How to Write a Maternity Leave Email to Colleagues

Published on
November 21, 2023
Welcoming a new member to your family is an exciting and joyous occasion. Still, it also requires careful planning, especially when notifying your colleagues about your impending maternity leave. 

Welcoming a new member to your family is an exciting and joyous occasion. Still, it also requires careful planning, especially when notifying your colleagues about your impending maternity leave. 

Writing a thoughtful maternity leave email to colleagues is a professional courtesy and helps maintain effective communication during your absence. 

In this article, we will discuss the key considerations, best practices, and provide a sample template for crafting a maternity leave email to colleagues.

Things to Remember

  • Timing is Crucial: Before you draft your maternity leave email, ensure you've discussed your leave plans with your supervisor and HR department. It's important to follow your company's policies and procedures regarding maternity leave, including notice periods and required documentation.
  • Be Transparent: Honesty is vital when informing your colleagues about your impending maternity leave. Be clear about your leave start date, expected duration, and when you plan to return to work. This helps your team plan and allocate tasks accordingly.
  • Keep It Professional: While sharing your excitement about the upcoming addition to your family is natural, keep in mind that this email is a professional communication. Maintain a formal tone and focus on the necessary information. Save personal details for casual conversations.

Best Practices for Writing a Maternity Leave Email

  • Use a Clear and Informative Subject Line: Your subject line should convey the purpose of the email. For example, "Maternity Leave Announcement - [Your Name]".
  • Address All Relevant Parties: Ensure your email reaches your immediate team and colleagues who may need to step in during your absence. This ensures a smooth transition.
  • Outline Responsibilities: Briefly mention how your workload will be managed during your leave. You can either mention a colleague who will cover for you or discuss the process of reassigning tasks.
  • Provide Contact Information: Leave your contact information in case of any urgent matters that may require your attention during your leave. Specify if you prefer email or phone.

Sample Maternity Leave Email to Colleagues

Subject: Maternity Leave Announcement - [Your Name]

Dear [Colleague's Name],

I hope this message finds you well. I will be going on maternity leave starting [Leave Start Date]. My expected return date is [Expected Return Date].

During my absence, [Colleague's Name] will be stepping in to manage my workload and ensure the smooth continuation of ongoing projects. You can contact them at [Colleague's Email/Phone].

In the case of any urgent matters that require my attention, please feel free to contact me via email at [Your Email] or by phone at [Your Phone Number].

Thank all of you for your understanding and support during this time. I look forward to returning to work and rejoining the team after this wonderful and transformative experience.

Best regards,

[Your Name]


Announcing your maternity leave to colleagues ensures a seamless transition during your absence. By following the things to remember and best practices shared in this article and using the provided sample template as a guide, you can effectively communicate your plans and maintain a professional relationship with your team. 

Your colleagues will appreciate your transparency and preparation, allowing them to confidently continue their work while you enjoy your well-deserved maternity leave.

About the author
Shiva Prabhakaran

Shiva is a subject matter expert in communication, marketing, productivity, and learning systems. He has previously contributed to many blogs and newsletters, including Validated, Mental Models, HackerNoon, and several brands. You can find Shiva on LinkedIn or email him at shiva(at)

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