Maternity Leave Letter Examples

Maternity leave letter examples aren't too plentiful around the web but there are a few good example letters around. Those and the letter prompts below can help you craft your own leave letter when you need to, either for the birth or adoption of a baby.

It's what's inside your maternity leave letter that counts.

What exactly do most maternity leave letters look like? Most are similar, although you should make it a point to personalize your letter to both your own situation and company. That said, there are some basic components that a maternity letter should include. Also, it's good to note that 10 weeks before your planned leave is typically when you need to give your supervisor your letter, but you can do so sooner. Make sure you know your company’s policy about when you need to turn in your maternity letter. It could be different than the state or national timeframe.

Basic maternity letter format:

• In the top right hand corner, place the date, your name, home address, home phone number, and e-mail address. The contact information is not as important. In fact, many letters just include a name and date. However, it's smart to include your contact info in case your human resource department or another staff needs to contact you.

Everything from this point on should be written starting from the left side of the paper.

• Skip a few lines and address the letter to your supervisor or your human resource department. Some companies only require that you send a letter to your human resource department, but it’s respectful and a good idea to always send one to your immediate supervisor as well. Include the name, title, and work address of your supervisor.

Now you're at the actual bulk of your maternity letter. At this point, format is less important than the information you include. Here’s what needs to be included in the bulk of the letter:

• That you are pregnant. Even if your supervisor knows already, still include this fact so it’s legally written down.
• That you wish to take maternity leave.
• Length of maternity leave desired.
• Date that the start of maternity leave is planned for. Notice the "planned for" part. Anything can happen during your pregnancy. You need to note that while you plan to leave on one set date, the date may change due to unforeseen circumstances. Don’t make a big deal about this. Simply point it out.
• Date you'll be returning to work after the baby arrives.
• It's always nice to end by thanking your supervisor for taking the time to read your letter. Then end with a "Sincerely, Your Name."

One item of note. When you list the date you’ll be returning to work, it's important to be as flexible as you can. You don’t want to say "I’m returning on September 21" and then later change your mind. One way to get around this is to say “I anticipate returning to work in September 2008, however, it would be best if we could meet in late August to discuss my return in person. Can we set up a date for a meeting?" Just don't forget to actually set up a date. This is better than giving a concrete return date since it's tough to know how you’ll feel after your baby arrives. This leaves you wiggle room and you won’t look irresponsible.

Lastly, don't forget to make a couple of copies of your maternity leave letter. You'll want to be sure to have at least two copies safely saved away. Don’t save them together in case of fire or other letter destroying disaster.

If you’re looking for maternity leave letter examples, try the following resources:

• Leave of Absence Letter Sample
• The Office of Industrial Relations in New South Wales has a nice couple of example maternity leave letters that can work no matter where you live. Just be sure to know your state and national leave laws so you can fill that information in.
• Your Rights in the Workplace by Attorney Barbara Kate Repa.
• The Essential Guide to Federal Employment Laws by Lisa Guerin, senior legal editor, and Amy DelPo, attorney.
• Super handy business letter writing guide from The Writing Center, University of North Carolina at Chapel Hill.

There are some handy resources to have around when you write your maternity leave letter. These resources include:

• A copy of your employee handbook – one that lists the laws surrounding maternity and disability leave for your company. Also you should have any information about your company's maternity benefits and maternity disability insurance as they can both affect your leave decisions.
• The advice of your doctor. It's hard to write your maternity leave letter without advice from your care provider. He or she will know how much leave you need to take for your personal situation. Your company may require your doctor to fill out a medical certification form as well.
• Current national maternity / disability leave law information.
• Information about your state’s current disability / maternity leave law.
• A few good maternity leave letter examples.

The article How to Get Out on Maternity Leave Early may also be useful in case you do need to take leave early.

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