Maternity Leave Letter: Format, Sample & How to Write

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A maternity leave letter is a formal request written by an expectant mother or a new mother to her employer, informing them of her intention to take time off work due to pregnancy, childbirth, and/or caring for a newborn child. On this page, we will help you understand what a maternity letter means, how you can write it and what information you must add to yours.

As per the Maternity Leave Act of 1961, a pregnant woman can take a paid maternity leave of 12 weeks. Later, the leave duration increased up to 26 weeks after an amendment in 2017. In this blog, we will help you how to apply for maternity leave in English including some samples with the format, tips and examples to help you. This blog also includes some tips for a maternity leave extension letter.

Also Read: Leave Application for School From Parents

Write a Maternity Leave Letter in 5 Easy Steps

Here we have mentioned some tips for writing a Maternity Leave Letter in 2024. Keeping these points in mind at the time of applying for leave will improve the writing tone. Have a look at the points below:

  • Never use an informal tone in a maternity leave application.
  • Try to maintain the professional language.
  • Mention the leave days or weeks you are asking for.
  • Do not forget to mention the approximate date of rejoining the work.
  • Make sure to mention your colleague’s name who will take care of the work in your absence.

Apart from this, if you have spent the approved leaves but you want to write maternity leave extension leave. Make sure, you mention the reasons behind the extension of your leave.

Also Read: Letter to the Editor

Maternity Leave Letter Format

Below is a format for the maternity leave letter. Employees will have to include the same in their application for maternity leave.

  • Name and address of the sender- The first step to writing a maternity leave letter is to include the name and sender’s address. Here the employee can add her personal address and name
  • Date- The date you are sending the letter has to be included in the next line.
  • Name and address of the receiver- Next, you can add the official address of the organization as well as the name of the receiver.
  • Subject- Under the subject clearly specify the reason for sending the application. For example, in this case, you can write that you are applying for maternity leave.
  • Salutation-  Address the receiver as Sir/ Ma’am, as applicable
  • Body of the letter- Clearly explains the reason for the leave and how long you would need the maternity leave.
  • Thank the receiver- Finally, thank the receiver for reading this letter and end the letter with your signature and name.
Maternity Leave Letter Format

Maternity Leave Application Samples

Below we have mentioned some samples of Maternity Leave Application to help women who are going to be mothers soon. These maternity leave letter samples can be edited according to your situation and are ready to send to your organization/manager/senior.

Sample 1

Here is a maternity leave letter for a teacher applying for such leave in school:

Teacher’s Name
Teacher’s Address


Principal’s Name
Principal’s Address

Subject: Request for Early Maternity Leave Letter for __ weeks from _DD/MM/YY_ to _DD/MM/YY_

I am writing this letter to inform you about my pregnancy and I want to take the given___ weeks of maternity leave available to me by the company. My expected due date is___. I am planning to take leave from ___and return to the job by____.

I will let you know in case of any unforeseen circumstances with delivery and pregnancy that can cause a delay in the joining date. I have attached my doctor’s letter to confirm all the details. Please contact me in case of any information is required.

Thanking you,
Yours Sincerely
(Name of the Teacher).

Also Read: How to Write a Motivation Letter?

Sample 2

Here is a maternity leave letter sample for an administrative staff of a school:


Name of the School Admin
Address of School

Sub: Requesting maternity leave from ______ to ______.

Dear _____,

My name is _________, employee id ________, working in your company as a ________(your position) in ___________(name of the department).

I am writing this request letter to apply for maternity leave from ________ to _______. I am carrying ____month pregnancy(no of months) and my due date is on_______.

I have completed all my work. In case of emergency, I will be available at my mobile number.

Kindly grant my maternity leave request.

Thanking you
Yours sincerely,
(Staff Member’s Name)

Also Read: LOR samples for students

Sample 3

To: (email address)
From (email address)

Subject: Maternity Leave Application Required (State that you require maternity leave after delivery)

Dear _____,

I am ____, from ____(state the name of the project). I am pleased to inform you about my Maternity Application. I would like to take my Maternity leave from ____to ____. I request you to grant me my Maternity Leave _____(days the leave is required).

In my absence, ____ will take responsibility for my work. You can contact me at any point of time without hesitating.

Thanking You,
Yours Sincerely,
Employee name

Maternity Leave Act of 2017  

The Maternity Leave Act of 2017 (Amendment) increased the duration of maternity leave from 12 to 26 weeks. maternity leave can be applied for by the women 8 weeks before the estimated delivery date. Women who have more than two children can get leave for approximately 12 weeks. That is 6 weeks before the delivery date and 6 weeks after the delivery. The payment made during maternity leave is based on the average daily wage for the period of actual absence.

Source: Writing Practices


Q1. How do I write a letter to my employer about pregnancy?

Ans. An employee can write a maternity leave letter either by email or as a formal printed letter. The letter should clearly explain the weeks the employee will not be available. Also, the employee has to specify the joining date as well. One important thing is to attract medical documents as proof.

Q2. How do I ask for maternity leave at work?

Ans. Employees can ask for maternity leave at work by writing a maternity leave application. The employee also needs to research well about the company’s policies and leave work with team members before applying for the same.

Q3. When should we inform you about maternity leave?

Ans. Employees should inform about the maternity leave after their delivery as soon as possible.

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A maternity leave letter is a very important letter that female employees need to send to get maternity leave. The leave letter should contain the dates the employee will not be available, an attached medical proof, and the date of rejoining. Getting maternity leave is beneficial for the employee as it will be a paid leave. To learn about different applications like these, follow the school education page of Leverage Edu now!!

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