How To Write a Maternity Leave Application (With Examples)

By Indeed Editorial Team

Published 6 June 2021

A maternity leave application formally tells your employer that you intend to take a break from work in order to take care of yourself and your baby before and after the delivery. It is essential to plan your maternity leave in order to make the most of the maternity benefits your company offers. Writing a maternity leave letter also lets your manager manage your workload efficiently in your absence. In this article, we discuss why and how you should write a maternity leave application and also present a template and examples to help you get started.

Why should you write a maternity leave application?

You should write a maternity leave application to let your employer know when and how long you plan to take leave for pregnancy and childbirth. Your company's leave rules may require you to give a timely intimation of your leave plan in order to be eligible for maternity benefits. Even otherwise, you should share your maternity leave plan with your employer through a formal leave letter, so that they can make alternative arrangements for the workflow during your leave.

How to write a maternity leave application

Use the following steps to write a professional maternity leave application:

1. Review your company's maternity leave rules

Companies in India offer up to 12 weeks or 84 days of maternity leave, divided into pre-natal and post-natal leaves. Review the leave rules of your company to understand the maternity benefits you are entitled to. Make sure your leave application complies with the requirements of your company's rules, such as mode of application, advance notice, person to be intimated, number of leave days and alternative arrangement for workflow during your leave.

2. Add the date and your address at the top

Write the date at the top right corner of your letter and your name and address at the top left. Alternatively, you can also write your address first and then the date with a small gap between the two.

3. Include the recipient's name and address

Include the name and address of your manager to whom you are writing the leave application. Make sure you are addressing your letter to the right person as per your company's rules. Consult your HR department in case of any doubt.

4. Add a subject line

Add a subject line that makes it amply clear that you are applying for maternity leave. It can be something like ‘Request for maternity leave' or ‘Maternity leave application'.

5. Greet the recipient

Use a professional salutation to greet the recipient. Depending on the person being addressed, you can use a salutation like ‘Dear Sir', ‘Dear Madam', ‘Dear Mr./Ms. …' or ‘Dear …ji'. Use the last name of the recipient if you are using the prefix ‘Mr./Ms.'; for example, ‘Dear Mr. Gupta' or ‘Dear Ms. Reddy'. On the other hand, if you choose to use the suffix ‘ji', you should use the first and middle name of the recipient; for example, ‘Dear Ashish Kumar ji' or ‘Dear Lalita Devi ji'.

6. State the purpose of the letter in the first paragraph

State clearly in the opening paragraph that the application is for maternity leave. Consider stating the number of days you are entitled to for maternity leave. Mention whether you want to utilise the entire leave entitlement or just a part of it. State the start and end dates of your leave as accurately as possible. If your maternity leave entitlement is divided into pre-natal and post-natal leaves, be sure to mention your expected due date.

7. Provide an alternative work plan in your absence

Provide the details of how you plan to cover the workload during your leave. If you have already discussed it with your supervisor, provide the gist of the discussion in your leave application. Identify a person to take care of your work in your absence. You should also include the current status of the projects you are handling. Alternatively, you can email the status report separately and mention the fact in the application.

If your company allows working from home, and you wish to take up this opportunity, specify the date and timings you would be available to work from home.

8. Specify the mode and level of communication you would prefer

Would you be open to receiving work-related phone calls and emails, or would you prefer to stay away from all modes of communication during your leave? Let your manager know about your communication preferences. If you would be available during certain hours of the day, mention it clearly in your leave letter. In any case, it is advisable to provide your contact details for any urgent communication.

9. State whether you need any change in work schedule on return (optional)

Do you foresee any need for change in your work schedule when you join work after the leave? If yes, you may want to mention it in your leave letter. If you are not decided yet and would rather wait and see how things turn out, you may want to skip this discussion altogether in your letter.

10. Thank your manager

Close your leave application by expressing gratitude for the support provided by your manager during this critical time of your life. Use the last one or two lines to appreciate the help and thank them for the cooperation.

11. Sign the leave application

Affix your signature at the end of the letter, and type your name below the signature. If you are sending your leave application through email, you can skip the signature and just type your complete name.

12. Proofread your leave application

Proofread your application for factual accuracy, readability issues, grammatical errors and typos. Reading aloud to yourself can help you spot these issues. Ensure that your letter uses a formal language and professional formatting. Use simple fonts that are easy on the eyes, such as Arial and Times New Roman.

13. Submit your leave application in time

Whether you are submitting a hard copy or sending an email, make sure that your application reaches the recipient well in time. If there is any stipulated timeframe for giving advance notice, you should keep such requirement in mind in order to claim the maternity entitlement.

Read More: How to write an office leave application

Maternity leave application template

Here is a simple template you can personalise to craft your own maternity leave application:

Date:

From:
[Your Name]
[Your Address]
[Your Contact Details]

To:
[Recipient's Name]
[Recipient's Office Address]

Subject: Maternity Leave Request

Dear Sir/Madam,

I am [Your Name] working as [Your Designation] in [Name of the department]. I would like to inform you that I am pregnant and would like to take [number of weeks or days] of maternity leave beginning [start date]. I will be back to work from [reporting date]. I do not foresee any issues in carrying out my duties as usual when I return from leave.

As per the company's maternity leave rules, I am eligible for [Number of days/weeks/months] of leave before delivery and [Number of days/weeks/months] of leave after delivery. My expected delivery date is [your delivery date], and I plan to use my entire entitlement in order to take care of myself and my newborn baby as advised by my doctor.

I should be able to complete my current assignment before going on leave. I will also be supervising the project [include the name and some other details of the project] from home to the extent possible. I suggest Mr./Ms. [Name of the person] to be in charge of the project during my absence. [If you intend to work from home, mention it here].

I will be available on my personal mobile at [your mobile number] and email [your email ID] during my leave. Feel free to contact me for any work-related issues. Please let me know if I need to submit any forms before going on leave.

Thank you for your kind consideration. I hope you would consider my request positively.

Yours Sincerely,
[Your signature]
[Your Name]

Related: How to Write and Properly Format Business Email Messages

Maternity leave application example

Here is a sample maternity leave application to help you write your own:

2 January 2021

From:
Anita Kotwani
T428, Bharat Nagar, Paharganj
New Delhi – 110055

To:
Rachita Kapoor
Anuj Fintech Solutions Pvt. Ltd.
58, Nehru Place
New Delhi – 110019

Subject: Maternity Leave Application

Dear Madam,

This is to inform you that I plan to take a 26-week maternity leave from 8 February 2021 to 8 August 2021. My expected delivery date is 18 April 2021. I will return to work on 9 August 2021.

I will make all efforts to complete all the outstanding tasks before going on leave. I suggest the name of Asmita Tyagi to take charge of the project during my absence. As per our oral conversation, I have discussed the workload and my daily responsibilities with her. I may be contacted on my email anita.kotwani@email.com or my mobile +91-XXXXXXXXXX during the leave period.

Thank you in advance for considering my leave application and allowing me to spend some time away from work to take care of myself and my newborn baby. I am attaching my pregnancy certificate along with this application. Please let me know if there are any other formalities to be completed.

Yours Sincerely,
[signature]
Anita Kotwani

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