Maternity Leave Application and Letter Samples (12 Formats)

12 ready samples Copy, Word or print Checked 9 Oct 2026

A maternity leave application tells your employer when you plan to go on leave before and after childbirth, and for how long. This page has 12 letters and emails: for office, for teachers and hospital staff, a short simple letter, an early request, extension, adoption, and letters for rejoining after maternity leave.

Fill in your name, designation and workplace one time, and all 12 samples update with your details. Change the due date and leave dates to match your case before you copy, print or download.

Letter

Maternity Leave Application for Office

For an employee applying to HR for maternity leave a few weeks before the expected delivery date.

To
The HR Manager
Company Name
City
Date: Date
Subject: Application for maternity leave
Dear Sir/Madam,

I am writing to apply for maternity leave. My doctor has given my expected delivery date as expected delivery date, and I would like my leave to begin from start date.

I request leave of number of weeks weeks, till end date, as per the Maternity Benefit Act and the company's leave policy. The certificate from my gynaecologist is attached.

Before I go, I will hand over my ongoing work to Colleague's Name and prepare a note on pending tasks and client contacts. For urgent questions in the first few weeks, I can be reached on email, though my replies may be slow.

Please let me know if any form must be filled for the leave to be processed.

Thank you,
Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Enclosure: Medical certificate
Letter

Simple Maternity Leave Letter to Employer

A short maternity leave letter for a small office or shop where the manager already knows about the pregnancy.

To
Recipient Name
Designation
Company Name
City
Date: Date
Subject: Maternity leave from start date
Dear Recipient Name,

As discussed with you, I would like to go on maternity leave from start date to end date. My baby is due around expected delivery date.

I will finish the monthly accounts and train Colleague's Name on the billing work before my last day. I plan to rejoin on end date and will confirm the date two weeks before. If anything comes up while I am away, my family can pass on a message, and I will reply when I can.

Kindly approve my leave.

Thank you,
Yours sincerely,
Your Name
Designation
Letter

Maternity Leave Application for Teachers

For a school teacher applying to the principal, with a plan for classes, syllabus and exam papers.

To
The Principal
School Name
City
Date: Date
Subject: Application for maternity leave
Respected Sir/Madam,

I am Your Name, Designation for Classes Class. I am expecting my first child, and my due date is expected delivery date. I request maternity leave from start date to end date, as per the leave rules that apply to my post.

I have completed the syllabus planned for this term in my sections. The question papers for the coming unit test are ready and are with the exam coordinator. I have also shared my lesson plans and the list of students who need extra help with the substitute teacher.

The medical certificate is attached. I will inform you of my joining date in advance.

Thanking you,
Yours faithfully,
Your Name
Designation
Phone: Phone
Enclosure: Medical certificate

Maternity Leave Letter Format

A maternity leave letter format has eight parts, set out from the top of the page to the bottom as shown.

PartWhat to write
To"To", then The HR Manager, your manager or The Principal, with the company or school name and city.
DateThe date you send the letter.
SubjectA short line such as "Application for maternity leave".
Salutation"Dear Sir/Madam" for office, "Respected Sir/Madam" for a principal.
BodyYour expected delivery date, the start and end dates of leave, a line on the rules ("as per the Maternity Benefit Act and company policy"), and your handover plan.
Closing"Yours faithfully" after "Sir/Madam", "Yours sincerely" after the reader's name.
SignatureName, designation, department and employee ID.
EnclosureMedical certificate from your doctor.

For other kinds of leave, see the leave application for office page. For the letter on your first day back, the joining letter page has more formats.

Email

Maternity Leave Application for Office by Email

For an employee in a company where leave requests go by email to the manager, with HR in copy.

To: Recipient Email
Cc: hr@Company Name.com
Subject: Maternity leave request, start date to end date
Dear Recipient Name,

I would like to formally request maternity leave from start date to end date. My expected delivery date is expected delivery date.

I have applied for the leave on the HR portal as well and attached my doctor's certificate there. Over the next two weeks I will close the open tickets on my list and walk Colleague's Name through the reports I handle every week. I have also added an out of office reply with their contact details.

My last working day before the leave will be Last Working Day. After that, my personal number Phone can be used only for urgent matters.

Thank you for your support.

Regards,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Maternity Leave Request Letter (Early Notice)

For an employee informing the company about the pregnancy months in advance and asking about leave rules.

To
The HR Manager
Company Name
City
Date: Date
Subject: Advance notice of maternity leave
Dear Sir/Madam,

I am happy to share that I am pregnant, and my expected delivery date is expected delivery date. I am writing early so that the team has time to plan for my absence.

I plan to start maternity leave around start date. Before I apply formally, I would like to understand the leave I am entitled to under the Maternity Benefit Act and the company policy, the documents needed, and how my salary and medical insurance will work during the leave.

Until then, I will continue working as usual. If my doctor asks me to change my plans, I will inform you at once.

Please let me know a convenient time to discuss this.

Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Letter

Application for Maternity Leave from an Earlier Date

For an employee whose doctor has advised bed rest before the planned start of leave.

To
Recipient Name
Designation
Company Name
City
Date: Date
Subject: Request to start maternity leave early
Dear Recipient Name,

My maternity leave was approved from start date. At my check-up yesterday, the doctor found my blood pressure high and has advised complete bed rest from today until delivery.

I therefore request that my leave begin from today, Date, instead. Please adjust the extra days as the company policy allows. The doctor's advice note is attached. I can send the hospital reports too if HR needs them.

I am sorry for the short notice. I have shared my files and work notes with Colleague's Name and will answer any questions over the phone this week.

Thank you,
Yours sincerely,
Your Name
Designation, Department
Employee ID: Employee ID
Enclosure: Doctor's advice note
Letter

Maternity Leave Letter for Nurse or Hospital Staff

For a nurse or other hospital employee writing to the nursing superintendent so the shift roster can be planned.

To
The Nursing Superintendent
Organisation Name
City
Date: Date
Subject: Maternity leave application, Department
Respected Sir/Madam,

I am working as Designation in the Department ward. My expected date of delivery is expected delivery date, and I request maternity leave from start date to end date as per the leave rules that apply to my post.

My night duties for this month have already been exchanged with a colleague. I request that the roster from start date be prepared without my name, so that the ward is not short of staff. The ward sister has been informed and has agreed to this plan.

The certificate from my obstetrician is attached. I will report to your office before rejoining.

Thanking you,
Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Enclosure: Medical certificate
Letter

Application to Extend Maternity Leave

For a mother whose baby needs extra care, asking to add earned leave or unpaid leave after maternity leave ends.

To
The HR Manager
Company Name
City
Date: Date
Subject: Request to extend maternity leave till end date
Dear Sir/Madam,

My maternity leave ends on current end date. My baby was born early and is still under the paediatrician's care, with check-ups every week.

I request an extension of number of days days, till end date. Please adjust these days against my earned leave first. If my balance is not enough, I request leave without pay for the remaining days, as per company policy. I understand this may affect the team, so I have asked Colleague's Name to continue looking after my accounts till I return. I am also happy to join a short call each week to answer questions.

The paediatrician's letter is attached. I will confirm my joining date a week in advance.

Thank you,
Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Enclosure: Paediatrician's letter
Letter

Maternity Leave Application for Adoption

For an employee who is adopting a baby and needs leave from the day the child comes home. Under the Maternity Benefit Act this leave applies when the child is below three months of age; otherwise it depends on company policy.

To
The HR Manager
Company Name
City
Date: Date
Subject: Maternity leave for adoption
Dear Sir/Madam,

My husband and I are adopting a baby girl, and the adoption agency has fixed start date as the date she will be handed over to us. The legal formalities are complete, and the agency has asked us to give her full-time care for the first months.

I request maternity leave from start date to end date, as allowed for adopting mothers under the Maternity Benefit Act and the company policy. A copy of the adoption order is attached.

I will brief Colleague's Name on my current work before I leave and will share my rejoining date in advance.

Thank you,
Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Enclosure: Copy of adoption order
Letter

Rejoining Letter After Maternity Leave

For an employee informing HR that she has completed her maternity leave and is rejoining.

To
The HR Manager
Company Name
City
Date: Date
Subject: Rejoining duty after maternity leave
Dear Sir/Madam,

I was on maternity leave from start date to end date. I have rejoined duty today, Date, and have reported to my manager, Manager Name, in the Department team.

My fitness certificate from the doctor is attached. Please update my attendance and payroll records from today. I have collected my laptop and access card, and I will be up to date with the team's current projects within this week.

I would also like to know whether the company has a creche or nursing room, and the rules for using it. Thank you for the support during my leave.

Yours faithfully,
Your Name
Designation, Department
Employee ID: Employee ID
Enclosure: Fitness certificate
Letter

Joining Letter After Maternity Leave (Teacher)

For a teacher giving her joining report to the principal on the first day back.

To
The Principal
School Name
City
Date: Date
Subject: Joining report after maternity leave
Respected Sir/Madam,

With reference to the maternity leave sanctioned to me from start date to end date, I report for duty today, Date, in the forenoon.

I have collected the updated timetable from the office and met the substitute teacher to understand how far each class has reached in the syllabus. I will take up my classes from the first period tomorrow and plan extra revision for topics that need it before the next test.

Kindly accept my joining report. My fitness certificate is attached.

Thanking you,
Yours faithfully,
Your Name
Designation
Enclosure: Fitness certificate
Email

Request for Work from Home After Maternity Leave

For an employee whose role can be done remotely, asking for a few months of work from home after the leave.

To: Recipient Email
Cc: hr@Company Name.com
Subject: Work from home request after maternity leave
Dear Recipient Name,

My maternity leave ends on end date. As my baby is still very young, I would like to request work from home for number of weeks weeks after I rejoin, if the company policy allows it.

Most of my work, such as reports, client emails and reviews, can be done from home. I can come to the office for important meetings with a day's notice, and I will be online during regular hours.

I am happy to discuss a trial period or a mix of office and home days if that suits the team better.

Regards,
Your Name
Designation, Department
Phone

How to Write a Maternity Leave Letter

  1. Check the policy first. The length of leave, the notice you must give and the pay during leave depend on the Maternity Benefit Act and your company policy. Ask HR before you write.
  2. Give the key dates. Write your expected delivery date, the first day of leave and the planned date of return.
  3. Attach a certificate. Most employers ask for a certificate from a registered doctor showing the expected date of delivery.
  4. Show a handover plan. Name who will take over your work and what you will finish before you go.
  5. Keep it short and calm. You do not need to share health details beyond what is needed.

Send the letter well before your planned last day, and keep a copy of the approval. If you decide not to return, see the resignation letter page.

Tips for Writing a Maternity Leave Application

  • Share the news with your manager by phone or face to face before the written application reaches HR.
  • Apply early. Many companies ask for the request several weeks before the leave starts, so check the policy.
  • Write the leave length only as per the Maternity Benefit Act and your company policy. Ask HR if you are not sure of the number of weeks.
  • Keep your medical certificate, approval letter and joining letter together. They may be needed for salary or insurance claims.
  • Make a simple handover note with pending work, contacts and where shared files are kept.
  • If your plans change because of health, inform HR in writing as soon as you can.
  • On return, give a short joining or rejoining letter so that your attendance and pay restart from the right date.

Questions people ask

How do I write a maternity leave application?

Address it to HR, your manager or the principal. Give your expected delivery date, the start and end dates of leave, and say the leave is requested as per the Maternity Benefit Act and company policy. Add a handover plan and attach a medical certificate.

How many weeks of maternity leave can I take?

It depends on the Maternity Benefit Act and your company policy. The number of children, adoption and the type of employer can change what applies to you. Ask your HR team for the exact number before you apply.

When should I submit a maternity leave letter?

Submit it a few weeks before you plan to start the leave, or earlier if your company policy asks for more notice. If a doctor advises early rest, send a fresh letter at once.

Can I extend my maternity leave?

You can ask for an extension using earned leave, other paid leave or leave without pay. Whether it is approved depends on your company policy. Send a written request with a doctor's letter before your current leave ends.

Do I need to write a letter when I rejoin after maternity leave?

Yes, most offices and schools ask for a joining or rejoining letter. It confirms the date you are back so that attendance and salary records are updated. Attach a fitness certificate if your employer asks for one.

Every letter on this page is written and checked by our team. Spotted a mistake? Tell us. How we write.

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