How To Write A Maternity Leave Application: Find Format, Samples, Dos & Don'ts

8 mins read

When you're working with an organization, you need to submit a leave application anytime you take a break from work. One such leave application is the maternity leave application - a formal request submitted by female employees to their employer, informing them that they intend to take a break from work during pregnancy, and even after it, to take care of their health and their child. 

Maternity leave has become exceedingly common across organizations - though its duration varies from company to company. Before we dig deeper into what a maternity leave application looks like, let's first understand the concept. 

What Is Maternity Leave?

Maternity leave is the long leave of absence that working women take from work to care for their young child (newborn and adoptive child). New mothers require time to not just bond with their children, but also recuperate. Every woman should be allowed to take maternity leave, which is considered a basic right in many countries, but not all. 

Most organizations have policies in place to provide this leave. It's usually a paid leave - though some organizations may offer a mix of paid and unpaid leave, in case the mother wants to take a longer time off. 

The Indian Maternity Benefit Act

The Indian Maternity Benefit Act of 1961 states that first and second-time mothers can take paid leave for up to 6 months or 26 weeks. For every subsequent child, a working mother is entitled to 3 months or 12 weeks of maternity leave. This is also paid leave. 

As per the Act, only women who have been employed with an organization for at least 80 days in the 12 months prior to the expected delivery date are eligible to apply for maternity leave. Adopting women, women who experience miscarriages, and surrogate or commissioning mothers are also eligible for leave under the Act.

Working mothers can decide the date from which they request this leave - while some women work till the last month of pregnancy, others may take their leave earlier. 

What's a Maternity Leave Letter?

A maternity leave letter is a formal letter written by expecting mothers to request time off to take care of their newborn baby or newly adopted child. A maternity leave letter must be submitted in a timely manner and include all relevant information (medical records, contact details in case of emergency, etc.).

Why Write A Maternity Leave Application?

Though maternity leave is a basic right for working women in India, it's still important that female employees submit a maternity leave application letter. Here's why: 

• A maternity leave request letter provides a formal record of the maternity leave plan and the approved leave. 
• It helps the organization plan for an employee's long absence from work. This ensures a seamless and smooth transition between the employee taking a break and the employee taking over her work for that duration. 
• The company policy may also require employees to submit a leave application for maternity. In this case, not submitting one is non-compliance with the company's rules. 
• Ultimately, a maternity leave application letter shows you're considerate of the company's employees and is an indication of your level of responsibility towards your tasks. 

Review the company policy

There are different rules and regulations across countries and companies. Some organizations may offer a longer maternity leave period or include health benefits, childcare facilities, etc. There may also be a case where an organization only offers the stipulated leave. 

Thus, it's critical that working women thoroughly review the company policy for maternity leave. They can also approach the HR team and enquire about any changes in the policy or additional maternity benefits provided by the company, before submitting an application for maternity leave.

How To Write A Maternity Leave Application?

There is no standardized formal format for writing an application for maternity leave. The generally accepted style is in line with the regular leave application and must include the following details: 

1. Recipient's name and address in the case of a physical letter. Else, you can direct it to the recipient's email address.
2. Subject line and salutation
3. Body of the letter specifying the purpose of the leave application, the duration, and the employee's level of approachability during the period of absence. 
4. Closing paragraph
5. Regular signature/sign-off
6. Attach relevant documents

Maternity Leave Plan

Before submitting a maternity leave request letter, discuss the maternity leave plan with your manager and share the details for the same in the email. This includes information about the following: 

• The duration of the leave and the date of rejoining
• Details about the PoC (point-of-contact) who will take on your work in your absence
• Level and mode of accessibility during your leave, i.e., whether you will be available on call and/or email to deal with any urgent matters or if you will prefer to stay away from work completely for the entire duration of maternity leave. Pick an option that best suits your needs. 

Format of Maternity Leave Application

Here's a template you can use when drafting a maternity leave request letter: 

To,
Receiver’s Name,
Address

Subject: Request for Maternity Leave Application 

Dear ___ (Receiver)

Body of the letter (Details about the maternity application)

Please approve the leave.

Sincerely,
_____ (Sender)

Maternity Leave Application: Dos & Don'ts

Here are some do's and don'ts to keep in mind when applying for maternity leaves: 

Dos

• Be clear and professional in your communication and keep the letter concise. 
• Ensure that your leaves are in compliance with the company policy. 
• Request for leave in advance, giving sufficient notice to the team to prepare for your absence. 
• Include all relevant details and proofread before sending

Don'ts

• Overshare information or give unnecessary details
• Be vague about important information, i.e. leave duration, rejoining date, etc. 
• Delay the mail till the last minute. 

Sample Maternity Leave Application

Here is a sample of maternity leave applications that you can refer to: 

Subject: Maternity Leave Request

Dear _____ (Receiver's name)

I wish to inform you that I will be availing my maternity leaves. I will be taking the entire leave allotted, in the maternity leave policy, i.e. ____(mention the number of days).

I will be going on leave from _____ (Start Date) and will be rejoining office on ____ (Tentative joining date). During this period I will not be available on call. I will be available on email, in case of any urgent task. 

In my absence, ___ (Details of the person taking over) will be available to oversee the day-to-day tasks, and manage the team's deliverables. 

In case there is any change in the dates due to unforeseen issues, I will let you know as soon as possible. Please also find attached my doctor's letter confirming the details. 

Please approve my leave. Do let me know if you require any further information. contact me if you need any additional information.

Sincerely,
______ (Sender's name)

Conclusion

In conclusion, a well-prepared maternity leave application is essential for ensuring a smooth transition during this significant period in your life. By following the dos and don’ts outlined in this article, you can approach your employer with confidence, providing clear and considerate communication about your needs and intentions. Using the provided sample letters as a guide, you can craft a professional and effective request that respects both your personal needs and your workplace responsibilities.

Remember, the key to a successful maternity leave application is early planning, clear communication, and a thoughtful approach to balancing your career with this important life event.

Frequently Asked Questions

i) How long is the maternity leave in India?

As per the Indian Maternity Benefit Act of 1961, first and second-time mothers are eligible for 26-week maternity leave, i.e. 6 months.  

ii) Is maternity leave paid in India?

Yes. The Indian Maternity Benefit Act clearly states that a full salary is guaranteed during maternity leaves. 

iii) Is it compulsory to submit a maternity leave request letter? 

Though the maternity leave policy may differ from company to company, most organizations expect a formal letter. This is to ensure that: 

• There's a formal record of the maternity leave plan and the approved duration. 
• The organization can plan for an employee's long absence from work. 
• There is compliance with the company policy. 

iv) Who's eligible to apply for maternity leave in India?

The India Maternity Benefit Act 1961 specifies that the following individuals are eligible to apply for maternity leave and associated benefits: 

• Pregnant Women
• Adopting women
• Women who experience miscarriages and
• Surrogate or commissioning mothers

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