Maternity Leave Application: 15+ Samples

Maternity Leave Application: 15+ Samples

Maternity leave applications are essential for expecting mothers to officially request time off from work during their pregnancy and after childbirth. Navigating the process of applying for maternity leave can feel overwhelming, but understanding how to write a clear and practical maternity leave application can make it smoother.

This blog provides a detailed guide on drafting a maternity leave letter, what to include, and tips for ensuring your application is approved without hassle.

Are you looking for the perfect leave format? Discover 10+ Must-Have Leave Application Formats for Office! From personal days to extended leave, find templates for every need.

How to Write Maternity Leave Application (Step-by-Step)

Writing a maternity leave application requires careful planning and professional communication:

1. Clear subject line: "Maternity Leave Application" or "Maternity Leave Request"
2. State expected dates: Mention tentative delivery date and leave duration
3. Explain entitlement: Reference company policy or legal requirements
4. Work transition plan: Mention handover arrangements and coverage
5. Contact information: Provide emergency contact during leave
6. Medical documentation: Attach doctor's certificate if required
7. Professional closing: Thank for understanding and support

Quick format: Subject + Expected dates + Policy reference + Transition plan + Contact + Documentation + Thank you

Need time off to support your partner? Check out our guide on Paternity Leave Application for tips on writing a supportive and professional leave request.

Top 5 Most Used Maternity Leave Applications

1. Standard Maternity Leave Application (Email - Office/School)

Subject: Maternity Leave Application

Dear [HR Manager/Principal/Supervisor's Name],

I am writing to formally request maternity leave as I am expecting my baby in [Month Year]. Based on my doctor's advice, I would like to commence my maternity leave from [Start Date] and plan to return on [Tentative Return Date].

As per [company/school] policy, I am entitled to [X weeks/months] of maternity leave. I have attached the medical certificate confirming my pregnancy and expected delivery date.

I will ensure a smooth transition by completing all pending [projects/lesson plans] and providing detailed handover notes to [Colleague's/Substitute Teacher's Name] who will cover my responsibilities during my absence.

Please let me know if any additional documentation is required. I am committed to ensuring minimal disruption to our [team's/students'] operations.

Thank you for your support during this important time.

Best regards,[Your Name]

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2. Early Maternity Leave Request (Formal Letter)

[Date]

To:

[HR Manager's Name][Company Name]

Subject: Request for Early Maternity Leave

Dear [HR Manager's Name],

I am [Your Name], [Position] in [Department]. I am writing to request early commencement of my maternity leave due to medical complications in my pregnancy.

Originally planned leave start date: [Original Date]

Revised leave start date: [New Date]

Expected return date: [Return Date]

My doctor has advised immediate rest due to [medical condition]. I have attached the medical certificate and doctor's recommendation for early leave.

I have briefed [Colleague's Name] on all ongoing projects and prepared comprehensive handover documents. All client communications have been updated accordingly.

I apologize for the change in timeline and appreciate your understanding of this medical necessity.

Sincerely,[Your Signature]

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3. WhatsApp Maternity Leave Notification (Generic)

WhatsApp Format:

"Hi [Manager/Principal's Name] 👋

Hope you're well! I wanted to share some exciting news - I'm expecting a baby! 👶

Need to discuss my maternity leave plan: 📅 Expected delivery: [Month Year] 📅 Proposed leave start: [Date] 📅 Tentative return: [Date]

✅ Will prepare detailed handover/lesson plans ✅ Medical certificate available ✅ Happy to discuss transition plan

Can we schedule a meeting this week to discuss the details? Thanks for your support! 🙏"

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4. Teacher Maternity Leave Application to Principal (Formal Letter)

[Date]

To:

The Principal [School Name]

Subject: Maternity Leave Application

Respected Sir/Madam,

I am [Your Name], a [Subject] teacher for [Grade/Class] at your esteemed institution. I am writing to formally request maternity leave as I am expecting my first child.

Leave Details:

• Expected delivery date: [Date]
• Proposed leave commencement: [Date]
• Expected return date: [Date]
• Total leave duration: [X months] as per education department guidelines

I have prepared comprehensive lesson plans for the entire academic period of my absence. I am also coordinating with [Subject Coordinator/Department Head] to ensure seamless curriculum continuity.

Arrangements Made:

• Complete syllabus planning documented
• Assessment schedules prepared in advance
• Student progress reports updated
• Parent communication protocols established
• Substitute teacher briefing materials ready

I am committed to ensuring zero disruption to my students' academic progress. Medical documentation and fitness certificates are attached as required.

I request your kind approval for this maternity leave and assure you of my dedication to the school upon my return.

Respectfully yours,

[Your Signature] [Your Name]

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5. SMS Maternity Leave Notification (Generic)

SMS Format:

"Dear [Manager/Principal's Name], I'm pregnant and expecting in [Month]. Need to discuss maternity leave from [Start Date]. Will send formal application via email. Can we schedule a meeting? Medical certificate available. Thanks - [Your Name]"

Character Count: 159

6. Phone Call Script for Maternity Leave Discussion (Generic)

Phone Call Script:

Opening: "Hello [Manager/Principal's Name], I hope you're having a good day. Do you have a few minutes to discuss something important?"

Announcement: "I have some wonderful news to share - I'm expecting a baby, and I wanted to discuss my maternity leave plans with you."

Details: "My expected delivery date is [Month Year], so I'm planning to start my maternity leave around [Date]. According to [company/school] policy, I'm entitled to [X weeks] of leave."

Transition: "I want to ensure a smooth transition. I'm happy to prepare detailed [handover notes/lesson plans] and [train colleagues/coordinate with substitute teachers] to cover my responsibilities."

Documentation: "I have my doctor's certificate confirming the pregnancy and expected date. Should I submit the formal application to [HR/the school office] or directly to you?"

Closing: "I'm committed to making this transition as seamless as possible for [our team/the students]. When would be a good time to sit down and discuss the details in person?"

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7. Teacher Maternity Leave with Substitute Arrangement (Email)

Subject: Maternity Leave Application with Substitute Teaching Plan

Dear [Principal's Name],

I am writing to request maternity leave and present my comprehensive substitute teaching arrangement plan.

Personal Details:

• Teacher: [Your Name]
• Subject/Grade: [Subject] for [Grade/Class]
• Expected delivery: [Month Year]
• Leave period: [Start Date] to [Return Date]

Academic Continuity Plan:

• Curriculum Planning: Complete lesson plans prepared for [X] months
• Assessment Schedule: All tests, assignments, and grading rubrics ready
• Substitute Coordination: [Substitute Teacher's Name] briefed and trained
• Student Records: All progress reports and attendance updated
• Parent Communication: Contact protocols established for substitute

Handover Documentation:

• Individual student learning profiles
• Classroom management strategies
• Daily routine and procedures
• Emergency contact information
• School policy compliance guidelines

I am committed to ensuring my students receive uninterrupted, quality education during my absence. All materials will be ready two weeks before my leave commencement.

Thank you for supporting teacher-mothers in our school community.

Warm regards, [Your Name]

Complete Maternity Leave Application Samples

8. Extended Maternity Leave Request (Email)

Subject: Request for Extended Maternity Leave

Dear [HR Manager's Name],

I am currently on maternity leave and writing to request an extension of my leave period. Due to unexpected complications during delivery, my doctor has advised additional recovery time.

Original return date: [Date]

Requested extended return date: [New Date]

Additional leave duration: [X weeks]

I have attached the updated medical certificate and doctor's recommendation. I understand this may be unpaid leave as per company policy.

[Colleague's Name] has been managing my responsibilities excellently. I will coordinate with them regarding the extended timeline and ensure continued smooth operations.

Thank you for your understanding and flexibility during this challenging time.

Best regards, [Your Name]

9 . Maternity Leave with Gradual Return Plan (Formal Letter)

[Date]

To:

[Manager's Name] [Department] [Company Name]

Subject: Maternity Leave Application with Phased Return Proposal

Dear [Manager's Name],

I am requesting maternity leave from [Start Date] with a proposed gradual return to work schedule.

Leave Plan:

• Full maternity leave: [Start Date] to [Date]
• Part-time return (20 hours/week): [Date] to [Date]
• Full-time resumption: [Date]

This phased approach will help maintain work-life balance while ensuring business continuity. I'm willing to adjust the schedule based on team requirements.

Medical documentation and project handover plan are attached. I look forward to discussing this arrangement.

Respectfully, [Your Name]

10. Email for Return from Maternity Leave

Subject: Return from Maternity Leave Confirmation

Dear [HR Manager/Manager's Name],

I am writing to confirm my return from maternity leave on [Date] as originally planned. I am excited to rejoin the team and resume my responsibilities.

During my leave, I have stayed updated with major developments through [Colleague's Name]. I would appreciate a brief catch-up meeting to discuss any changes and priorities.

Please let me know if any formalities need completion before my return. I am eager to contribute to our team's continued success.

Thank you for the wonderful support during my maternity leave.

Best regards, [Your Name]

11. WhatsApp for Delivery Announcement and Leave Update (Generic)

WhatsApp Format:

"Hi [Manager/Principal's Name]! 🎉

Wonderful news - our baby arrived safely yesterday! 👶💕

Leave update: 📅 Baby born: [Date]

📅 Official leave start: [Date]

📅 Expected return: [Date]

📋 All [handover/lesson plans] completed ✅ [Colleague's/Substitute teacher's] Name managing [projects/classes]

Thank you for all the support! Will keep you updated. Take care! 🙏"

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12. Formal Letter for Pregnancy-Related Medical Leave

[Date]

To:

[HR Department] [Company Name]

Subject: Medical Leave Application - Pregnancy Related

Dear HR Team,

I am [Your Name], [Employee ID], working in [Department]. I need to request immediate medical leave due to pregnancy-related complications.

Medical Details:

• Condition: [Brief medical condition]
• Doctor's advice: Immediate bedrest
• Expected duration: [X weeks]
• Regular monitoring required

I have informed my direct supervisor and arranged for [Colleague's Name] to handle urgent matters. Medical certificate and doctor's recommendations are attached.

I will provide weekly updates on my condition and expected return timeline.

Thank you for your understanding.

Sincerely,

[Your Signature] [Your Name]

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13. Email for Second Pregnancy Leave Application

Subject: Maternity Leave Application - Second Child

Dear [HR Manager's Name],

I am delighted to inform you that I am expecting my second child. I would like to apply for maternity leave starting [Date].

Leave Details:

• Expected delivery: [Month Year]
• Proposed leave start: [Date]
• Expected return: [Date]
• Previous maternity leave: [Year] (for reference)

Having experienced our company's supportive maternity policies previously, I am confident in planning another smooth transition. My experience will help in efficient knowledge transfer.

[Colleague's Name] has expressed willingness to cover my role, and I will provide comprehensive training and documentation.

Thank you for continued support of working mothers.

Best regards, [Your Name]

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14. WhatsApp for Flexible Work Request During Pregnancy

WhatsApp Format:

"Hi [Manager's Name] 👋

Hope you're well! As my pregnancy progresses (currently [X] months), morning sickness is affecting my commute schedule. 🤰

Could we discuss flexible arrangements? 🏠 Work from home 2-3 days/week? ⏰ Flexible start times? 📅 Reduced meeting schedule?

Still fully committed to deliverables! Just need some schedule flexibility until delivery. Happy to discuss what works best for the team! 🙏"

15. Phone Call Script for Maternity Leave Extension

Phone Call Script:

Opening: "Hi [Manager's Name], I hope you're doing well. I'm calling regarding my maternity leave status."

Situation: "I'm currently on maternity leave and unfortunately need to request an extension. There have been some unexpected complications that require additional recovery time."

Details: "My doctor has recommended extending my leave by [X weeks]. My original return date was [Date], but now I'm looking at [New Date]."

Documentation: "I have the updated medical certificate and can email it to you right after this call."

Transition: "I've been in touch with [Colleague's Name] who's been covering my responsibilities. They're doing an excellent job and are comfortable continuing for the extended period."

Flexibility: "I understand this might impact planning. I'm happy to provide remote consultation for any critical matters if needed and if my health permits."

Closing: "I really appreciate the company's understanding. Should I follow up with HR directly, or would you prefer to handle the extension paperwork?"

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Email Subject Line Options for Maternity Leave Applications

1. Standard Professional Format

"Maternity Leave Application - [Your Name]"

2. Date-Specific Format

"Maternity Leave Request: [Start Date] to [Return Date]"

3. Formal Request Format

"Request for Maternity Leave - [Expected Delivery Month]"

4. Department-Specific Format

"Maternity Leave Application - [Department] - [Your Name]"

5. Timeline-Focused Format

"Maternity Leave Planning Discussion - [Your Name]"

6. Policy Reference Format

"Maternity Leave Application as per Company Policy"

7. Urgent/Time-Sensitive Format

"Important: Maternity Leave Request - [Your Name]"

💡 Pro Tip: Choose the format that best matches your company's communication style and urgency level.

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FAQs on Maternity Leave applications

1. When shall I start my maternity leave?

Start maternity leave 2-4 weeks before due date typically. Some women work until delivery, others stop earlier due to complications. Consult your doctor for personalized timing based on health and pregnancy progress.

Timing guidance: 2-4 weeks before due date, adjusted for health and doctor's advice.

2. How many weeks before giving birth should you go on maternity leave?

Most women start maternity leave 2-6 weeks before giving birth. High-risk pregnancies may require earlier leave. Physical job demands also influence timing. Discuss optimal timing with healthcare provider.

Standard range: 2-6 weeks before delivery, varies by individual circumstances and job requirements.

3. How do I tell my boss I need maternity leave?

Schedule private meeting with supervisor. Announce pregnancy positively. Discuss tentative leave dates and duration—present the transition plan for responsibilities. Follow up with a formal written application.

Communication steps: Private meeting, positive announcement, discuss dates, present transition plan, submit formal application.

4. How much does Centrelink pay you for maternity leave?

Centrelink Parental Leave Pay provides 18 weeks at the minimum wage rate (approximately $760 per week in 2024). Dad and Partner Pay offers 2 weeks—rates are updated annually by the government.

Australia payment: 18 weeks at the minimum wage rate, approximately $760 per week (2024 rates).

5. How early do you have to apply for maternity leave?

Apply 8-12 weeks prior to the the expected delivery date. Some employers require a minimum of 30 days' notice. Early application helps with workforce planning and ensures smooth transition arrangements.

Application timing: 8-12 weeks before delivery, with a minimum of 30 days' notice typically required.

6. Can you go on sick straight after maternity leave?

Yes, if medically necessary. Postnatal complications, mental health issues, or recovery problems qualify for sick leave. Doctor's certificate required. Employers cannot discriminate against new mothers.

Medical continuation: Yes, with a doctor's certificate, postnatal complications qualify for additional sick leave.

7. When to tell work you're pregnant?

Inform the the employer after the the first trimester (12 weeks) when the the pregnancy is stable. Earlier disclosure needed for hazardous work environments. Some wait until 20-week scan confirms healthy development.

Timing recommendation: After 12 weeks typically, earlier for safety-sensitive roles or complications.

8. When to stop working when pregnant?

Stop working when doctor advises or physical demands become unsafe. Desk jobs often continue until delivery. Physical jobs may require earlier cessation. Listen to your body signals.

Work cessation: When medically advised or physical demands become unsafe for mother/baby.

9. What happens if I give birth before my maternity leave starts?

Maternity leave automatically begins from delivery date if earlier than planned. Inform employer immediately. Submit revised paperwork with actual birth date. Leave duration remains the same.

Early delivery: Leave starts immediately from actual birth date, inform employer promptly.

10. Can I change my maternity leave return date?

Yes, most employers allow date changes with notice. Extensions require medical documentation or approval. Earlierreturn needs health clearance. Submit revised dates formally in writing.

Date flexibility: Changes allowed with notice, extensions need medical approval, early return needs clearance.

11. Do I need doctor's approval to start maternity leave?

Medical certificate recommended but not always mandatory. High-risk pregnancies require doctor's recommendation. Some employers request fitness-to-work assessments before leave commencement.

Medical approval: Recommended but not always required, depends on employer policy and pregnancy risk.

12. Can my employer refuse my maternity leave request?

No, employers cannot refuse legally entitled maternity leave. They may discuss timing for business needs. Discrimination against pregnant employees is illegal in most countries.

Legal protection: Employers cannot refuse entitled leave, timing may be negotiated for business needs.

13. What if I'm too sick to work during pregnancy?

Take pregnancy-related sick leave before maternity leave starts. Doctor's certificate required for extended absence.Some countries offer separate pregnancy disability leave provisions.

Pregnancy sickness: Use sick leave before maternity leave, doctor's certificate needed for extended periods.

14. How do I calculate my maternity leave entitlement?

Check employment contract and local labor laws. Calculate based on length of service. Factor in paid versus unpaid portions. Consider partner's leave entitlements for family planning.

Calculation factors: Employment contract terms, service length, local laws, paid/unpaid portions included.

15. Can I work part-time instead of taking full maternity leave?

Some employers offer flexible arrangements like reduced hours or job sharing. Discuss options during leave planning. Part-time arrangements may affect total leave entitlement calculation.

Flexible options: Part-time work possible with employer agreement, may affect total leave calculations.

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Summing up

Maternity leave is a crucial time for both the mother and the baby. It allows the mother to recover emotionally and physically while bonding with her newborn. If you are pregnant or planning to get pregnant, we recommend taking advantage of this benefit. 

Be sure to read our other blog post on different types of leave applications on sick leave, marriage, office leaves etc., to be prepared when the time comes.