Maternity Leave Letter of Intent

Maternity Leave Letter of Intent

A maternity leave letter of intent is a letter written to an employer when requesting the time-off needed to give birth, recover and take care of a newborn baby.

In simple words,

A maternity leave letter of intent is a professional way of letting the Employer know that you intend to take maternity leave at the end of the pregnancy.

According to US law,  § 825.100(a), a father or mother may take up to twelve (12) weeks off if they qualify under State and Federal law. According to the federal requirements, the employee has to have worked for a given number of hours in 12 months. The organization must have a minimum of 50 employees.

The federal law allows the mother or father of the newly born baby to take up to twelve weeks unpaid off to take care of the baby. The parents are guaranteed to have their job back at the end of the leave. The Employer’s guide to the FMLA breaks down the rules and regulations provided by the Department of Labor regarding the family and medical leave act.

How to Write a Maternity Leave Letter of Intent

Sending a maternity leave letter to let the manager know of your intent to go on leave is very important as this will help them make proper arrangements on how to manage the workload. You are supposed to share this information with the Employer as soon as you determine how long the maternity leave will be and when to take it.

Here is how to professionally craft a maternity leave letter of intent:

Use the correct format

Leave letters are official correspondence; as such, they should follow the standard business format, i.e., they should be typed using a standard font such as Times New Roman or Arial and should have a one-inch margin on both sides. 

Address and date

Start the letter by placing your address at the left-hand corner, and like any other formal letter, skip one line and place the date of writing. 

Recipient’s address

After the date, skip one line and add the Employer’s address. Conversely, when using the company letterhead, skip this part. 

Salutation

Use a professional greeting and address the Employer appropriately. Even if you have a close relationship with the Employer, it is essential to address them appropriately when writing formal requests. Use “Dear Mr./Ms. (Last name).”

Purpose of the letter

In the first paragraph, the applicant should clarify why they are writing the letter. They should go directly to the point and explain why they request to be given leave and how long they intend to be away. They should also provide specific dates they will be leaving and returning to work. Another viable option, especially if they have an incomplete project or have a considerable workload, would be to suggest working from home before or at some point after delivery if that’s something their Employer would be open to considering. 

Issue a workload proposal

In the next paragraph, they should provide the Employer with a proposal for how they suggest their workload should be covered while they are away. Any work or project that they won’t complete before taking the leave should be discussed with the Employer to help them create a plan for how much work would be completed. Similarly, if the applicant is responsible for short- or long-term projects, they should inform the Employer where they are and will be with such projects before leaving. The applicant should also provide the Employer with suggestions for whom they recommend moving forward with such projects in their absence. 

Communication expectations

The applicant should use the last paragraph to inform the Employer of the level of communication they intend to carry while on maternity leave. If they plan to stay away from work entirely during the leave period, they should inform the Employer. Consequently, if they plan to do some work while on leave, they must inform the Employer how frequently or how little they plan to check-in? 

Include a transition plan

The applicant should include a transition plan in the maternity leave letter of intent. It is essential to inform the Employer of any work schedule changes they believe they will need when they return from leave. The applicant should include such information in the last paragraph if they are aware of such changes. If not, they should wait and inform the Employer at a later date. 

Express gratitude

The writer should end the letter by properly thanking the Employer for their support and allowing them to take time off work. It is essential to show them that you are grateful and appreciate them for understanding your situation. 

Signature and name

If the writer is submitting a hard copy, they should write their name and hand sign the letter. Else, if they are sending the letter via email, they should type their name. 

NOTE: Make sure to proofread the letter before sending it to ensure that it is free of any grammar and spelling mistakes. 

Download Free Templates

Here are a few customizable maternity leave letter of intent templates to be downloaded.

Maternity Leave Letter Template 01

Maternity Leave Letter Template 02

Maternity Leave Letter Template 03

    Maternity Leave Letter of Intent Sample

    Here is a sample leave maternity letter of intent to help you understand the tone, format, and how to word your maternity leave letter.

    Mary Jane 
    789 Utah,
    Valley St., Utah 8711

     April 21st, 2021

    Gerald Mike
    872 Utah,
    St. Austin Street, Utah

    Dear Mr. Mike, 

    I am writing this leave letter to let you know of my pregnancy and intent to take a 12-week maternity leave. My estimated due date is November 12th, 2021. I hope that I won’t have any complications or medical issues during the delivery. I anticipate no problem resuming back to work in my current position as The Sales and Marketing Executive. 

    I plan to put in maximum effort to complete all my high-priority tasks before going on leave. I also plan to delegate my daily responsibilities to Tony Stephens, working with me on the same and other high-priority projects. I’m confident in his ability to handle the tasks in my absence. Stephen will be able to set up marketing campaigns and ensure that they run smoothly. Let me know if you have any queries or concerns regarding my recommendation or any other suggestions for shifting my workload when I’m on leave. 

    Thank you so much for your consideration and for allowing me to take this leave to recover and take care of my baby. Please let me know if there are any forms that I will need to fill out before leaving for my leave. Also, let me know if there is anything I can do to ensure the transition runs smoothly.

    Regards,
    Mary Jane 

    Conclusion

    A maternity leave letter is a professional way to communicate with the Employer to take maternity leave at the end of your pregnancy. It is important not to assume that since the Employer can see your pregnancy, they will automatically know that you are on maternity leave when you don’t report to work. Instead, you should craft a professional maternity leave letter and send it to your Employer to formally request them to grant you the leave. The leave letter will help the employer plan for your absence and manage your workload in your absence. It will also guarantee you your job back when you return from your maternity leave. 

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