Maternity Leave Application Samples

A Maternity leave application is applied by a woman who is about to give birth or just gave birth. Depending on the company, the leave can last for months. In India, according to the Maternity Benefit Act, maternity leave for employees has been raised from 12 weeks to 26 weeks.

Now, there are a few ways a woman can ask her employer for maternity leave:

  • By writing a maternity leave application letter or email
  • By talking to the employer face-to-face
  • Via telephone

This blog will share some maternity leave application samples and maternity leave application writing tips to help you effectively write a compelling application for maternity leave.

Maternity Leave Application: Sample for Teachers

To: mona.singh@email.com
Cc: leena.fai@email.com

Subject: Maternity Leave Application

Dear Mam,

I, Leena Fai, have been a Social Science teacher for classes 5 and 6 since 2016. As discussed, I expect my due date is 10/09/2022. I would like to request a maternity leave from 29/08/2022 till 20/01/2023, as the company offers.

I have compiled a list of competent substitute teachers who will be able to take care of my tasks in my absence. Please find their resumes I have attached here. As I have covered more than half of the syllabus, I will hand over the rest to you and the substitute teacher before I leave.

Should my plan change for any reason, I will contact you as soon as possible.

Thank you so much for your understanding and attention to this matter.

Yours sincerely,

Leena Fai
Mob: 8787541908
Home phone number: 0389-2376854
Social Science Teacher
ABC School

Maternity Leave Application Sample for Manager

To: kim.lal@email.com
Cc: jessica.vali@email.com

Subject: Application for maternity leave

Dear Kim,

I am writing to inform you that I will be taking my allotted 20-week-long maternity leave, starting 29/08/2022, as my due date is 09/09/2022. Should everything go according to plan, I should be able to return to the office by the second week of January 2023.

I have made it a priority to complete all pending projects before I go on my leave. Mr Sebastian Knight, the assistant manager, will take over my roles and responsibilities in my absence. Moreover, I will check in weekly via phone or email to ensure that the team continues to work productively and all deadlines are met.

If there are any changes in my plan, I will let you know as soon as possible.

I thank you for your understanding and attention to this matter.

Sincerely,
Jessica Vali
Manager
Quality Assurance Department
Mob: 9867576567
Home phone number: 0389-2376854
Company X

Maternity Leave Application: Sample 1

Subject: Maternity Leave Application

Dear Mr./Mrs.{Recipient’s Name},

I am writing this email to inform you that the due date for giving birth to my baby is the 27th of August, 2022. And as I have planned to start my maternity leave on the {start date} and return to work on the {End Date}, I would like to avail the allotted {No of Weeks} of maternity leave offered by the organisation.

In my absence, Miss Nina Rami has agreed to take over my roles and responsibilities and delegate them accordingly should the need arise.

Should my plan change for any reason, I will inform you as soon as possible. Also, if you ever need to reach me, I have added my personal and home phone number below.

Please find the doctor’s letter I have attached here for your reference.

Thanking you,

Yours sincerely,
{Your Name}
{Phone Number}
{Job Profile},

Maternity Leave Application: Sample 2

Subject: Application for Maternity Leave

Dear Mr./Mrs.{Name of Recipient},

I,{Your Name}, from the {Department/Team Name}, have been pregnant for {X months}. I would like to request a maternity leave from {start of maternity leave} till {End of Maternity Leave} as offered by the organisation.

I will delegate my tasks to Mr Anirban Aditya and Miss Anna Hmar in my absence. Also, I have added my contact details below should you or anyone wish to reach me.

If my plan changes for any reason, I will let you know as soon as possible. I have attached my doctor’s letter confirming my pregnancy and due date.

I thank you for your understanding and attention to this matter.

Yours sincerely,
{Your Name}
{Contact Number}
{Job Profile},

Maternity Leave Application: Sample 3

Subject: Application for Maternity leave

Dear Mr./Mrs.{Recipient’s Name},

I am {Your Name} from the {Department/Team Name}. I would like to take my maternity leave from {Mention Start date of Maternity Leave} till {Mention End Date of Maternity Leave}. I have attached the documents from my doctor confirming my pregnancy and due date here for your reference. Should there be any changes in my plan, I will let you know as soon as possible.

While I am away from the office, Mr Aman Singh will take over my roles and responsibilities and update me about work progress thrice a week. Also, if you ever need to reach me, my contact details can be found below.

I am looking forward to your positive feedback.

Thanking you,

Yours Sincerely,
{Your Name}
{Job Profile}
{Contact Number}

Maternity Leave Application: Sample 4

Subject: Application for maternity leave

Dear Mr/Mrs.{Recipient’s Name},

I am in the third trimester of my pregnancy, and my doctor has advised me to be on immediate bedrest before I go into labour. So, I would like to avail myself of the allotted maternity leave from {Mention your Maternity Leave Starting Date} till {Mention Your Maternity Leave End Date}. My due date is 27/08/2022, and should there be any change in this plan, I will let you know as soon as possible.

Mr Anil Kappor and Miss Poonam Rai will divide my duties and responsibilities in my absence. Also, if any crisis arises and you need to reach me, call me on the number I have provided below.

Please find the doctor’s letters I have attached here for your reference.

Thanking you,

Yours Sincerely,
{Your Name},
{Job Profile}
{Department Name},
{Contact Number}

How Do I Write An Application For Maternity Leave?

Be it via email or letter, for your application to be convincing and accepted, follow the writing tips below:

  1. Ensure that you attach any doctor’s letter (unless sensitive) as proof. This will convince the reader, and they will sympathise with you and grant you the leave faster.
  2. To ease their minds, let them know that you have delegated your responsibilities to someone who knows them well.
  3. You must follow the 7 Cs of communication (clear, concise, concrete, correct, coherent, complete and courteous) to ensure that your application is delivered effectively.
  4. If you plan to submit a print-out or hand-written letter, see that you add your signature. Also, do not forget to add the place and date.

Maternity Leave Extension Letter

There are times when women need to extend their maternity leave due to childcare or health-related issues. Let’s cover a few of the most frequently asked questions about maternity leave extension applications.

Q1. What should I include in a maternity leave extension letter?

To write a compelling request for a maternity leave extension letter, you must include the following points:

Duration of your maternity leave

This would be the day your maternity leave started to the day it’s supposed to end as per the maternity leave agreement you and your employer came up with.

Reason(s) why you need to extend your maternity leave

You explain your reason briefly and ensure that you do not overshare.

Request a new date

You should add the new end date of your maternity leave and request your employer to accept it.

Attach doctor’s letter

Adding your doctor’s letter will certify the truthfulness of your situation and request.

Be courteous

Remember to be grateful, as it can go a long way in ensuring you get extended maternity leave.

Q2. How do I write a letter to extend my maternity leave?

To write the most effective maternity leave extension request letter, take a look at the sample below:

Subject: Maternity Leave Application
Dear Mr./Mrs.{Recipient’s Name},

I am currently on maternity leave from [start date to end date}. I gave birth to my baby boy on 2022, and we had to opt for cesarean delivery due to health reasons. And as I am still recovering from this and as strongly advised by my doctor, I will have to be on bed rest for a few more weeks. So, I would like to request you to please extend my leave till 2022.

I have spoken with [name of the person in charge of your roles and responsibilities], and she has agreed to continue covering for me in my absence.

Please find the doctor’s letter I have attached here for your reference.

Thanking you,

Yours sincerely,
{Your Name}
{Phone Number}
{Job Profile}

How To Write An Email To HR Asking About Company Maternity Leave Policy

There are two ways you can ask your HR about the policy of maternity leave offered by your company:

  1. Verbal Communication: You could ask them for a meeting to discuss the policy, or you could even talk to them over a phone call.
  2. Written Communication: Another way to ask your HR about your company’s maternity leave policy is to send them an email or a letter.

If you take a look at the email sample below, it will tell you how you can ask your HR about the company policy on maternity leave.

Subject: Enquiry about company’s maternity leave policy
Dear Mr./Mrs.{Recipient’s Name},

My name is [your name], and I am with [your department]. I started working here when [joining date/month/year], and as I am in the early stage of my pregnancy, I would like to know about the company policy specific to Maternity leave.

I would be very grateful if you could send me the document or link to the maternity leave policy and let me know the best time to discuss it privately for clarification.

Please find the doctor’s letter I have attached here for your reference.

Thanking you,

Yours sincerely,
{Your Name}
{Phone Number}
{Job Profile}

Conclusion: The above maternity leave application samples, and tips should help you write and submit a convincing application for maternity leave.

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