12 Maternity Leave Letter of Intent Templates

It is essential for employees to officially seek permission and inform their employer whenever they intend to be away from work for any reason, for example, to give birth or take care of a newborn. This is done by asking for maternity leave through a letter of intent. A leave application is a formal letter to the employer, letting them know when an employee intends to be away from work to take care of their new baby. It also discusses how long the employee plans to be away and provides additional details, such as their plans or proposals on how to cope with their absence.

This article discusses how to write a maternity leave and its importance. This article will also provide downloadable and customizable templates to ease the writing process.

Here are maternity leave letter templates for you:

Statistical Insights: The length of parental leave typically varies by region. For example, in the U.S., the 1993 Family and Medical Leave Act stipulates that both parents (mother and father) are entitled to 12 weeks of unpaid parental leave with a guarantee of retaining their job after the time off. However, in some states in the U.S., parents can be entitled to paid maternity leave. Additionally, to qualify for this leave, you must have worked at the organization for at least a year, and the company must have at least 50 employees.  

Importance of Sending a Maternity Leave Letter of Intent

A leave application is used to request time off from official duties. Maternal leave is requested to care for a new baby, whether born or adopted. This way, the employee’s duties can be delegated among other colleagues so that no crucial functions are stalled or deadlines missed. Employees can recommend a colleague who can assume their duties during their time off. 

Note: The request for maternity leave should be made well in advance, giving the employer sufficient notice to prepare accordingly. State laws can influence the notice period. Your organization’s policies, the type of leave, and FMLA rules can all influence the notice period. FMLA regulations state that employees must give at least 30 days’ notice.

It is important that you write the leave application correctly. This is because it is vital to effectively convey your message while remaining professional. The application should include specific details of your request and situation.

However, the following is essential information to include in your letter and has been provided below:

Include information about yourself and your employer  

The first component is your personal information and that of your employer. Provide your name and address in the letter’s top left corner, then include your employee number and department. Underneath your personal details, provide the current date. Afterward, write the employer’s details, including the recipient’s name and the organization’s address. 

Use professional greetings  

Next, you should address the recipient formally. Note that you can send the letter to your direct supervisor, HR manager, or whoever is responsible for such matters in your workplace.

Formal greetings can be formatted as follows:

 “Dear Mr./Mrs./Ms. [last name],”

Explain the purpose of writing   

The letter should explicitly state your intention. Therefore, your first paragraph should state that you intend to take leave to care for your new baby. Specify that you are requesting maternity leave so that the appropriate guidelines are observed.

Mention specific dates  

It is highly critical to indicate how long you will be away from work. You can do so by providing the specific dates when your leave will begin and end. You should schedule your last working day a week or two before your leave begins. When planning for your absence, providing an exact date of your return is an effective way of reducing uncertainty. 

Include a plan for your absence  

Even though you will be absent from your work, you must be responsible for ensuring that your duties are properly distributed among other colleagues. You can include a proposal on how you intend to assign your duties. Also, you can indicate that you are willing to assist with the transition so that your replacement can easily handle responsibilities in your absence. If this is the case, you should name the colleague you intend to nominate to assume your duties.

You can also suggest working from home for certain tasks or adopting a part-time schedule as you transition back to work. Additionally, you can indicate any short- and long-term projects you want your replacement to prioritize and which teammates are better suited to handle these projects. Your plan can also mention ongoing projects along with a timeline for completion. 

Address communication boundaries  

Your maternity leave should explicitly state the level of communication you are willing to accommodate during your time off. You should clarify whether you will be comfortable receiving emails or calls. If you are willing to receive either, state when you will check your emails or be available for phone calls. Basically, the communication boundaries are solely up to you, and you are at liberty to determine how often you can be contacted.

Include a request about a change of schedule

New parents usually want to adjust their work schedule when they return to work. So, you can mention in the letter how you wish your schedule to be adjusted. You can request different options, such as working fewer hours or working from home. However, if you are unsure how you wish to adjust your schedule, you can discuss it with your employer after your return to work.

Express your gratitude and enthusiasm for return to work  

Next, express your appreciation to your employer for granting you time off to give birth and look after your newborn. This is done as a professional and courteous gesture. Also, express your eagerness to return to work. This reassures your employer that you are committed to the company.

Include your signature  

Lastly, you should place your signatures at the end of the letter if you send it by email. You should type your official signature exactly as it appears on the company’s records. If the letter is being sent via email, simply type your name at the bottom.

You should aim to write a professional and effective letter when notifying your employer of your maternity leave. To do so, there are certain things you should take into consideration:

Review leave policies

You should review your employer’s leave guidelines before requesting time off. Make sure to review all guidelines regarding the procedure and the notice period, for instance. This ensures that you comply with any specific company and departmental guidelines. Additionally, your company policies will also provide insights into whether the leave would be paid or unpaid and the maximum number of days you can request off. 

Demonstrate your reliability

Employers are more understanding of reliable employees. You should demonstrate your reliability even if you are away from your workplace. You can do so by offering your assistance before and during your leave period. You can express your gratitude that, despite the difficulties due to your absence, your employer has shown an understanding of your circumstances. 

Use proper formatting 

The request for maternity leave is a formal document and should be formatted accordingly. Use proper fonts, such as Times New Roman or Calibri, in an appropriate font size. Be sure that the layout follows the formal business letter format. 

Be professional, clear, and accurate

Even though a maternity leave request is about a personal issue, it is important to remain professional and formal in your correspondence. The document is part of the official record and should be written appropriately. Use formal language to address the matter with clarity and mention the dates and other information accurately. 

Follow up after sending the letter

While you should initiate the request for maternity leave through email or mail, you should follow up the letter with an in-person conversation with the supervisor. This conversation should be focused on your plans to return to work.

Be polite

Your employer will typically have to approve your maternity leave. However, this does not allow you to be demanding and impolite. You want to maintain cordial relations with your employers and ensure that your return to work is without any problems.

Use a template

Templates are easy and effective tools for crafting professional letters requesting maternity leave. This is because they contain all the fundamental sections that must be included in the letter. This eases the writing process, thus saving you the time and effort required when writing the letter.