Asking for maternity leave can feel like a big step. You want to make sure you get all the details right so both you and your workplace can prepare properly for your absence. The right letter helps set clear expectations and keeps communication open.
A good maternity leave request letter should include your expected due date, how long you plan to be away, and any arrangements you might have for handling your work while you’re gone. The sample letters below cover many different situations to help you write the perfect request for your needs.
Sample Letters of Request for Maternity Leave
Here are fifteen different maternity leave request letters to guide you through this important communication with your employer.
1. Standard Maternity Leave Request Letter
Subject: Maternity Leave Request – Jane Smith
January 15, 2025
Mrs. Susan Johnson
Human Resources Manager
ABC Corporation
123 Business Avenue
New York, NY 10001
Dear Mrs. Johnson,
This letter serves as my formal request for maternity leave. My doctor has confirmed my due date as March 20, 2025, and I would like to begin my leave two weeks prior on March 6, 2025.
Based on our company policy and my discussion with my department head, I plan to take 12 weeks of leave, returning to work on June 12, 2025. I understand that six weeks will be paid leave through our short-term disability policy, and I will use my accrued PTO for an additional four weeks. The remaining two weeks will be unpaid leave under FMLA.
I am working with my team to create a transition plan and will have all current projects documented and handed over before my departure. Sarah Williams has agreed to be the main point of contact for my clients while I am away.
Please let me know if you need any medical documentation or additional information from me to process this request.
Thank you for your support during this exciting time.
Sincerely,
Jane Smith
Marketing Specialist
jane.smith@abccorp.com
555-123-4567
2. Early Pregnancy Notification Letter
Subject: Advance Notice of Maternity Leave – Emily Rodriguez
February 3, 2025
Mr. David Chen
Department Manager
Tech Solutions Inc.
456 Innovation Drive
San Francisco, CA 94107
Dear Mr. Chen,
I am writing to share some happy news and to begin planning for my upcoming absence. My husband and I are expecting our first child, with a due date of July 15, 2025.
Although this is still several months away, I wanted to give you as much advance notice as possible so we can develop a thorough transition plan for my projects and responsibilities. According to our company handbook, I am eligible for 16 weeks of maternity leave, and I plan to take the full time allowed.
My tentative plan is to work until July 1, 2025, assuming all goes well with my pregnancy, and return around October 21, 2025. I would be happy to help train a temporary replacement or distribute my responsibilities among the team before my departure.
I remain fully committed to my role and will ensure all my projects are in good standing before I leave. Please let me know when would be a good time to discuss this further and begin making arrangements.
Thank you for your understanding and support.
Warm regards,
Emily Rodriguez
Senior Software Developer
e.rodriguez@techsolutions.com
555-987-6543
3. Letter for a Complicated Pregnancy
Subject: Medical Necessity Maternity Leave Request – Michelle Taylor
April 10, 2025
Ms. Patricia Adams
HR Director
Global Financial Group
789 Money Lane
Chicago, IL 60601
Dear Ms. Adams,
I am writing to request an immediate start to my maternity leave due to pregnancy complications. My original due date is June 5, 2025, but my doctor has advised bed rest starting today due to gestational hypertension.
I have attached a medical note from Dr. Jessica Williams confirming this recommendation. Based on my condition and company policy, I anticipate being on leave until at least August 28, 2025, which would be 12 weeks from today plus an additional eight weeks after delivery, for a total of 20 weeks.
I apologize for the sudden nature of this request. I had planned to continue working for another month and had begun training Alex Johnson on my current projects. I have emailed him all relevant files and notes this morning and am available via phone for any urgent questions over the next few days as he transitions.
Please advise on any additional documentation needed for my leave to start immediately and what steps I should take regarding health insurance and disability benefits during this extended leave period.
Thank you for your understanding during this challenging time.
Gratefully,
Michelle Taylor
Senior Financial Analyst
m.taylor@globalfinancial.com
555-246-8101
4. Part-Time Return Request Letter
Subject: Maternity Leave and Part-Time Return Request – Sophia Lee
March 22, 2025
Mr. Robert Wilson
Store Manager
Retail Emporium
321 Shopping Center Blvd
Houston, TX 77002
Dear Mr. Wilson,
This letter is to formally request maternity leave beginning May 1, 2025, approximately two weeks before my due date of May 15, 2025.
After careful consideration, I would like to propose a modified return-to-work schedule following my 12-week leave period. I am requesting to return on a part-time basis working 20 hours per week for the first month (August 1-31), and then increasing to 30 hours per week for the second month (September 1-30), before returning to my full-time schedule on October 1, 2025.
This gradual return would allow me to maintain my responsibilities as Assistant Manager while adjusting to parenthood. I believe this arrangement would benefit both myself and the store, as it would allow for continuity in management while giving me time to arrange reliable childcare.
I am happy to discuss how my duties could be temporarily redistributed during this transition period and am willing to be flexible with which days and hours I work to accommodate store needs.
Please let me know if this arrangement would be possible or if you would like to discuss alternative options.
Thank you for your consideration.
Best regards,
Sophia Lee
Assistant Store Manager
sophia.lee@retailemporium.com
555-369-7412
5. Extended Maternity Leave Request
Subject: Extended Maternity Leave Request – Rachel Thompson
February 11, 2025
Dr. Michael Brown
Principal
Lincoln Elementary School
555 Education Avenue
Boston, MA 02108
Dear Dr. Brown,
As you know, I am expecting my second child with a due date of April 30, 2025. I am writing to request maternity leave beginning April 15, 2025, two weeks before my due date.
After much consideration and discussion with my family, I would like to request an extended leave beyond the standard 12 weeks provided by FMLA. Specifically, I am asking to take the remainder of the school year off and return at the beginning of the next school year in September 2025.
This would mean a total leave of approximately 20 weeks. I understand this is longer than the standard policy, and I am willing to take the additional eight weeks as unpaid leave. My hope is that this timing would cause minimal disruption to student learning, as I would be absent for the final weeks of this school year and return fresh for the new academic year.
I have already spoken with Mrs. Jenkins, who has subbed for my 4th-grade class in the past, and she has expressed interest in taking over my classroom during my absence. I will prepare detailed lesson plans through the end of the year before my departure.
I greatly value my position at Lincoln Elementary and look forward to returning as a dedicated teacher next fall. Please let me know if you need any additional information to consider this request.
Thank you for your understanding and support.
Respectfully,
Rachel Thompson
4th Grade Teacher
r.thompson@lincolnelementary.edu
555-789-0123
6. Remote Work Transition Letter
Subject: Maternity Leave and Remote Work Transition Request – Lindsay Martinez
May 8, 2025
Ms. Amanda Clark
Team Lead
Digital Marketing Partners
987 Social Media Street
Austin, TX 78701
Dear Ms. Clark,
This letter serves as my formal request for maternity leave beginning July 10, 2025, one week before my expected due date of July 17, 2025. According to company policy, I plan to take the full 12 weeks of available leave, returning on October 2, 2025.
Additionally, I would like to propose a work-from-home arrangement for the two weeks before my leave begins and for the first month after my return. This would allow me to attend frequent late-pregnancy appointments and ease my transition back to work while establishing childcare routines.
During my leave, I will ensure all my client accounts are fully documented and transferred to Tom and Jessica, who have both agreed to cover my projects. I will complete the current campaign launches for Bright Star and Nexus Tech before my departure and will be available for a weekly check-in call during the last month of my leave to stay updated on key accounts.
I have already discussed this plan with the team, and they are supportive of this arrangement. Please let me know if this plan works for you or if you would like to suggest any modifications.
Thank you for your support during this exciting new chapter in my life.
With appreciation,
Lindsay Martinez
Senior Account Manager
l.martinez@digitalmarketingpartners.com
555-321-6547
7. Small Business Maternity Leave Letter
Subject: Maternity Leave Plan – Olivia Garcia
June 5, 2025
Mr. James Anderson
Owner
Downtown Café & Bakery
456 Main Street
Portland, OR 97201
Dear James,
I am writing to formally request maternity leave from Downtown Café & Bakery. My baby is due on August 12, 2025, and I would like to begin my leave on August 1, 2025.
I know that as a small business, we do not have a formal maternity leave policy in place, and I am not covered by FMLA due to our company size. After our previous conversations, I would like to propose taking eight weeks of leave, returning to work on September 26, 2025.
For the first four weeks, I would use my accumulated two weeks of paid vacation combined with two weeks of paid sick leave. For the remaining four weeks, I understand the leave would be unpaid, which I have planned for financially.
To ensure smooth operations during my absence, I have already started training Maria on morning baking routines and inventory management. I will create detailed instructions for all my special recipes and ordering procedures before I leave.
I greatly value my position at the bakery and look forward to returning to work after this important life event. Please let me know if this arrangement works for you or if you would like to discuss alternatives.
Thank you for your understanding and flexibility.
Warmly,
Olivia Garcia
Head Baker
olivia.baker@downtowncafe.com
555-234-5678
8. Second Pregnancy Letter with Childcare Challenges
Subject: Maternity Leave for Second Child – Nicole Washington
January 30, 2025
Mr. Thomas Wright
Department Director
State Government Services
100 Capitol Building
Sacramento, CA 95814
Dear Mr. Wright,
This letter is to formally request maternity leave for the birth of my second child, due on April 5, 2025. I plan to begin my leave on March 29, 2025, one week before my due date.
Based on our state employee benefits, I am entitled to 16 weeks of paid family leave, which I plan to take in full, returning to the office on July 20, 2025. However, I want to address a potential childcare challenge that may arise at the end of my leave period.
My older child’s preschool will be closed for renovation from July 15-31, which overlaps with my planned return date. To address this, I would like to request the ability to work remotely during those two weeks so I can care for both children until regular childcare resumes.
Prior to my leave, I will complete the quarterly budget report and train Jamal Peters to handle the monthly department statistics during my absence. I have already updated all procedure manuals for my position and will schedule a transition meeting with the team before my departure.
Please let me know if you need any additional information or if there are any concerns with this plan. I am happy to discuss alternatives if needed.
Thank you for your continued support.
Respectfully,
Nicole Washington
Budget Analyst
n.washington@cagovservices.gov
555-444-3333
9. First-Time Parent Anxious Tone Letter
Subject: Maternity Leave Request – Hannah Kim
April 17, 2025
Mrs. Deborah Lewis
Human Resources Director
Creative Design Studio
789 Artist Avenue
Seattle, WA 98101
Dear Mrs. Lewis,
I am writing to request maternity leave for the birth of my first child. My due date is June 25, 2025, and I would like to start my leave on June 11, 2025, two weeks before the expected arrival.
As a first-time parent, I am both excited and nervous about this big change in my life. After researching our company policies, I believe I am eligible for 12 weeks of leave under FMLA, with six weeks covered by short-term disability. I plan to use two weeks of my paid vacation time to extend the paid portion of my leave.
My tentative return date would be September 3, 2025. However, as this is my first child, I am unsure about what to expect and how my recovery will progress. Would it be possible to discuss some flexibility with this return date as we get closer to that time?
I want to make sure my clients and projects are well-covered during my absence. I plan to finish the Westfield campaign before I leave and will prepare detailed handover notes for all my other projects. My colleague, Daniel Park, has agreed to be the main contact for my clients while I am away.
Please let me know what paperwork I need to complete for my leave request and if you need a letter from my doctor confirming my due date.
Thank you for your guidance through this process.
Sincerely,
Hannah Kim
Graphic Designer
h.kim@creativedesignstudio.com
555-876-5432
10. Executive Position Maternity Leave
Subject: Executive Maternity Leave Plan – Victoria Bennett
March 3, 2025
Mr. Richard Thompson
CEO
Global Innovations Corp
1000 Corporate Parkway
Dallas, TX 75201
Dear Richard,
This letter outlines my maternity leave plan as we discussed in our meeting last week. My due date is May 10, 2025, and I plan to begin my leave on May 1, 2025.
As the Chief Marketing Officer, I have developed a comprehensive leadership coverage plan for my 10-week absence, returning to the office on July 10, 2025. The following arrangements have been made:
• Marcus Johnson, VP of Brand Strategy, will serve as Acting CMO and attend all executive meetings
• Sarah Williams will oversee the Q2 campaign launches
• The quarterly marketing presentation to the board will be prepared in advance and delivered by Marcus
• My executive assistant will forward urgent matters to me, which I will address within 24 hours when possible
I plan to dial in for the monthly executive committee meeting even during leave, though I may not attend the full session. Additionally, I will be available for phone consultations on critical decisions if needed.
The marketing department’s strategic plan for Q2 and Q3 has been finalized and distributed to all team leaders, with clear KPIs and benchmarks established.
I am confident in my team’s ability to execute our marketing strategy during my absence while keeping our annual goals on track. I appreciate your support and the company’s family-friendly policies during this important time for my family.
Please let me know if you would like to discuss any aspects of this plan in more detail.
Kind regards,
Victoria Bennett
Chief Marketing Officer
v.bennett@globalinnovations.com
555-111-2222
11. Teacher’s End-of-Year Maternity Leave
Subject: Maternity Leave for End of School Year – Jennifer Morgan
February 25, 2025
Mrs. Elizabeth Grant
School Director
Lakeside Academy
123 Learning Lane
Denver, CO 80202
Dear Mrs. Grant,
I am writing to request maternity leave beginning April 18, 2025, three weeks before my due date of May 9, 2025. As this date falls near the end of our academic year, I would like to propose a plan that minimizes disruption to my students’ learning.
I am requesting to take the remainder of the school year as my maternity leave, which would be approximately eight weeks until the last day of school on June 12, 2025. According to my doctor, this timeline should provide sufficient initial recovery time after birth. I would then use the summer break to bond with my baby and return for the new school year on August 20, 2025, which would give me a total of 18 weeks with my newborn.
To ensure my 5th-grade students stay on track with their curriculum, I will:
• Prepare detailed lesson plans through the end of the year
• Complete and grade all major projects before my departure
• Record video lessons for complex math concepts scheduled for May
• Create study guides for final exams
I have spoken with Ms. Peterson, who has expressed interest in being my long-term substitute. She student-taught in my classroom last year and is familiar with my teaching style and many of the students.
I would be happy to meet with you to discuss this plan in more detail and make any necessary adjustments.
Thank you for your support and understanding.
Respectfully yours,
Jennifer Morgan
5th Grade Teacher
j.morgan@lakesideacademy.org
555-888-7777
12. Healthcare Worker Maternity Leave
Subject: Maternity Leave Request – Dr. Sarah Johnson
May 12, 2025
Dr. William Carter
Chief of Medicine
Metropolitan Medical Center
500 Hospital Drive
Minneapolis, MN 55403
Dear Dr. Carter,
I am writing to formally request maternity leave from my position as Lead Pediatrician at Metropolitan Medical Center. My due date is August 3, 2025, and I plan to begin my leave on July 27, 2025, one week prior to my due date.
Based on our hospital policy and my accumulated paid time off, I plan to take a 14-week leave, returning to practice on November 2, 2025. During this time, my patient load of approximately 400 children will need coverage.
I have already discussed this with the pediatric team, and we have developed the following coverage plan:
• Dr. Rodriguez will take my Tuesday and Thursday clinic slots
• Dr. Patel will cover my Monday and Wednesday patients
• Dr. Matthews will handle Friday appointments and any urgent care needs
My nurse practitioner, Julie Adams, will maintain continuity for my patients by working with all covering physicians. I will complete all outstanding patient charting before my departure and will ensure my patients’ families are notified of these temporary changes.
For the four families with medically complex children under my care, I have prepared detailed care summaries and will personally speak with the covering physicians about their specific needs.
I plan to check in remotely for our monthly department meetings and will be available for phone consultations on challenging cases if needed. Please let me know if this plan meets with your approval or if you would like to suggest any modifications.
Thank you for your support during this exciting time in my life.
Professionally yours,
Sarah Johnson, MD
Lead Pediatrician
s.johnson@metropolitanmed.org
555-222-3333
13. Retail Worker with Variable Schedule
Subject: Maternity Leave Request – Tiffany Brooks
April 4, 2025
Ms. Karen Martinez
Store Manager
Fashion Forward
789 Mall Circle
Miami, FL 33101
Dear Ms. Martinez,
I am writing to request maternity leave from my position as Assistant Sales Manager at Fashion Forward. My baby is due on June 10, 2025, and I would like to begin my leave on June 3, 2025, one week before my due date.
As we have discussed, my variable work schedule and part-time status make my leave situation somewhat unique. Based on my average of 25 hours per week over the past year, I understand I am eligible for 10 weeks of partially paid leave through our company’s short-term disability policy and the state’s family leave program.
I plan to take the full 10 weeks, which would place my return date around August 12, 2025. Upon my return, I would like to request a fixed schedule of Tuesday through Saturday, 10 am to 3 pm, for the first month to help me adjust to childcare arrangements. After that first month back, I hope to return to my regular rotating schedule.
Before my leave begins, I will complete the summer inventory preparation and staff schedule through July. I have already trained Jason on the closing procedures I usually handle, and he is comfortable taking over these responsibilities during my absence.
Please let me know what forms I need to complete for my leave and if my requested schedule upon return would be possible. I am happy to discuss any concerns or alternative arrangements.
Thank you for your understanding and flexibility.
Best regards,
Tiffany Brooks
Assistant Sales Manager
tiffany.b@fashionforward.com
555-789-4561
14. Maternity Leave with Training Requirement
Subject: Maternity Leave and Licensing Requirement – Amanda Patel
January 20, 2025
Mr. Gregory Simpson
Regional Manager
Financial Advisors Group
888 Investment Avenue
Charlotte, NC 28202
Dear Mr. Simpson,
I am writing to request maternity leave beginning March 15, 2025, which is three weeks before my expected due date of April 5, 2025. According to our company policy, I am eligible for 12 weeks of leave, with eight weeks partially paid through short-term disability.
My planned return date is June 7, 2025. However, I need to address an important professional requirement that coincides with my leave period. My Series 7 license renewal and required continuing education credits are due on May 1, 2025, during my maternity leave.
To maintain my licensing and ensure compliance, I propose the following solution:
• I will complete 75% of my continuing education requirements before beginning my leave
• I request permission to complete the remaining online courses during my leave at my own pace
• The company would need to cover the $350 renewal fee as usual, which I can submit electronically
All my client accounts will be temporarily managed by Kevin Rhodes, who has agreed to this arrangement. I will prepare transition documents for each client and send introduction emails before my departure. For my high-net-worth clients, I will schedule personal calls to explain my temporary absence.
Please confirm if this plan addresses both my maternity leave needs and our regulatory requirements. I am committed to maintaining my professional standing while taking this important time with my new baby.
Thank you for your support and consideration.
Respectfully,
Amanda Patel
Senior Financial Advisor
a.patel@financialadvisorsgroup.com
555-456-7890
15. Remote Worker Maternity Leave
Subject: Maternity Leave Request for Remote Position – Lauren Wilson
March 18, 2025
Mr. Jason Taylor
Head of Operations
Digital Solutions Worldwide
[Virtual Office]
Dear Mr. Taylor,
I am writing to formally request maternity leave from my position as Remote Senior Developer. My baby is due on May 30, 2025, and I would like to begin my leave on May 23, 2025, one week prior to my due date.
As a full-time remote employee based in Arizona, I understand that I am eligible for 12 weeks of FMLA leave, with six weeks partially covered by our company’s short-term disability plan. I plan to take the full 12 weeks, returning to work on August 15, 2025.
While working remotely has many advantages, I want to ensure a complete break during my leave to focus on recovery and bonding with my baby. Therefore, I plan to:
• Set up an auto-response on my email and Slack accounts
• Transfer my current projects to the development team as discussed in our last meeting
• Remove work applications from my personal devices during leave
• Turn in my company laptop to HR before my leave begins
Prior to my departure, I will complete documentation for the client portal project and conduct knowledge transfer sessions with Ryan and Melissa, who will cover my responsibilities. My portion of the code for the Henderson account will be complete and thoroughly commented for easy maintenance.
As a remote worker, I have already equipped my home office with all necessary tools, and will not need any adjustments upon my return. I would appreciate confirmation of my leave dates and any paperwork that needs to be completed virtually.
Thank you for your support during this exciting time.
Warm regards,
Lauren Wilson
Senior Developer
l.wilson@digitalsolutionsww.com
555-987-2345
Wrap-up: Letters for Maternity Leave
Writing a maternity leave request letter might seem straightforward, but it requires careful thought and planning. Each workplace has different policies, and each pregnancy brings its own unique circumstances. The sample letters above provide templates you can adapt to your specific situation.
When writing your own letter, be sure to check your company’s policies first, give plenty of notice, be clear about dates, outline your transition plan, and maintain a professional tone. Your letter creates the framework for a smooth departure and return, helping both you and your employer navigate this significant life change with minimal stress.
Remember that communication is key throughout this process. After submitting your formal request, stay in touch with your manager and HR department about any changes to your plan or needs that arise. This open dialogue will help ensure your maternity leave is a positive experience for everyone involved.