard.

In the meanwhile, my teammate, {enter name}, has been authorized to take up any pressing matters in terms of my job duties.

I look forward to your approval.

Sincerely,  {Your Name}

7. Casual Leave Application

Subject: Casual Leave Application

Dear Mr./Mrs. {Recipient’s Name},

I request a leave of {X days} from {start date} to {end date} since I have to attend to a medical emergency of a close relative. As the relative is situated in Uttrakhand, I must be away for {X days}.

I shall be reachable during the period mentioned in my email. My person in charge, {person’s name}, will be handling my tasks in my absence.

I will be thankful if you consider my application at the earliest.

8. Emergency Leave Application

Here is how you can write a leave letter for an emergency.

Sub: Emergency Leave Letter

I have to tend to a personal matter in my hometown because of which I will not be able to come to the office until {date}.

I have informed my colleagues about my leave and have briefed everyone on the project we are working on. You may contact me on (Your mobile number) if you need me with any urgent information.

Please grant me a leave for three days and oblige.

{Your Name}

9. Leave Application for Half-day Sample

Here is a sample leave application for the office for a half day.

Subject: Request for Half-Day Leave on [Date]

Dear [Supervisor Name],

This is to inform you that I am applying for a half-day leave on [Date], [Morning/Afternoon]. I need to [briefly state the reason for leave].

I have completed all urgent tasks and informed [colleague name] about my absence. They have agreed to cover the pending tasks for me.

I will be available via email or phone throughout the day for urgent matters.

Thank you for your understanding and consideration.

Leave Application for Office: Template

I have attached a sample   leave application for the office template for your reference. You can also download it instantly.

Tips for Writing Office Leave Application Letters

I have also curated some tips that you can use while drafting an application for medical leave in the office or for other reasons.

• Use a formal tone and professional format to write the leave application for the office.
• Provide all relevant details, including the purpose of your leave and the duration of absence.
• Send your leave application in time.
• Let the management know about your work status, too.
• Attach supporting documents if needed.
• Follow up with the manager or supervisor if they have not responded to your application yet.

Writing a leave application for the office will be an easy task for you once you have read this guide. I have included the formats for all application types, including a one-day leave application for the office, for your reference. Moreover, you must also follow all the tips and guidelines to ensure your application is in the correct format and tone.

You can learn more about such leave applications and how to draft them through free online courses from KnowledgeHut. These courses will enable you to learn more about effective communication in the workplace and enhance your skills for career advancement.

Frequently Asked Questions (FAQs)

You can apply for a casual leave application for the office if you want to attend a function. Make sure to follow the correct format and inform your manager about your planned absence. This will enable you to get approval instantly.

Several leave types are available for employees, including maternity, annual, half-day, casual, vacation, and sick leave. Familiarizing yourself with their respective formats is essential to ensure you submit the correct application.

Your application should encompass several required elements. The three simple ones are the subject line, the date, the reason for your leave, and the name of the person to whom you have transferred your work.

List down the factors that your manager can incorporate in canceling your absence request for the office. If your manager’s explanations are not convincing enough and you need a leave, you can discuss the matter with your HR department, which may be escalated to the seniors if required.

Yes, your leave remains cancelable even after it is approved. All you have to do is prepare a new document stating the new dates or your reasons for changing your leave. You may also want to bring the matter to your HR and proceed with the application without any problem.

Abhresh Sugandhi

Abhresh is specialized as a corporate trainer, He has a decade of experience in technical training blended with virtual webinars and instructor-led session created courses, tutorials, and articles for organizations. He is also the founder of Nikasio.com, which offers multiple services in technical training, project consulting, content development, etc.

Avail your free 1:1 mentorship session.

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Maternity Leave Letter Format, maternity leave application

A Maternity Leave letter should be respectful, complete, and clear. As you consult the Maternity Leave letter samples, keep these key points in mind.

CAknowledge

February 10, 2024

Maternity Leave Letter Format: A Maternity Leave letter should be respectful, complete, and clear. As you consult the Maternity Leave letter samples, keep these key points in mind.Maternity Leave FormatMaternity LeaveApplication Format, Maternity Leave Application in Doc or in MS Word Format.

How to Write a Maternity Leave latter ?

Create notes beforehand: Gather your notes and think carefully before you begin to write. Much of your letter will consist of dates, facts, details, and guidance for your employer in your absence, so you don’t want to skip anything important accidently

Focus on critical details: You may want to express how much you’ll miss this place while you’re gone, but focus on core information first.

Be gracious: Even if your employers are obligated by law to hold your position while you’re gone, say thank you. It never hurts to thank.

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Double check: After you share your letter with your employer, gain confirmation that both of you are on the same page regarding dates and expectations. Do this before you walk out the door.

Are you looking for Maternity Leave Letter Format in MS word and pdf for various vacancies. Here you can download many Maternity Leave Letter Format in word format. This Maternity Leavelatter is designed for both fresher’s and professionals who already have a few years’ worth of experience under their belt. If you think your Maternity Leave Letter is ready to provide your resume with some helpful back up,create itnow.

How to Format a Maternity Leave Letter?

• First will be the introductory paragraph, where you will introduce yourself and in a polite way you should get to your point. Your introductory paragraph should give a basic idea to a reader about your Maternity Leave application.
• Next, will be the body of a letter in which you can include the reason for Maternity Leave and other facts related to dates. Ensure that in the body of a letter, you include all the required critical details without exaggerating.
• Last will be the concluding paragraph, in which you should successfully sign-off in a respectful and a polite way.

Your Maternity Leave letter, like these Maternity Leave letter samples, will consist of an introduction, a body and a conclusion. Begin with a brief and polite introduction that gets directly to the point (for example, “As you know, I will be taking a temporary period of Maternity Leave this summer to travel to Belgium to complete my dissertation”).

The body of your letter will include the important information that your employer should know about your departure date, return date, expectations upon your return, and anything you expect your employer to do, handle, or monitor during your absence (you may want to break these items into distinct bullet points for the sake of clarity). Your final sign-off should be polite and respectful.

Common Maternity Leave Letter Mistakes –

As you draft and edit your letter, use these Maternity Leave letter samples as a model and watch out for the following common mistakes:

Erroneous details: Check and double check to make sure your factual information is correct. Check your departure date, return date, reasons for leaving, and cite the company or legal policies that protect your job while you’re gone.

Skipping your contact information: Make sure your boss knows how to reach you in the event of news or emergencies. If you don’t want to be contacted, make this clear.

Leaving room for misinterpretation: Some of your responsibilities may be difficult to explain, but find a way. If your letter contains even a small degree of ambiguity, you may find yourself returning to a mess.

Too much detail: If you ramble on for too long, your most important information may slip through the cracks. If possible, limit your letter to one or two pages at the most.

Maternity Leave Letter Format

Here we are Providing Some Samples for Maternity Leave Letter Format . You may check these formats online and we also upload these files in MS Word Format so after check Samples of Maternity Leave Letter Format you may download these samples in MS Word. We upload many type of Maternity Leave Letter Format . Now check Maternity Leave Letter Format samples from below –

Constance W. Lopez

3725 Davisson Street Fairmount, IN 46928

14 November 2001

Peter Humphrey

Computeyour technologies,

Dear Mr. Peter,

I write this letter to inform you that I am nearing my baby due date and my doctor has given 21 st November as my due date for baby delivery. He also advised me to be under his supervision as soon as possible. So, I want to inform you that I need leave for 8 weeks starting from 16 th November. In addition I want to inform you that I have my full Maternity leave allowance and cover my maternity leave under this allowance.

If wish to join office soon, I will notify you about it and if I want to extend my leave period I will notify you as well. I kindly request to approve my leave and notify me as soon as possible.

Thanking You,

Yours Sincerely,

______________

Maternity Leave Letter in Image Format

Maternity Leave Application Format 2

100 Broadway Lane, New Parkland, CA, 91010

Cell: (555) 987-1234

[email protected]

Dear Mr. Simpson,

I am writing to inform you of my pregnancy and my intention to take the allotted 12 weeks of maternity leave available to me. I intend to start my maternity leave on November 22 and return to the office on February 24, barring any unforeseen issues with my pregnancy and delivery.

I intend to make every attempt to complete priority projects before my maternity leave begins. I should be able to check in periodically from home. I will do my best to make up for any important project or client developments I missed when I return to work. I intend to delegate some of my responsibilities to the Assistant Supervisor who works with me in my department during my maternity leave for your added convenience.

If my plans change for any reason, I will let you know as soon as possible. Thank you in advance for allowing me time away from the office so that I may prepare for the birth, bond with my child and adjust to life as a new mother. The required maternity leave form is attached along with a letter from my doctor confirming my pregnancy. Please contact me if you need any additional information or clarification.

Respectfully,

Joan Edwards

Maternity Leave Application

[ Your address]

[Company address]

Dear [name of employer/manager]

Ref: Request for maternity leave

National Insurance No: [add number]

I am writing to let you know that I’m pregnant and to notify you of when I want to start mymaternity leave and begin receiving StatutoryMaternity Pay (SMP).

My baby is due in the week beginning [insert date] and my MATB1 certificate, which confirms this, is enclosed.

I understand that I qualify for 52 weeks ‘maternity leave, made up of 26 weeks OrdinaryMaternity Leave and a further 26 weeks AdditionalMaternity Leave.

I would like to start mymaternity leave and pay (if I qualify) on [insert date]. I understand that if I wish to change this date I have to give you at least 28 days’ notice.

I believe I qualify forSMP – please can you confirm this, and what amount I will receive.

If my leave starts on my intended date, my [ ordinary/additional ]maternity leave will finish on [insert date] . I am therefore due back to work on [ insert date ]..

Please could you confirm the date I am due back at work. I understand that if I want to change my return date, I must give you at least eight weeks’ notice.

My understanding is that if I am unable to return, for example because I’m sick, the normal rules for my job will still apply.

But if I decide that I don’t intend to return to work I understand that I must give at least the notice period required by my contract of employment.

I hope this is all satisfactory and I look forward to hearing from you with confirmation of the above.

Yours faithfully,

Name ………

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