Maternity Leave Out of Office Message Sample

Key Takeaways

  • Purpose: Understand the importance of a clear and professional maternity leave out-of-office message.
  • Step-by-Step Guide: Learn how to craft an effective message, including essential components.
  • Template Provided: Use the customizable template for your own out-of-office message.
  • Timing: Best practices for when to set up your out-of-office message
  • Additional Tips: Extra advice to ensure seamless communication during your absence

Maternity leave is a significant period for every working mother, and setting up an out-of-office (OOO) message is a key step in this transition. A well-crafted message ensures that your colleagues and clients are informed of your absence and know what to expect in terms of communication. 

This article offers a step-by-step guide to writing an effective maternity leave out-of-office message, complete with a template and essential tips.

Understanding the Importance

Your maternity leave OOO message serves multiple purposes:

  1. Informing Contacts: It notifies anyone trying to reach you about your unavailability.
  2. Setting Expectations: Clearly outlines when you will return and how to handle urgent matters in your absence.
  3. Professional Courtesy: Maintains a professional image, showing foresight and organization.

Step-by-Step Guide to Writing Your Message

  1. Start with a Clear Subject Line: Something like “Maternity Leave Out of Office” is simple and effective.
  2. State the Duration of Your Leave: Clearly mention the start and end dates of your maternity leave.
  3. Provide an Alternative Contact: Include the name and contact information of a colleague who can assist in your absence.
  4. Set Expectations for Response Time: If you plan to check emails intermittently, mention this; otherwise, make it clear that you will not be available until your return.
  5. Keep it Professional Yet Personal: A friendly tone can be warm and welcoming, but remember to maintain professionalism.
  6. Review and Update as Needed: Ensure your message stays current, especially if your return date changes.

Template for Maternity Leave Out of Office Message

Subject: Maternity Leave Out of Office


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Thank you for your email. I am currently on maternity leave from [Start Date] and will be returning on [Return Date]. During this period, I will not be checking emails regularly.

For immediate assistance, please contact [Colleague’s Name] at [Colleague’s Email Address] or [Colleague’s Phone Number].

I appreciate your understanding and look forward to reconnecting with you upon my return.

Best regards,
[Your Name]

Timing Your Out-of-Office Message

  • Set Up Early: Ideally, activate your OOO message a day or two before you go on leave.
  • Update if Necessary: If there are any changes in your leave duration, remember to update your message.

Additional Tips

  • Inform Key Contacts in Advance: Let your most important clients and colleagues know about your leave ahead of time.
  • Keep It Short and Sweet: Long messages can be overwhelming; keep it concise and to the point.
  • Reflect Your Company’s Culture: Align your message with the tone and style of your organization.