Maternity Leave Email To Clients: How To Draft It Right!

Key Takeaways

  • Understand the purpose: A maternity leave email to clients informs them of your absence, the duration, and who to contact in your absence.
  • Keep it professional: Use a formal yet friendly tone.
  • Be clear about dates: Specify the start and end dates of your maternity leave.
  • Introduce the interim contact: Provide details of the person handling your responsibilities.
  • Offer reassurance: Assure clients that their needs will be taken care of.
  • Keep it brief: The email should be concise yet informative.
  • Use a template: Customize a template for consistency and ease.

Introduction

Writing a maternity leave email to clients can be a delicate task. It requires a balance of professionalism and personal touch. 





Recently, I helped a family member draft such an email. The experience taught me the importance of clear communication and empathy in maintaining client relationships during significant life events.

Step-by-Step Guide

Step 1: Start with a Warm Greeting

Begin your email with a friendly yet professional greeting. Addressing your clients by name adds a personal touch.

Step 2: State the Purpose of Your Email

Clearly mention that you are going on maternity leave. This sets the context right from the beginning.

Step 3: Specify the Dates

Be clear about when you will be leaving and when you plan to return. This helps clients plan around your absence.

Step 4: Introduce Your Interim Replacement


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Introduce the colleague who will be handling your responsibilities. Provide their contact details and a brief introduction to assure clients they are in capable hands.

Step 5: Offer Reassurance

Reassure your clients that their projects or needs will be managed effectively in your absence. This helps maintain trust and stability.

Step 6: Close with a Thank-You

Thank your clients for their understanding and support. A gracious closing reinforces a positive relationship.

Step 7: Proofread and Send

Finally, proofread your email for any errors and send it at an appropriate time, ideally a few weeks before your leave starts.

Template for Maternity Leave Email to Clients

Subject: Upcoming Maternity Leave Notice

Dear [Client’s Name],

I hope this message finds you well. I am writing to inform you that I will be going on maternity leave starting [Start Date] and plan to return around [End Date].

During this period, [Colleague’s Name] will be taking over my responsibilities. [Colleague’s Name] is highly capable and well-informed about our ongoing projects. You can reach them at [Colleague’s Email] or [Colleague’s Phone Number].

I want to assure you that your [specific projects or needs] are in good hands and there will be no disruption in our services. Please feel free to reach out to [Colleague’s Name] for any assistance you might need during my absence.

Thank you for your understanding and support. I look forward to reconnecting with you upon my return.

Best regards,
[Your Name]

Tips

  • Start drafting your email well in advance.
  • Customize the template to suit your style and relationship with the client.
  • Keep the tone warm and professional.
  • Be transparent about the dates and who will be the point of contact.
  • Thank your clients for their understanding.

Frequently Asked Questions (FAQs)

Q: When should I send a maternity leave email to my clients?

Answer: You should send a maternity leave email to your clients approximately 3-4 weeks before your planned leave begins. This timing allows for any necessary handovers and gives clients ample time to adjust to the change. 

If your work requires longer-term planning or involves detailed project management, consider informing clients even earlier to ensure a seamless transition.


Q: What should I include in a maternity leave email to clients?

Answer: A maternity leave email to clients should include the following information:

  1. The expected start date of your maternity leave and, if possible, your anticipated return date
  2. The name and contact details of the colleague or team who will be the interim point of contact
  3. An assurance of continuity of service and commitment to client satisfaction.
  4. Any specific instructions or changes in procedure that clients might need to follow.
  5. A personal note expressing your thanks for their understanding and looking forward to your return

Q: How can I reassure my clients that their needs will be taken care of in my absence?

Answer: Reassure your clients by providing detailed information about the colleague who will be taking over your responsibilities. Highlight their competencies, experience in the field, and familiarity with the clients’ projects. 

Additionally, assure your clients that you will conduct a thorough handover process and that your replacement is fully briefed on all ongoing work and expectations.


Q: Is it appropriate to share personal details about my maternity leave with clients?

Answer: It is appropriate to share that you are going on maternity leave, but keep personal details to a minimum. Clients should be informed about the reason for your absence as it pertains to your professional relationship, but avoid sharing intimate or extensive details of your personal life.


Q: Can I include my personal contact information in case of emergencies?

Answer: Generally, it is not recommended to include personal contact information in a maternity leave email to clients. Instead, provide the contact information of your alternate point of contact. 

This approach helps to set boundaries and ensures that you can fully focus on your new child during your leave. If there is a dire emergency, your internal team can be instructed on how to reach you if absolutely necessary.


Q: How do I handle clients who are unhappy about my leave?

Answer: If a client expresses concern about your leave, address their concerns directly and professionally. Reiterate the company’s commitment to their satisfaction and the measures taken to ensure uninterrupted service. 

Offer to arrange a meeting with your replacement prior to your leave to build confidence in the transition. Acknowledge their concerns and reassure them that their success remains a priority.


Q: Should I update my email autoresponder to reflect my maternity leave?

Answer: Yes, updating your email autoresponder is an essential step when going on maternity leave. The autoresponder should inform the sender that you are currently on leave, provide the expected timeframe for your absence, and direct them to the appropriate point of contact during your leave. This message helps manage expectations and provides immediate direction for clients reaching out via email.