Getting ready to welcome a new baby while managing work responsibilities can feel like a lot to handle. So many details to arrange, so many people to tell. The letter that tells your boss you need time off might seem like a small detail, but writing it properly matters.
This guide offers 15 different sample letters for maternity leave to help you tell your employer about your upcoming absence. Each letter shows how to clearly share your plans, ask for what you need, and keep good work relationships during this big life change.
Sample Letters of Intent for Maternity Leave
These letters will help you communicate your maternity leave plans professionally and clearly.
1. Standard Formal Notice
Subject: Maternity Leave Request – Jane Smith
April 14, 2025
Mr. Robert Johnson
Human Resources Director
ABC Corporation
123 Business Avenue
New York, NY 10001
Dear Mr. Johnson,
This letter serves as my formal notice that I will be taking maternity leave. My doctor has confirmed that my due date is July 15, 2025.
Based on our company policy and my discussion with my supervisor, Ms. Williams, I plan to start my leave on July 1, 2025, and return to work on October 14, 2025. This schedule gives me approximately 15 weeks of leave.
During my absence, my colleague Tom Baker has agreed to handle my main project responsibilities. I will create detailed handover notes and finish all pending tasks before my leave begins.
Please let me know if you need any medical documentation or additional information from me. I look forward to your confirmation of my leave dates.
Thank you for your support during this exciting time.
Sincerely,
Jane Smith
Senior Marketing Specialist
Phone: (555) 123-4567
Email: jane.smith@abccorp.com
2. Early Notification With Flexible Return Date
Subject: Early Notification of Maternity Leave – Sarah Johnson
April 14, 2025
Ms. Diana Parker
Department Manager
XYZ Tech Solutions
456 Innovation Drive
San Francisco, CA 94107
Dear Ms. Parker,
I am happy to share that I am expecting a baby, with a due date of September 5, 2025. I wanted to notify you early so we can plan for my upcoming maternity leave.
I would like to work until August 22, 2025, about two weeks before my due date, unless my doctor advises otherwise. According to our parental leave policy and FMLA regulations, I am eligible for 12 weeks of leave. However, I would like to discuss the possibility of extending this with some unpaid time if needed.
I plan to return to work in early December, but would appreciate some flexibility as I adjust to parenthood. I suggest we set a tentative return date of December 8, 2025, and stay in touch as the time approaches.
I am committed to making this transition smooth for our team. Over the coming months, I will train Alex and Maya on my current projects and create comprehensive documentation for all my responsibilities.
Please let me know when would be a good time to meet and discuss these arrangements in more detail.
With appreciation,
Sarah Johnson
Software Developer
Office: (415) 555-7890
Email: sarah.j@xyztech.com
3. Brief Notice With Healthcare Concerns
Subject: Maternity Leave Notice – Lisa Wong
April 14, 2025
Dr. James Miller
Principal
Westside Elementary School
789 Education Lane
Portland, OR 97201
Dear Dr. Miller,
I am writing to inform you of my pregnancy and upcoming need for maternity leave. My expected due date is June 30, 2025.
Due to some health concerns my doctor has identified, I may need to begin my leave earlier than the standard two weeks before my due date. Currently, I am planning to start my leave on June 1, 2025, and return for the new school year on August 25, 2025.
I will provide lesson plans for the substitute teacher who will cover my 3rd-grade class during the final three weeks of the school year. Mrs. Thompson has offered to help coordinate end-of-year activities for my students.
Could we please schedule a meeting next week to discuss these arrangements? I also need to understand how my health insurance coverage will work during my leave.
Thank you for your understanding and support.
Respectfully,
Lisa Wong
3rd Grade Teacher
Cell: (503) 555-6543
Email: lwong@westsideschool.edu
4. Detailed Plan With Work Transition Strategy
Subject: Comprehensive Maternity Leave Plan – Michelle Rodriguez
April 14, 2025
Mr. David Chen
CEO
Bright Ideas Marketing
321 Creative Boulevard
Chicago, IL 60601
Dear Mr. Chen,
I am pleased to inform you that I am expecting my first child, due to arrive on August 10, 2025. This letter outlines my proposed maternity leave plan and work transition strategy.
After reviewing our company policy and consulting with HR, I understand I am eligible for 16 weeks of paid parental leave. I plan to begin my leave on August 1, 2025, and return to work on December 1, 2025.
To ensure smooth operations in my absence, I have developed the following transition plan:
Week of May 1-15: Begin documenting all current client accounts and projects Week of June 1-15: Start training Jessica Thomas to manage the Wilson and Garcia accounts Week of July 1-15: Complete all major deliverables for Q3 campaigns Week of July 16-31: Finalize handover documents and conduct team transition meetings
I will remain available by email for urgent matters during the first month of my leave, but respectfully request minimal disruptions after that period so I can focus on my new baby.
Upon my return, I would like to discuss the possibility of a gradual re-entry schedule, perhaps starting with three days per week for the first two weeks.
I value my role at Bright Ideas and am committed to making this transition as seamless as possible. Please let me know if you would like to discuss any aspect of this plan.
With appreciation,
Michelle Rodriguez
Account Director
Mobile: (312) 555-9876
Email: mrodriguez@brightideas.com
5. Short-Notice Emergency Leave Request
Subject: Urgent Maternity Leave Request – Emily Taylor
April 14, 2025
Ms. Victoria Adams
Human Resources Manager
Global Financial Partners
555 Wall Street
New York, NY 10005
Dear Ms. Adams,
I am writing to request immediate maternity leave due to unexpected pregnancy complications. Although my due date is still six weeks away (May 26, 2025), my doctor has placed me on bed rest effective immediately.
This situation was unforeseen, and I apologize for the short notice. My doctor has provided a medical note, which I have attached to this email.
Based on my current condition and company policy, I will need to begin my 12-week maternity leave today, April 14, 2025, rather than in May as originally planned. I expect to return to work on July 7, 2025, assuming there are no further complications.
My team is aware of my projects and deadlines. Frank Williams will serve as the point person for my clients, and I have already emailed him my current files and contact information.
Please advise me on any paperwork I need to complete from home. My husband can collect any physical documents from the office if needed.
Thank you for your understanding during this challenging time.
Sincerely,
Emily Taylor
Financial Advisor
Cell: (917) 555-4321
Email: e.taylor@globalfinancial.com
6. Part-Time Return Request
Subject: Maternity Leave and Part-Time Return Request – Nicole Johnson
April 14, 2025
Mr. Thomas Wilson
Department Head
Central City Hospital
444 Healthcare Drive
Denver, CO 80202
Dear Mr. Wilson,
I am writing to formally notify you of my pregnancy and request maternity leave. My due date is October 3, 2025.
I plan to work until September 20, 2025, and take 12 weeks of maternity leave as allowed by hospital policy and FMLA. This would put my return date at approximately December 13, 2025.
After discussing with my family, I would like to request a modification to my schedule upon my return. I am hoping to work part-time (24 hours per week) for the first two months after my maternity leave ends. This would mean working three 8-hour shifts per week instead of my usual five shifts.
I believe this arrangement would help me balance my new responsibilities as a mother while still fulfilling my duties as a nurse. Dr. Garcia has indicated that she might be interested in picking up my remaining shifts during this period.
I am happy to discuss this proposal further and am open to alternative arrangements that might better suit the needs of our department.
Thank you for considering my request.
Kind regards,
Nicole Johnson
Registered Nurse, Pediatrics
Phone: (303) 555-8765
Email: njohnson@centralcityhospital.org
7. Remote Work Transition Plan
Subject: Maternity Leave and Remote Work Proposal – Rachel Kim
April 14, 2025
Mrs. Samantha White
Operations Director
Digital Solutions Inc.
987 Tech Park Way
Austin, TX 78701
Dear Mrs. White,
I am excited to share that I am expecting a baby, with a due date of November 12, 2025. This letter outlines my proposed maternity leave and return-to-work plan.
I plan to begin my maternity leave on November 1, 2025, and utilize the full 12 weeks provided by our company policy, returning on January 24, 2026.
Given the nature of my role as a web developer, I would like to propose a gradual return through remote work. Specifically:
Weeks 1-2 after leave (Jan 24-Feb 7): Work remotely 20 hours per week Weeks 3-4 after leave (Feb 8-Feb 21): Work remotely 30 hours per week Week 5 onward (Feb 22+): Return to full-time schedule with 3 days remote, 2 days in office
This arrangement would allow me to continue breastfeeding and adjust to childcare while maintaining productivity. All my work can be accomplished remotely, and I will ensure I am available during core team hours for meetings and collaboration.
Before my leave begins, I will complete the Henderson website project and prepare detailed documentation for any ongoing projects. Jordan Phillips has agreed to serve as the main point of contact for my clients during my absence.
I appreciate your consideration of this proposal and am open to discussing modifications that would better suit our team’s needs.
Warmly,
Rachel Kim
Senior Web Developer
Cell: (512) 555-3456
Email: rachel.k@digitalsolutions.com
8. Second Maternity Leave With Previous Experience Reference
Subject: Second Maternity Leave Request – Amanda Collins
April 14, 2025
Mr. Gregory Brown
Regional Manager
National Retail Chain
789 Commerce Street
Seattle, WA 98101
Dear Mr. Brown,
I am writing to inform you that I am pregnant with my second child, due on July 30, 2025.
As you may recall, I took maternity leave two years ago when my daughter was born. That transition went smoothly, and I was able to return to my store manager position without disruption to the business.
For this second leave, I plan to work until July 15, 2025, and take the full 16 weeks of parental leave our company now offers. This would put my return date at November 3, 2025.
Based on my previous experience, I recommend that we:
- Begin training Assistant Manager Kevin Morris on my specific duties by May 15
- Schedule my annual store inventory for late June before my departure
- Postpone the fall merchandising reset until my return in November
I am confident that with proper planning, my team can maintain excellent operations during my absence. The experience we all gained during my previous leave will make this transition even smoother.
Please let me know if you would like to discuss these arrangements further.
Best regards,
Amanda Collins
Store Manager, Downtown Location
Office: (206) 555-7654
Cell: (206) 555-8976
Email: acollins@nationalretail.com
9. Extended Leave Request With Accommodation Needs
Subject: Extended Maternity Leave Request – Priya Patel
April 14, 2025
Ms. Janet Young
Human Resources Director
Tech Innovations Corp
654 Research Parkway
Boston, MA 02108
Dear Ms. Young,
I am writing to notify you of my pregnancy and to request maternity leave. My doctor has confirmed a due date of September 8, 2025.
Due to a multiple pregnancy (twins), my healthcare provider has advised that I may need additional recovery time beyond the standard leave period. Therefore, I am requesting:
- To begin my leave on August 25, 2025 (two weeks before my due date)
- To take the standard 12 weeks of paid leave provided by our company policy
- An additional 4 weeks of unpaid leave under FMLA, for a total of 16 weeks
This schedule would have me returning to work on December 14, 2025.
Additionally, during my third trimester (July-August), my doctor has recommended reduced standing time. As my role in the lab typically requires 6-8 hours of standing daily, I am requesting a temporary accommodation to allow for more seated work during this period. I can provide medical documentation if needed.
I plan to keep all my research projects on schedule before my departure and will prepare comprehensive notes for Dr. Liu, who has agreed to supervise my ongoing experiments.
Thank you for your consideration of these requests. I am happy to discuss any adjustments needed to accommodate both my health needs and our team’s research goals.
Sincerely,
Priya Patel
Senior Research Scientist
Lab: (617) 555-2345
Cell: (617) 555-6789
Email: ppatel@techinnovations.com
10. Minimal Notice With Legal References
Subject: Maternity Leave Notification – Lauren Martinez
April 14, 2025
Mr. Harold Johnson
Owner
Johnson’s Auto Repair
321 Mechanics Way
Memphis, TN 38103
Dear Mr. Johnson,
This letter serves as my formal notification of pregnancy and intent to take maternity leave. My due date is June 1, 2025.
As our business has 20 employees, we are covered under the Family and Medical Leave Act (FMLA), which entitles eligible employees to take up to 12 weeks of job-protected leave for family and medical reasons, including childbirth.
I have worked here for three years, which meets the FMLA requirement of at least 12 months of employment. I plan to begin my leave on May 25, 2025, and return to work on August 17, 2025.
During my absence, I suggest that Mike Thomas handle my customer service responsibilities and Jake Wilson take over my bookkeeping duties. I will train them both thoroughly before my departure.
Please provide me with any paperwork needed to process this leave request. If you have questions about FMLA requirements, the Department of Labor website offers helpful guidance.
Thank you for your attention to this matter.
Respectfully,
Lauren Martinez
Office Manager
Office: (901) 555-3456
Email: lauren@johnsonsauto.com
11. Enthusiastic First-Time Parent
Subject: Maternity Leave for New Adventure – Zoe Anderson
April 14, 2025
Ms. Patricia Moore
Creative Director
Vibrant Design Studio
456 Artistic Avenue
Miami, FL 33101
Dear Ms. Moore,
With great excitement, I am writing to share the news that I am expecting my first baby! My due date is August 21, 2025, and I can hardly wait for this new chapter in my life.
After reviewing our company handbook and speaking with HR, I would like to request maternity leave starting August 15, 2025 (about one week before my due date). I plan to use all 12 weeks of available leave, which would have me returning to the studio on November 7, 2025.
As a graphic designer who loves her job, I want to make sure my clients and projects are well taken care of during my absence. I plan to:
- Complete all current client projects by early August
- Create a detailed style guide for each ongoing client
- Meet with Ryan and Jessica to hand off my accounts and brief them on client preferences
I would also love to stay connected during my leave through a weekly email update, so I can stay informed about major studio happenings while focusing on my new baby.
Thank you so much for fostering such a supportive workplace. I am grateful to work for a company that values work-life balance.
With excitement,
Zoe Anderson
Senior Graphic Designer
Cell: (305) 555-9876
Email: zanderson@vibrantdesign.com
12. Straightforward Small Business Notice
Subject: Maternity Leave – Olivia Wilson
April 14, 2025
Ms. Grace Chen
Owner
Happy Paws Pet Grooming
123 Main Street
Burlington, VT 05401
Dear Grace,
I wanted to let you know that I am pregnant and due to have my baby on October 5, 2025.
Since our business is small and not covered by FMLA, I appreciate your previous assurance that you support parental leave. As we discussed when you hired me, I would like to take 8 weeks away from work after my baby arrives.
I plan to work until October 1, 2025, assuming all goes well with my pregnancy. This means I would return to work around November 26, 2025, just before the holiday rush season.
I have already spoken with Megan, who is willing to take on most of my grooming appointments during my absence. For the specialized breed cuts that Megan isn’t trained for yet, perhaps we could refer those clients to Pawfect Grooming temporarily or schedule them for after my return.
Please let me know if this plan works for you. I am happy to help train Megan further on some of my techniques before I go on leave.
Thank you for being so supportive.
Sincerely,
Olivia Wilson
Pet Groomer
Cell: (802) 555-6789
Email: olivia@happypawsgrooming.com
13. Academic Calendar Considerations
Subject: Faculty Maternity Leave Request – Dr. Rebecca Wright
April 14, 2025
Dr. Michael Thompson
Department Chair, English Department
State University
1000 Academic Drive
Raleigh, NC 27695
Dear Dr. Thompson,
I am writing to inform you that I am expecting a child, with a due date of December 10, 2025. This timing coincides with the end of our fall semester.
After reviewing the university’s parental leave policy and consulting with the Faculty Affairs office, I would like to request the following arrangement:
- Complete the Fall 2025 semester, including final exams and grade submission
- Take parental leave for the entire Spring 2026 semester
- Return to teaching duties for the Summer 2026 session
This schedule would allow me to have approximately 5 months with my newborn while minimizing disruption to our department’s course offerings. I understand this means forgoing the modified duties option that would allow me to teach a reduced load in the spring, but I believe a clean break would be less disruptive for students.
For my three undergraduate courses scheduled for Spring 2026, I recommend considering Dr. Jennifer Lee as a replacement instructor, as her specialization closely aligns with these courses. For my graduate seminar, perhaps we could move it to Fall 2026 or ask Dr. Robinson to cover it.
I remain committed to my committee duties and can participate in dissertation defenses remotely during my leave if needed.
Please let me know if this plan is acceptable or if you would like to discuss alternatives.
Respectfully,
Dr. Rebecca Wright
Associate Professor of English
Office: (919) 555-2345
Email: r.wright@stateuniversity.edu
14. Adoption-Related Leave Request
Subject: Parental Leave for Adoption – Marcus Johnson
April 14, 2025
Ms. Elizabeth Taylor
HR Director
Global Consulting Group
789 Professional Plaza
Minneapolis, MN 55401
Dear Ms. Taylor,
I am writing to request parental leave for the adoption of a child. My spouse and I have been matched with a newborn baby girl, and we expect the adoption to be finalized around June 15, 2025.
According to our company’s parental leave policy, adoptive parents are entitled to the same 12-week paid leave as birth parents. I would like to begin my leave on June 14, 2025, the day we expect to receive our daughter, and return to work on September 6, 2025.
As you know, the adoption process can sometimes involve unexpected timing changes. If our placement date changes, I will notify you as soon as possible to adjust my leave dates accordingly.
In preparation for my absence, I will:
- Complete all client reports for the second quarter
- Create detailed status documents for each of my ongoing projects
- Brief Samuel Chen, who will cover my accounts during my leave
I appreciate the company’s inclusive policy that recognizes adoption as an equally important path to parenthood.
Thank you for your support during this exciting time for my family.
Sincerely,
Marcus Johnson
Senior Consultant
Office: (612) 555-8765
Cell: (612) 555-9988
Email: mjohnson@globalconsulting.com
15. Phased Return With Childcare Considerations
Subject: Maternity Leave and Phased Return Request – Sophia Lee
April 14, 2025
Mr. Daniel Harris
Managing Partner
Lee, Wong & Associates Law Firm
555 Legal Boulevard
Atlanta, GA 30303
Dear Mr. Harris,
I am pleased to inform you that I am expecting my first child, with a due date of September 22, 2025.
As a senior associate with the firm for the past six years, I am eligible for our firm’s 18-week paid parental leave benefit. I plan to begin my leave on September 15, 2025, one week before my due date, which would have me returning on January 19, 2026.
Given the demands of our profession and the challenges of securing reliable childcare, I would like to propose a phased return to work as follows:
Weeks 1-2 (Jan 19-30): Work 3 days per week, primarily from home Weeks 3-4 (Feb 2-13): Work 4 days per week, with 2 days in office Week 5 onward (Feb 16+): Return to full-time schedule with 1 day remote work per week
This gradual transition would allow me to establish a stable childcare routine while still meeting my professional responsibilities. I believe this approach would benefit both my family and our firm by ensuring a successful long-term return to practice.
Before my leave, I will work with Attorneys Jensen and Washington to transition my active cases. I will prepare detailed case files and client briefings to ensure continuity of service during my absence.
I appreciate your consideration of this proposal and would welcome the opportunity to discuss it further.
Respectfully yours,
Sophia Lee
Senior Associate Attorney
Office: (404) 555-1234
Cell: (404) 555-5678
Email: slee@leewonglaw.com
Conclusion: Writing Effective Maternity Leave Letters
Planning for maternity leave can be a significant moment in your professional life. A well-written letter of intent helps set clear expectations and maintains good workplace relationships during your absence.
The key elements to include are your due date, requested leave start and end dates, plans for handling your work responsibilities, and any special requests such as phased returns or accommodations. Always check your company’s policies and applicable laws before drafting your letter.
Giving advance notice when possible allows your employer and team to prepare properly, creating a smoother transition for everyone. While the letter format may vary based on your workplace culture and relationship with your manager, maintaining a professional tone is always appropriate.
These sample letters can serve as starting points. Adapt them to fit your unique situation, company culture, and personal style. Most importantly, keep communication open with your employer throughout your pregnancy and leave period to address any changes or challenges that arise.
With thoughtful planning and clear communication, you can focus on this special time in your life while also protecting your professional standing.