Writing a Maternity Leave Email to Colleagues [Free Sample]

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One of a couple’s most thrilling life events is becoming parents. There is a lot of preparation that needs to be considered. Preparing for a baby may be really stressful, what with the nursery, doctor visits, and all the other preparations.

When a woman is nearing the end of her pregnancy and is eligible to take maternity leave, it is one of the best moments during this time. A period of time known as maternity leave often occurs in the weeks and months leading up to and following the birth of the child.

A woman often takes up to 6 weeks. However, the lady might be able to take more time if she has time left over from her vacation and personal days.

Troubled Pregnancy

If it is a troubled pregnancy, the lady may take additional time under the Family Medical Leave ActWhen a pregnancy is in danger and the mother must be put on bed rest, this type of arrangement may need to be considered.

Although an employee can inform their employer when they are intending to take a leave of absence, it is preferred to do so in writing, such as in an email requesting maternity leave.

Documentation can be helpful in demonstrating dates of absence and can serve as a form of defense if the employer becomes unhappy with the prolonged absence.

Have this information in writing if a doctor advises a woman to take time off earlier than anticipated.

Request that the doctor include some details in a letter to the employer. The laws governing this kind of leave are typically known by employers, thus it’s crucial to confirm that an employee is in compliance.

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Draft An email

Make careful to use a proper format when writing an email to the company. The utility of this email to safeguard or confirm dates or information in the future is unknown at this time. The start and end dates of the maternity leave should be made crystal clear in the email.

It must be stated if it is unclear when the employee can return to work. Employers prefer to be updated.

For fear of losing your work, don’t attempt to conceal potentially harmful facts. Pregnant women are protected by the law, and it is never a good idea to lie about something.

Women frequently experience anxiety or even little embarrassment while discussing these issues with their coworkers. For this reason, writing an employer-specific email is always a wise move.

Specifying dates

Be careful to provide the company with any other essential information after stating the dates. It’s really up to the individual writing the email how specific they want to be.

Nothing mandates that an employee bear their obligations to their boss; simply communicate with them to let them know when and if a return is anticipated.

Start the email like any other business email. Addressing the boss by name rather than using the traditional Mr. or Ms. is appropriate if the working relationship is informal.

Just tell them the dates, the reasons why if the time is extended or early, and leave the door open to discuss it further. Remember, it only has to get as personal as a person wants to make it.

There is no obligation to disclose intimate details of a pregnancy. Nor is it proper for an employer to ask questions that are too personal. Here is a sample maternity leave email.

early maternity leave email to colleagues sample

To: hary@email.com
Subject: Early Maternity Leave

Dear Harry,

As you are well aware, my pregnancy is about to end. I’m due on May 1st, 2022. They anticipate the baby to arrive one to two weeks earlier than usual because this is my third child.

My initial plan was to continue working until the day I gave birth, but as my tiredness level rises, it is getting harder for me to continue working. I ask that my maternity leave begin the week of April 14, 2022. 

For you to have enough time to prepare, I wanted to give you at least two weeks’ notice. Even though you were expecting it, it came a few weeks earlier than expected.

Here is my doctor’s report detailing my current pregnancy status and the likelihood of an early delivery according to the baby’s size.

I’d be happy to talk about this issue in more detail with you if you have any questions. I can be reached at 770-987-3490 on my cell phone during business hours or after hours.


Laura Sherbet