How to Write a Maternity Leave Application: Format, Samples & Tips

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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 a long leave of authorized absence from work granted to a female employee before and after the birth of her child. It allows her time to recover from childbirth and care for her newborn, ensuring both her health and the baby’s well-being. The duration and terms of maternity leave vary by country, organization, and legal regulations.

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

Applicability: Maternity leave benefits apply to all establishments with 10 or more employees, including factories, mines, plantations, shops, and other commercial or government-recognized workplaces.

Duration of Maternity Leave: Under the Maternity Benefit Act, eligible women are entitled to 26 weeks of paid leave if they have fewer than two surviving children, and 12 weeks if they have two or more. Leave can start up to 8 weeks before the expected delivery, with the remaining taken post-childbirth.

Eligibility: The woman employee must have worked for at least 80 days in the 12 months immediately preceding the date of expected delivery.

Adoption and Surrogacy: Women who adopt a child below three months of age or commission a child through surrogacy are entitled to 12 weeks of maternity leave, starting from the date the child is handed over.

Work-from-Home Option: The Act allows women to request work-from-home arrangements after maternity leave if the nature of work permits, subject to employer approval.

Protection from Dismissal: During maternity leave, a woman is legally protected from dismissal or discharge from her job. Any termination during this period is deemed unlawful under the law.

Nursing Breaks: Women are entitled to two nursing breaks in addition to regular breaks for up to 15 months after delivery to breastfeed the child.

Notice Requirement: The employee must inform the employer about the pregnancy and the expected delivery date in writing.

Penalties: Employers who contravene the Act may face fines and penalties, including imprisonment and monetary fines.

What's a Maternity Leave Application?

A maternity leave application 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.).

Importance of 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. 

Key Elements in 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: 

• Recipient's name and address in the case of a physical letter. Else, you can direct it to the recipient's email address.
• Subject line and salutation
• The body of the letter specifies the purpose of the leave application, the duration, and the employee's level of approachability during the period of absence. 
• Closing paragraph
• Regular signature/sign-off
• 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 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: 

Subject Line: Clearly state the purpose of the application.

Example: Request for Maternity Leave from [Start Date] to [End Date]

Salutation: Address the letter to your manager, HR, or concerned authority.

Example: Dear [Manager’s Name],

Opening Statement: Begin with a brief mention of your maternity leave request.

Example: I hope you're doing well. I am writing to formally request maternity leave as I am currently expecting. 

Leave Duration & Reason: Mention the intended start and end dates of your leave and the reason (pregnancy, delivery, medical advice, etc.).

Example: As per medical advice and company policy, I would like to take maternity leave from [Start Date] to [End Date] to focus on recovery and caring for my newborn. 

Work Handover Information: State the handover plan and assure availability for urgent matters (if applicable).

Example: I have discussed the handover with [Colleague’s Name], who will manage my responsibilities during my absence. I’ll be reachable by email for any critical issues.

Request for Confirmation: Request clarity regarding whether the leave is paid/unpaid and seek approval.

Example: Please let me know if any additional documents are required or if you need further details regarding this leave.

Closing & Gratitude: Express thanks and sign off politely.

Example: Thank you for your support and understanding.

Warm regards,

[Your Name]

[Your Designation]

[Contact Information]

Top 9 Sample Maternity Leave Letters

Your maternity leave application should be simple and stress-free. To support you during this time, here are nine (9) carefully crafted maternity leave templates designed for every situation:

Basic Maternity Leave Application 

Subject: Maternity Leave Request

Dear [Manager’s Name],

I hope this message finds you well. I am writing to formally request maternity leave from [Start Date] to [End Date], in accordance with the company's policy. I am currently [Number of Weeks] into my pregnancy.

To ensure continuity of work, I have coordinated with [Colleague’s Name] for a smooth handover of responsibilities. I will remain available via email or phone in case of any urgent matters.

Kindly confirm the status of the leave in terms of pay eligibility.

Thank you for your understanding and support.

Sincerely,

[Your Name]

[Designation]

[Contact Information]

Pre-Delivery Maternity Leave Request 

Subject: Maternity Leave Request (Pre-Delivery Phase)

Dear [Manager’s Name],

I hope you're doing well. I'm writing to formally request maternity leave from [Start Date] to [End Date] in preparation for the arrival of my baby. This period will allow me to focus on essential pre-delivery care and rest.

To ensure a smooth transition, I’ve discussed my responsibilities with [Colleague’s Name], who has kindly agreed to oversee ongoing work during my absence. I’ll remain available via email or phone should anything urgent arise.

I truly appreciate your understanding and support during this important phase.

Warm regards,

[Your Name]

[Designation]

[Contact Information]

Maternity Leave Due to Medical Reasons 

Subject: Request for Early Maternity Leave Due to Health Reasons

Dear [Manager’s Name],

I hope you’re doing well. Based on recent medical advice regarding my health and pregnancy, I’ve been advised to take early maternity leave for proper rest and care. Therefore, I would like to begin my leave starting from [Start Date], ahead of the initially planned schedule.

I will keep you informed about my progress and share updates on my tentative return once my condition stabilizes. I truly appreciate your understanding and support during this time.

Thank you for your consideration.

Warm regards,

[Your Name]

[Your Designation]

[Your Contact Information]

Post-Delivery Maternity Leave Application 

Subject: Request for Post-Delivery Maternity Leave

Dear [Manager's Name],

I’m delighted to share that I welcomed my baby on [Delivery Date], and I am writing to formally request maternity leave from [Start Date] to [End Date] for recovery and to care for my newborn.

All necessary documentation has been submitted, and I’ve handed over my responsibilities to [Colleague’s Name], who has kindly agreed to oversee my tasks in the interim. I will remain accessible for any critical queries if needed.

Thank you for your continued support during this important phase of my life.

Warm regards,

[Your Name]

[Your Designation]

[Your Contact Information]

Request for Work from Home Post-Maternity Leave 

Subject: Request for Temporary Work-from-Home Arrangement Post-Maternity Leave

Dear [Manager's Name],

I hope you're doing well. As I prepare to return to work after my maternity leave, I kindly request a temporary work-from-home arrangement to help me manage my responsibilities while caring for my newborn during this early transition period.

Please be assured that my dedication and productivity will remain consistent, and I am fully committed to maintaining seamless communication and delivering my responsibilities effectively.

Thank you for your continued support and understanding during this important phase of my life.

Warm regards,

[Your Name]

[Your Designation]

[Your Contact Information]

Application for 6-Month Maternity Leave 

Subject: Request for Six-Month Maternity Leave

Dear [Manager's Name],

I hope this message finds you well. I am writing to formally request a six-month maternity leave from [Start Date] to [End Date], in accordance with our company’s maternity leave policy.

To ensure a smooth transition, I’ve handed over my responsibilities to [Colleague’s Name], who has kindly agreed to oversee my tasks during my absence. I’ll remain reachable by email or phone for any urgent matters that may require my attention.

I truly appreciate your support and understanding during this important phase, and I look forward to rejoining the team after this period of care and recovery.

Warm regards,

[Your Name]

[Your Designation]

[Your Contact Information]

Bed Rest-Based Maternity Leave Request 

Subject: Maternity Leave Request Due to Medical Bed Rest

Dear [Manager's Name],

I hope you're doing well. I’m writing to inform you that, based on medical advice, I’ve been prescribed complete bed rest due to pregnancy-related complications. In light of this, I kindly request maternity leave starting from [Start Date].

I’ve coordinated with [Colleague’s Name] to ensure a smooth and responsible handover of my tasks. If needed, I’m happy to provide medical documents to support this request.

Thank you for your understanding and support during this sensitive time. It truly means a lot.

Warm regards,

[Your Name]

[Your Designation]

[Your Contact Information]

Maternity Leave for Surrogacy 

Subject: Maternity Leave Request for Surrogacy Childcare

Dear [Manager’s Name],

I’m delighted to share that I am expecting to welcome my baby through surrogacy. In order to care for my newborn and build a strong bond during these precious first weeks, I kindly request maternity leave from [Start Date] to [End Date].

Please let me know if you require any documentation or further information to process my leave.

Thank you for your understanding and support during this special time.

Warm regards,

[Your Name]

[Your Designation]

[Your Contact Information]

Application for Rejoining After Maternity Leave 

Subject: Request for Rejoining Post-Maternity Leave

Dear [Manager’s Name],

I hope this message finds you well. I am pleased to inform you that I am ready to resume work from [Rejoining Date] after completing my maternity leave.

Kindly let me know if there are any updates, briefings, or preparations I should be aware of before I return. I’m eager to reconnect with the team and contribute fully once again.

Thank you for your support and understanding during this important phase.

Warm regards,

[Your Name]

[Your Designation]

[Your Contact Information]

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. 

Tips for Writing Maternity Leave Application

Be Clear and Specific: Clearly state your intention to take maternity leave, including exact start and end dates.

Reference Company Policy or Legal Entitlements: Show that you’re aware of the company’s maternity leave guidelines or statutory rights.

Maintain a Professional and Warm Tone: Keep the tone polite, respectful, and empathetic, reflecting your situation appropriately.

Include Key Details: Provide relevant info such as your due date, medical advice if any, and the colleague covering your responsibilities.

Outline Your Handover Plan: Mention who will manage your work and how you plan to ensure a smooth transition.

State Your Availability: If possible, specify whether you will be reachable for urgent matters during your leave.

Attach Medical Documentation if Needed: Offer to provide supporting medical certificates to validate your leave request.

Request Confirmation: Politely ask for approval or acknowledgment to avoid misunderstandings.

Express Gratitude: Thank your employer or manager for their support and understanding.

Proofread Thoroughly: Check grammar, spelling, and format to maintain professionalism.

Keep a Copy for Your Records: Save a copy of your application for future reference.

Customize Your Application: Adapt the letter according to your specific situation—whether pre-delivery, post-delivery, medical reasons, or surrogacy.

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 (FAQs)

1. 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.  

2. Is maternity leave paid in India?

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

3. 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. 

4. 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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