Free Template

Maternity Leave Email Template

TL;DR

A maternity leave email should give your team specific dates, route different topics to different backup contacts by subject area, and leave space for the unexpected. The most useful auto-replies break down coverage by topic (not by person), so senders can route themselves without guessing. Skip the personal details — your return date and coverage plan are what matter to the inbox.

When to use this template

Send a maternity leave notification email to your manager and HR 8-12 weeks before your expected leave date. Send a separate handoff email to clients and direct collaborators 2-4 weeks before. The auto-reply turns on the day leave starts and runs until you return — or beyond if you extend.

Maternity Leave email templates

Scenario 1

Initial leave notification to manager and HR

Subject

Maternity leave plans — [expected start date]

Body

Hi [Manager / HR contact],

Wanted to share my maternity leave plans so we can start coverage planning early.

Target dates: [start date] through [return date], roughly [N] weeks. I'll confirm the actual start as we get closer — first babies don't always arrive on schedule.

What I'm thinking for handoff:
• [Project / responsibility 1] — [proposed cover]
• [Project / responsibility 2] — [proposed cover]
• [Ongoing client / account] — [proposed cover]

Happy to talk through this in our next 1:1 or set up a dedicated coverage planning meeting. I'd love to have everything documented and tested before I go.

Thanks,
[Your name]

Scenario 2

Pre-leave heads-up to a key client

Subject

Heads up — out on maternity leave [start date] through [return date]

Body

Hi [Client name],

A quick heads-up that I'll be out on maternity leave from [start date] through approximately [return date]. Wanted to give you plenty of notice so we can plan together.

[Colleague name] will be your main contact while I'm out — I've briefed her on [project / account history], and she'll be in touch a week before my leave starts to make sure we have everything we need from each other.

Happy to jump on a call before I go if there's anything you'd like to walk through. Otherwise, expect a transition email from [colleague] in [timeframe].

Thanks,
[Your name]

Scenario 3

Auto-reply during leave with topic-area routing

Subject

On maternity leave through [return date]

Body

Hi,

I'm on maternity leave through [return date] and am not checking email.

For [topic / account area 1], please contact [colleague] at [email].
For [topic / account area 2], please contact [colleague] at [email].
For anything else, [manager / EA] at [email] can route you.

I'll respond to your message after I'm back — likely with a slight delay as I catch up. Thanks for your patience.

[Your name]

Tips for writing a better maternity leave email

1Notify HR and your manager 8-12 weeks ahead if you can — coverage planning works better with runway than with a rushed handoff.
2Route by topic, not by person, in the auto-reply. 'For billing questions, contact X' beats 'Sarah is covering' because senders don't always know which person owns what.
3Use a range for the return date, not a hard date. 'Approximately [date]' protects you from awkward replies if you extend.
4Set up the handoff so your replacement has access *before* you go. Logins, shared docs, client intro emails — get those done a week early.
5Don't apologize for being on leave. It's a normal life event and a legally protected right in most countries. 'Thanks for your patience' is enough.

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Frequently asked questions

How far in advance should I tell my employer about maternity leave?

Most companies prefer 8-12 weeks notice for planning, though legal requirements vary by country. In the US, FMLA requires 30 days notice for foreseeable leave. In the UK, you must notify by the end of the 15th week before your expected due date. Earlier is generally better for coverage planning, but you're not obligated to tell anyone until you're ready.

Should I share my baby news in the maternity leave email?

Up to you. Some workplaces expect a celebratory tone; others appreciate keeping it strictly logistical. The safest version is logistical-first with a brief 'looking forward to this next chapter' if you want warmth. Save the photos and personal details for after the baby arrives, if you share them at all.

What if I want to extend my maternity leave?

Tell HR as early as you can — extensions are usually accommodated, but they affect coverage planning. Update your auto-reply to reflect the new return date. Most jurisdictions allow extension under specific conditions (medical, additional unpaid leave, etc.). Check your country's parental-leave law and your company's policy — the two together set what's available.

Related email templates

Parental Leave Email Template →

Use the parental leave template when your situation doesn't cleanly map to traditional maternity/paternity categories — adoption, foster placement, same-sex partnerships, shared parental leave under UK/EU policy, or any time you prefer gender-neutral framing. The communication structure is identical to maternity/paternity; only the framing changes.

Paternity Leave Email Template →

Send a paternity leave notification to your manager 4-8 weeks before your expected leave start. Auto-reply turns on day one of leave and runs until your actual return. Use this template (vs. parental-leave-email) if your workplace and country distinguish between maternity, paternity, and shared parental leave.

Out of Office Email Template →

Set up an out-of-office (auto-reply) email when you'll be away from work for a full day or longer — vacations, parental leave, business trips, extended PTO, or personal leave. Most email clients let you schedule the start and end dates.

View all email templates