A maternity letter of intent is a formal document submitted by an expectant mother to her employer, formally requesting a leave of absence for childbirth and subsequent newborn care. This letter serves to clearly communicate the employee’s role within the company, the anticipated birth date of her child, and specifies the intended start and finish dates of her maternity leave.
This professional approach not only conveys the employee’s plans in a structured manner but also demonstrates respect toward the employer by adhering to a formal notification process. While federal law does not mandate employers to provide paid leave, it does safeguard the employee’s position during the duration of the maternity leave.
Minimum Timeframe
Under the Family and Medical Leave Act of 1993, employees are entitled to take a maximum of twelve weeks of unpaid leave for the purpose of newborn care, with a guarantee of job reinstatement upon their return. It is advisable to consult the Department of Labor’s Employer’s Guide to the FMLA for detailed regulations and stipulations.
Maternity Leave
The Family and Medical Leave Act provides new mothers with up to 12 weeks of unpaid leave, ensuring they can return to their same job position afterward [1] . This provision similarly extends to those adopting or taking in foster children. Yet, it’s important to note that this applies to organizations with 50 or more employees, and the employee in question must have completed at least 1,250 hours of work in the previous 12 months.
Paid Maternity Leave
Thirteen states have passed paid family and medical leave laws:
- California
- Colorado
- Connecticut
- Delaware
- Maine
- Massachusetts
- Maryland
- Minnesota
- New Jersey
- New York
- Oregon
- Rhode Island
- Washington state
- Washington, DC
What To Include
- Personal details: Include your name, position, and employee ID to assist with identification, especially in large organizations.
- Due date and leave duration: Mention your due date and planned leave duration, potentially starting a week or two before the due date for preparation.
- Colleague covering responsibilities: Identify a colleague who will cover your responsibilities, indicating any handover completed.
- Communication preferences: Specify communication preferences during leave, like email or call restrictions.
- Return to work: Express enthusiasm about returning to work to affirm your commitment.
- Maternity leave plan: Attach a detailed maternity leave plan for thorough preparation.
How To Write a Maternity Letter of Intent
Step 1: Format Correctly
Type the letter in a clear, professional font (e.g., Arial, Times New Roman, Helvetica) with one-inch margins on all sides.
Step 2: Include Essential Details
Begin with your address on the top left, followed by the date. Skip a line, then add your supervisor’s business address.
Step 3: Start with a Formal Greeting
Address your supervisor appropriately, e.g., “Dear Mr./Ms. [Last Name].”
Step 4: State Your Purpose Clearly
Open with the purpose of your letter—requesting maternity leave. Mention the expected period of leave with specific start and return dates.
Step 5: Discuss Workload Management
Propose how your duties could be covered during your absence. Be candid about any tasks you cannot complete and suggest alternatives.
Step 6: Communication During Leave
Outline your availability for communication and set clear boundaries for work-related contact.
Step 7: Plan for Returning
If you anticipate needing adjustments upon return, mention this. It’s okay to decide on these details later.
Step 8: Express Appreciation
Thank your employer for their understanding and support.
Step 9: Conclude with Your Signature
Sign off with your name and signature (for a physical letter), or simply type your name (for an email).
Remember, upon noticing pregnancy or adoption approval, it’s your right to request leave. Send the letter via hand, mail, or email, considering your company’s policy might offer negotiation or paid leave options. You’re entitled to up to 12 weeks of unpaid leave while retaining your job.
Supporting Documentation
You might need to provide specific documents as outlined by the Department of Commerce, which include:
- The official birth certificate of the newborn
- A consular report for children born outside the country
- Relevant healthcare documents
- The hospital admission paperwork related to the birth
- In case of adoption, the official adoption placement agreement
- For foster care situations, the formal foster care placement documentation
Sample Maternity Letter of Intent
[Your Home Address]
[City, State, ZIP Code]
[Email Address]
[Today’s Date]
[Supervisor’s Name]
[Company Name]
[Company Address]
[City, State, ZIP Code]
Dear Mr./Ms. [Supervisor’s Last Name],
I am writing to formally request maternity leave, as I am expecting a baby with the anticipated due date being [Your Due Date]. As per the company’s policy and the Family and Medical Leave Act (FMLA), I intend to take a total of [Number of Weeks] weeks of leave. I propose my leave to start from [Start Date] and to conclude on [End Date].
During my absence, I have discussed workload management with my colleague, [Colleague’s Name], who has agreed to cover my responsibilities. We have already started the handover process to ensure a smooth transition and continuous progress on our current projects. I have prepared a detailed maternity leave plan for [Colleague’s Name] and the team, which outlines ongoing tasks, project statuses, and key contacts.
While I am on leave, I prefer to be contacted via email for any urgent issues, and I will ensure to check my emails periodically. Please let me know if a more frequent check-in is necessary or if additional information is needed before my leave starts.
I am very much looking forward to returning to my position at [Company Name] after my maternity leave and contributing to our team’s success. I am also open to discussing any adjustments that might be required upon my return, to ensure a smooth transition back into the workplace.
Thank you very much for your understanding and support during this important time in my life. I appreciate the company’s flexible leave policies and the effort to accommodate employees’ family needs. Please let me know if there are any forms I need to complete or if you require further information from me at this stage.
I look forward to our discussion to finalize the arrangements for my maternity leave and am happy to assist in any way to make this process as seamless as possible.
Sincerely,
[Your Name]
[Your Position]
[Your Employee ID]
[Your Signature (if sending a hard copy)]
[Attachment: Detailed Maternity Leave Plan]
