Maternity Leave Letter — Free Template to Request Leave
A maternity leave letter tells your employer when you plan to stop working, when you expect to return, and how you'd like to use paid time off or other benefits. Sending it well ahead of your due date gives your team time to plan coverage and gives you written confirmation of what's been agreed.
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October 15, 2026
[Your manager or HR contact]
[Company name]
Re: Request for maternity leave
Dear [Your manager or HR contact],
I am writing to formally request maternity leave beginning [First day of leave]. I plan to return to work on [Expected return date].
[Why you're requesting leave]
I am happy to complete any forms or provide any documentation needed to support this request. Please let me know if you approve, or if you would like to discuss the dates or arrangements. I appreciate your understanding and support.
Sincerely,
[Your full name]
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When to send your maternity leave letter
Many people tell their manager about a pregnancy in person first and follow up with a written leave request. If you're planning to use the federal Family and Medical Leave Act, it asks for 30 days' notice when leave is foreseeable, but sending your letter two to three months before your due date gives everyone more time.
Build in flexibility. Babies rarely arrive on schedule, so say you'll confirm the start date if things change, and that your return date may shift if there are medical complications.
Know what leave and pay may be available
Eligible employees can generally take up to 12 weeks of unpaid, job-protected leave under FMLA for the birth and care of a new child. Several states also have their own family leave laws or paid family leave programs that may provide partial pay, and some employers offer paid parental leave on top of that.
Ask HR which programs apply to you before you send the letter, so you can name them in your request. Recovery from childbirth may also qualify for short-term disability benefits if your employer offers them.
Plan your handover
A short plan for covering your work makes approval smoother and makes your return easier. Name who will cover key tasks if you know, and offer to write a handover document or train a colleague before you leave.
Say how, or whether, you'd like to be contacted during your leave. It's fine to ask to be contacted only for urgent questions, or not at all.
What to do, step by step
Read your company's leave policy
Check your employee handbook for the types of leave offered, how much notice is required, whether leave is paid, and which forms HR needs. Ask HR if anything is unclear.
Find out what protections may apply
Depending on your employer's size, how long you've worked there and where you live, federal or state family and medical leave laws may protect your job during certain kinds of leave. HR can tell you whether you're eligible.
Fill in your letter
Answer the questions above. Give clear dates, a brief reason, your plans for pay or paid time off, and how your work will be covered.
Give as much notice as you can
For planned leave, such as a birth or a sabbatical, many policies ask for 30 days' notice or more. For emergencies, send the letter as soon as you reasonably can.
Get the answer in writing
Send the letter to your manager and HR, keep a copy, and ask for written confirmation of your approved dates and pay arrangements before your leave starts.
What if your employer denies your leave request?
Ask for the reason in writing. Some leave, such as a sabbatical or extended personal leave, is entirely at your employer's discretion. Others may be protected: eligible employees can generally take up to 12 weeks of unpaid, job-protected leave a year under the federal Family and Medical Leave Act for their own serious health condition, a new child or caring for a seriously ill family member.
If your leave may be protected and your employer refuses, ask HR exactly which policy or rule they're relying on. Many states have their own family leave, paid leave or pregnancy-related protections that go further than federal law. Your state labor department can explain what applies to you.
If a full leave isn't possible, consider asking for a compromise: different dates, a shorter leave, a phased return or reduced hours. If you believe you were denied leave you're entitled to, or treated badly for asking, contact the US Department of Labor or a legal aid organization for help.
Example maternity leave letter
A filled-in sample with made-up details, so you can see the finished result.
Natalie Brooks
October 5, 2026
Karen Chen
Summit Health Partners
Re: Request for maternity leave
Dear Karen Chen,
I am writing to formally request maternity leave beginning January 18, 2027. I plan to return to work on April 12, 2027.
I am expecting my first child, with a due date of January 25, 2027. I would like to begin my leave one week before my due date and take 12 weeks in total. If my baby arrives early, I will let you know as soon as possible so we can adjust the start date.
I would like to use my accrued paid time off at the start of my leave and apply for state paid family leave benefits for the remaining weeks, if I am eligible. Please let me know which forms HR needs from me.
To keep things running smoothly while I am away, I plan to do the following:
Over the next two months I will document my recurring tasks and train Luis Ramirez on the monthly reporting process so he can cover it while I am away.
While I am on leave, I can be reached by email at natalie.brooks@email.com for urgent questions.
I am happy to complete any forms or provide any documentation needed to support this request. Please let me know if you approve, or if you would like to discuss the dates or arrangements. I appreciate your understanding and support.
Sincerely,
Natalie Brooks
Frequently asked questions
How much maternity leave can I take?
It depends on your employer and where you live. Eligible employees can generally take up to 12 weeks of job-protected leave under FMLA, some states provide more, and some employers offer extra paid leave. Check your handbook and ask HR.
Can my employer refuse maternity leave?
If you're eligible for FMLA or a state family leave law, your employer generally can't deny protected leave. Federal law also prohibits pregnancy discrimination. If you're not covered by those laws, leave may depend on company policy, so ask for the policy in writing.
Do I need to give a doctor's note with my maternity leave letter?
Your employer may ask for medical certification confirming your due date or recovery period, especially for FMLA or disability benefits. You can mention in your letter that you'll provide one, and ask HR which forms they need.
Can my partner use this letter for paternity leave?
Yes. Choose paternity leave or parental leave from the leave type options and adjust the reason. FMLA and many state family leave laws cover leave to bond with a new child for parents of any gender.
What should a leave of absence letter include?
Your name, the date, who it's addressed to, the type of leave, your first day of leave and expected return date, a brief reason, how you plan to handle pay or paid time off, how your work will be covered, and an offer to provide paperwork or discuss the arrangements.
Do I have to tell my employer why I need leave?
You usually need to give enough information for your employer to know what kind of leave you're requesting, especially if you want it to count as protected medical or family leave. You don't generally have to share a detailed diagnosis; a doctor's note confirming you need time off is often enough.
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