Maternity Leave Letter
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Word
A letter template for maternity leave helps to prepare a clear and concise written request to employer about the maternity leave. This template could be used by employees working in the private sector, business, or state institutions across the United States.
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What is a letter for maternity leave to employer?
A maternity leave letter is a formal written request an employee sends to their employer to ask for some time off work for childbirth and recovery. This letter is also being referred to as a pregnancy maternity leave letter, though it could be used to request time off due to adoption as well.
The present letter is an essential step in ensuring that both the company and the employee are prepared for the period of absence.
The maternity leave letter for employee is typically sent by an employee to the HR department or an employee’s immediate supervisor.
A maternity leave letter template could be customized for a variety of life circumstances:
- maternity or adoption leave;
- paid, unpaid, or partially paid leave;
- leave that taken all at once or leave that taken in installments.
A maternity leave could be requested only by a person who performs their work under an employment contract. Self-employed professionals or independent contractors cannot request a maternity leave from their clients or contractors.
How to write a maternity leave letter?
The law does not define a maternity leave format letter. However, inclusion of the elements mentioned below reduces confusion and ensures the clarity of an employee’s request.
State the dates
A maternity leave letter sample should include the expected start and end dates of the leave period. An expected start date should be the due date in accordance with an employee’s medical documentation.
If an employee plans to take a maternity leave in installments (e.g., one week in October and one week in January), then a maternity leave schedule should be described instead.
Discuss transition period
A sample maternity leave letter may also include a statement offering to help with a smooth transition of duties. An employee may offer to train another person who shall replace an employee during their leave. It is also possible that an employee wishes to prepare handover notes or suggest the way the working process should be organized during their absence.
Ask about additional benefits
A template for maternity leave letter may also address the continuation of the employee’s existing benefits. For instance, if an employee has COBRA coverage under their current employment contract, an employee may wish to discuss how premiums should be distributed once an employee is away.
Conclusive remarks
Once a maternity leave letter template is finished, an employee should sign it. Putting an employee’s signature makes a template a valid legal document.
The text of a letter should also include the date of its signing. This is needed to ensure that an employee sends their request on time and in accordance with a notice period required by an organization’s internal policies.
If needed, an employee may also attach any supporting documentation.
How to customize a letter template for maternity leave at Faster Draft?
In order to get a personalized document, follow a few easy steps below:
- Click the button “Create Document.”
- Answer simple questions in the questionnaire.
- Select a document’s format—Maternity Leave Letter PDF or Word.
- Make a payment.
- Download a customized document in seconds.
Table of content
Frequently Asked Questions (FAQ)
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1. What is the difference between a maternity leave and an annual leave?
An annual leave is a short period of time in the calendar year during which an employee does not work. An annual leave could be used by an employee at their own discretion, including relocation, travel, spending time with family, etc.
Most employers provide a certain number of paid days of annual leave. However, there is no federal or state law that obliges employers to do so.
Contrary to that, a maternity leave is a break from work that should be used by an employee either for an adoption or for a baby’s delivery. This type of leave cannot be used by an employee for any other purposes. A maternity leave could be fully paid, unpaid, or partially paid. It all depends on the applicable state laws or employers’ internal policies. For example, in states like Montana or California, an employer has to provide their employees with fully paid maternity leave up to 20 calendar days.
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2. How to request maternity leave?
A request for maternity leave could be made orally or in written form. The law does not define the preferred method for submission of maternity leave request.
Having a written maternity leave letter sample ensures clarity of all information submitted to the employer. Besides that, a document serves as a written record of communication between the parties.
A letter should be drafted in formal language and in a polite way. We always recommend checking an organization’s internal policies, like the employee handbook or leave policy, in order to find out the following information:
- notice period (i.e., how in advance such a request should be sent);
- method of communication (e.g., a policy may require delivery of a notice via email or in person);
- other conditions and requirements (e.g., an employer may provide paid maternity leave only to employees who have worked for more than five years in the company, etc.).
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