15 Maternity Leave Request Email Samples

Maternity Leave Request Email Samples

These email templates will help you write a clear and professional maternity leave request to your employer.

1. Standard First-Time Mom Request

Subject: Maternity Leave Request – [Your Name]

Dear [Manager’s Name],

I’m happy to share that I am pregnant and expecting a baby on [due date]. This is an exciting time for my family and me.

Based on our company policy, I would like to request maternity leave starting [start date], which is two weeks before my due date. I plan to return to work on [return date], taking the full 12 weeks allowed under the Family and Medical Leave Act.

I want to make this transition smooth for our team. Over the next few months, I will create a detailed plan for my projects. I’m also happy to help train someone to cover my tasks while I’m away.

Please let me know if you need any paperwork from my doctor or other information from me. I can meet with you and HR to talk about the details of my leave.

Thank you for your support during this special time.

Best regards,

[Your Name]
[Your Position]
[Your Phone Number]
[Your Email Address]

2. Short Notice Due to Medical Need

Subject: Urgent Maternity Leave Request – [Your Name]

Dear [Manager’s Name],

I need to let you know that my doctor has advised me to start my maternity leave right away due to some health concerns with my pregnancy. My last day will need to be [date, ideally at least a few days from now].

My due date is [date], but my doctor feels it’s best for my health and my baby’s health if I rest at home now. I’ve attached a note from my doctor explaining this need.

I know this is sooner than we planned. I’ve started writing notes about my current projects:

– [Project 1]: Status update and next steps are in the shared folder – [Project 2]: I’ve briefed [Colleague] who can take over – [Client meetings]: My notes and contacts are in our team drive

I can be reached by phone or email if any questions come up about my work. Once the baby arrives, I’ll need time to recover, but I’ll update you on my return date as soon as I can.

Thank you for understanding this sudden change.

Warmly,

[Your Name]
[Position]
[Phone Number]
[Email Address]

3. Request with Flexible Return Date

Subject: Maternity Leave Request with Flexible Return – [Your Name]

Dear [Manager’s Name],

I am excited to share that I am expecting a baby, with a due date of [date]. I would like to request maternity leave beginning [date, typically 1-2 weeks before due date].

While company policy allows for [X] weeks of leave, I would like to discuss a flexible return plan. I’m thinking of:

1. Taking the full [X] weeks off for recovery and bonding 2. Working part-time from home for 4 weeks after that 3. Returning to the office full-time by [date]

This plan would allow me to ease back into work while adjusting to life with a newborn. I’m open to adjusting this schedule based on team needs and how recovery goes.

Before my leave starts, I will: – Complete the [specific project] – Create detailed handover notes – Train [colleague] on my daily tasks

Can we schedule a meeting next week to discuss this request and my transition plan?

Thanks for your support,

[Your Name]
[Your Title]
[Department]
[Contact Information]

4. Executive Position Maternity Leave

Subject: Maternity Leave Planning – [Your Name], [Your Position]

Dear [CEO/Board Members/Manager],

I am pleased to share that my family will be growing with the arrival of a baby expected on [due date]. As we prepare for this addition, I need to plan my temporary step back from my duties as [your position].

After careful consideration of both my family needs and company responsibilities, I propose the following plan:

Pre-Leave Preparation (Now until [date]): – Finish Q3 strategy planning – Work with [COO Name] to split my key responsibilities – Hold weekly transition meetings with the leadership team

Leave Period ([start date] to [end date]): – Full disconnection for 6 weeks following birth – Limited availability for critical decisions only weeks 7-10 – Gradual re-engagement starting week 11

I’ve attached a detailed transition plan showing how each of my responsibilities will be handled during my absence. [Deputy/VP Name] is prepared to serve as acting [your position] with appropriate oversight from [appropriate person].

I’d like to meet with you to review this plan and make any needed adjustments. I remain committed to our company’s success and believe this plan balances my new family needs with business continuity.

Respectfully,

[Your Name]
[Your Title]
[Company Name]
[Contact Information]

5. Email for a Small Business Setting

Subject: My Maternity Leave Plan – [Your Name]

Hi [Boss’s First Name],

I wanted to share some happy news with you – I’m pregnant! My baby is due on [date], which means I’ll need to take some time off starting around [date].

I know in a small team like ours, every person matters. I want to make sure my leave doesn’t create problems for the business or our customers. Here’s what I’m thinking:

• I’ll stay on until [date, 1-2 weeks before due date] • I’d like to take [number] weeks off after the baby arrives • I can check emails once a week if there are quick questions

For my main jobs, I suggest: • [Specific task]: [Coworker] could handle this with some training from me • [Another responsibility]: I can create templates and guides before I go • [Client/Customer relationship]: I’ll personally let them know who to contact

I’m happy to work extra hours in the coming months to prepare everything. Can we talk about this plan tomorrow or later this week?

Thanks so much,

[Your Name]
[Your Role]
[Phone Number]

6. Second Baby with Different Needs

Subject: Maternity Leave Request for Second Child – [Your Name]

Dear [Manager’s Name],

I’m happy to share that our family is growing again! My second child is due to arrive on [due date].

Having been through this once before, I have a better idea of what to expect. For this maternity leave, I would like to request:

• Starting date: [date] (1 week before my due date) • Return date: [date] (8 weeks total leave) • First two weeks back: working remotely 3 days per week

This is a bit different from my first leave when I took the full 12 weeks. Based on my previous experience, I feel this plan will work well for my family situation while also meeting my work responsibilities.

I’ve already started preparing handover notes for my projects. [Colleague] has agreed to be the main contact for [specific responsibilities], and I will train [another colleague] on [other tasks].

Would you have time this week to discuss my plan and any questions you might have?

Thank you for your continued support,

[Your Name]
[Department]
[Extension/Direct Line]
[Email Address]

7. Remote Worker Maternity Leave

Subject: Maternity Leave Request – Remote Team Member [Your Name]

Dear [Manager’s Name],

I’m thrilled to share that I’m expecting a baby around [due date]! As a remote team member, I want to plan my maternity leave in a way that causes minimal disruption to our workflow.

I would like to request maternity leave from [start date] until [end date], a total of [number] weeks. Since I work from home already, I’ve thought about how to make this transition extra smooth:

• All my documentation is updated in our shared drive • I’ve created video tutorials for my specific processes • My project tracking spreadsheet shows deadlines and status for all current work

For daily questions while I’m away, [Colleague] has agreed to be the point person. For technical issues only I usually handle, I’ve prepared a troubleshooting guide.

Even though I won’t be online during my leave, my setup at home means I can have a very smooth transition back when the time comes.

Could we have a video call next week to review these plans?

Thanks so much,

[Your Name]
[Your Title]
[Remote Team/Department]
[Phone Number]
[Email Address]

8. Part-Time Worker Request

Subject: Maternity Leave for Part-Time Schedule – [Your Name]

Dear [Manager’s Name],

I wanted to share my happy news that I’m expecting a baby! My due date is [date].

As a part-time employee working [current schedule, e.g., “20 hours per week, Mondays, Wednesdays, and Thursdays”], I would like to request maternity leave starting [date] with an expected return date of [date].

I understand that my benefits and pay during leave will be adjusted according to my part-time status. I’ve already spoken with HR, who explained that I qualify for [specific benefits] during my leave period.

To prepare for my absence: • I will finish the [specific project] before my leave begins • My regular tasks on [days of week] can be covered by [colleague] who has agreed to take on extra hours • I’ve started creating a guide for anyone who needs to fill in

When I return, I would like to keep my current part-time schedule, but I’m open to adjusting which days I work if that helps the team.

Thank you for your support. I’m happy to answer any questions.

Kind regards,

[Your Name]
[Position]
[Normal Working Days]
[Contact Information]

9. Requesting Maximum Time Off

Subject: Extended Maternity Leave Request – [Your Name]

Dear [Manager’s Name],

I am writing to formally request maternity leave as my husband and I are expecting our first child, due on [date].

After reviewing our company policy and my benefits, I would like to take the maximum time allowed:

• 12 weeks of FMLA-protected leave • 4 weeks of additional unpaid leave • Use of 3 weeks of my accrued PTO to extend my leave

This means my leave would begin on [start date] and end on [return date], for a total of 19 weeks.

I understand this is a significant time away from the office. I am committed to a thorough handover process and will create detailed documentation for all my projects and responsibilities. I suggest [Colleague Name] as the main person to take over my duties, with support from [Another Colleague] for [specific complex tasks].

I’m also willing to make myself available for a few key check-in calls during the later part of my leave if that would help with continuity.

Could we meet to discuss this request and my transition plan?

Thank you for your consideration,

[Your Name]
[Title]
[Department]
[Extension]
[Email Address]

10. Condensed Email for Busy Workplace

Subject: Maternity Leave Notice – [Your Name] – [Department]

Hi [Manager’s Name],

Quick update: I’m pregnant and due on [date].

Leave request: – Start: [date] – Return: [date] – Total: [X] weeks

Handover plan: 1. [Colleague] will handle [specific task] 2. [Project] will be finished before I go 3. Daily tasks documented in team wiki by [date]

I’ll have all handovers completed two weeks before my leave starts. HR forms are already in progress.

Can we chat for 15 minutes this week to answer any questions?

Thanks,

[Your Name]
[Position]
[Extension]
[Email]

11. Email with Health Accommodation Requests

Subject: Maternity Leave Request with Medical Accommodations – [Your Name]

Dear [Manager’s Name],

I am happy to share that I am expecting a baby, due on [date]. I am writing to request maternity leave and also to discuss some temporary accommodations my doctor has recommended during my pregnancy.

For my maternity leave: • Requested start date: [date] • Planned return date: [date] • Total leave time: [number] weeks

My doctor has also advised some workplace accommodations for the remainder of my pregnancy: • A 5-minute break every hour to walk and stretch • Permission to attend weekly prenatal appointments on [day of week] • Temporary adjustment to my workspace (details in the attached doctor’s note)

I’ve attached the medical documentation supporting these requests. These small adjustments will help me continue working safely until my leave begins.

I’m happy to discuss how we can arrange these accommodations while ensuring all my work responsibilities are met. Would you have time to meet this week?

Thank you for your understanding,

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

12. Highly Formal Corporate Request

Subject: Formal Request for Maternity Leave Benefits – [Employee ID] – [Your Name]

Dear Mr./Ms. [Last Name],

Please accept this letter as formal notification that I am requesting maternity leave under the Family and Medical Leave Act and Company Policy Section 4.2.

The relevant details of my request are as follows:

Expected date of delivery: [Date] Requested leave commencement: [Date] Anticipated return to duties: [Date] Total duration of absence: [Number] calendar weeks

As stipulated in the employee handbook, I understand that I am eligible for [specific benefits] during this period. I have completed Form ML-2023 for Human Resources and secured medical certification from my healthcare provider, both of which are attached to this correspondence.

Prior to my departure, I will complete the following preparations: 1. Finalize all pending reports and client communications 2. Transfer ongoing project management to [Colleague Name] 3. Complete the formal knowledge transfer documentation as per departmental protocol 4. Schedule a transition meeting with relevant stakeholders

I appreciate your attention to this matter and request written confirmation of approval at your earliest convenience. Should additional information be required, please contact me directly.

Respectfully submitted,

[Your Name]
[Title]
[Department]
[Employee ID Number]
[Corporate Email]
[Extension]

13. Requesting Intermittent Leave for Pregnancy Complications

Subject: Request for Intermittent Leave Due to Pregnancy Complications

Dear [Manager’s Name],

I need to update you about my pregnancy and request some accommodation under FMLA. My doctor has diagnosed me with [medical condition] which requires additional rest and medical appointments.

Based on my doctor’s advice, I am requesting intermittent leave as follows:

• 2 hours off for weekly medical appointments on [day of week] • Permission to work from home on [specific days] when symptoms are most severe • Occasional full sick days when medically necessary (with notice whenever possible)

My doctor expects these accommodations will be needed until I begin my full maternity leave on [date]. I’ve attached a medical certification explaining the medical necessity of this arrangement.

I can still complete all my work responsibilities on this modified schedule. For unexpected absences, [Colleague] has agreed to cover urgent matters.

Thank you for working with me through this challenging time. I’m committed to my job and will keep you updated on any changes to my health status.

Sincerely,

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

14. New Employee Maternity Leave

Subject: Maternity Leave Request – New Employee

Dear [Manager’s Name],

I wanted to share that I am expecting a baby, with a due date of [date]. I know my timing is not ideal as I’ve only been with the company for [time period], and I value the opportunity you’ve given me to join this team.

Based on my understanding of company policy and FMLA eligibility requirements, I believe I qualify for [specific type/length of leave]. I would like to request leave beginning [date] with a planned return date of [date].

Despite my short tenure, I am fully committed to: • Completing my current training and onboarding • Creating detailed notes on all I’ve learned so far • Working with you to find the best coverage solution during my absence

I want to assure you that I remain excited about my role here and plan to return ready to contribute fully to the team. I hope we can work together to find a solution that works for everyone.

Could we meet to discuss this situation and how best to proceed?

Thank you for your understanding,

[Your Name]
[Position]
[Start Date with Company]
[Contact Information]

15. Requesting Partial Work-From-Home After Leave

Subject: Maternity Leave and Return-to-Work Plan – [Your Name]

Dear [Manager’s Name],

I’m excited to share that I’m expecting a baby, due on [date]. I’m writing to request maternity leave and propose a gradual return-to-work plan.

For my maternity leave: • Last day before leave: [date] • Return date: [date] • Total leave: [number] weeks

For my return to work, I would like to propose:

Weeks 1-2 after return: • Working 20 hours per week • 3 days from home, 2 days in office

Weeks 3-4 after return: • Working 30 hours per week • 2 days from home, 3 days in office

Week 5 and beyond: • Return to full-time 40 hours • Regular in-office schedule with one work-from-home day per week

This gradual transition would help me balance childcare arrangements and allow me to ease back into full productivity. I believe this plan would benefit both me and the team, as it allows me to stay connected and contribute while adjusting to my new family situation.

I’ve already spoken with [Colleague] who is willing to assist with coverage during my absence and transition period. I’ll prepare comprehensive handover documentation before my leave begins.

I’d appreciate the opportunity to discuss this plan with you. Would you have time in the next week?

Thank you for your support,

[Your Name]
[Title]
[Department]
[Contact Details]

Wrap-up: Maternity Leave Email Requests

Finding the right words to tell your boss about your maternity leave needs can make the whole process easier. The key is to be clear about dates, make a good handover plan, and know what benefits you can ask for. Your email should be professional but also show your excitement about this new chapter in your life.

Start planning early, check your company’s policies, and don’t be afraid to ask for what you need. With good communication, your maternity leave can be a positive experience for both you and your workplace.