Maternity time off message templates: How to inform your boss, team, and clients

Stepping into maternity leave comes with a mix of excitement, preparation, and practical choices about how to transition your work. The first messages you send about your plans often shape how supported you feel in the months ahead. A clear maternity time off message brings everyone onto the same page, sets expectations early, and gives your team the clarity they need to keep things moving while you focus on your growing family. When colleagues and clients know what to expect and who to contact, the shift into leave naturally feels calmer and more organized for everyone involved.

Strong communication helps you protect your time, hand over responsibilities with confidence, and create space to step away without loose ends pulling at your attention. And with thoughtful wording, your message can feel professional, reassuring, and true to you.

How do I inform my boss about maternity leave?

Telling your manager is usually the first step. Many people share the news after their first trimester, but timing varies depending on your comfort, your health, and the physical demands of your role. Some people share earlier if they need adjustments or medical appointments.

Most employers outline their maternity leave requirements in their employee handbook or internal HR system. The U.S. Department of Labor recommends reviewing your company’s maternity or parental leave policy before speaking with your manager so you understand eligibility, documentation needs, and your rights under company or federal regulations.

A direct, calm, and structured message works well. Managers want to know when you're planning to start maternity leave, how long you expect to be away, and what support you need before you go.

What to include in your message

Focus on four key pieces of information:

• Your expected due date
• Your planned maternity leave start date
• How long you expect to be away (or whether you’ll confirm the return date later)
• Your next steps to prepare your handover

If you already know which tasks you'll transition to which colleagues, you can mention that here. If you don’t, simply state that you'll prepare a detailed plan.

You don’t need to include every detail in the first email. What matters is showing your manager that you're thinking ahead. You can confirm your full handover plan in a separate document or follow-up meeting. Many companies expect a full transition plan closer to your start date.

A simple line works well:

“I’m preparing a handover plan that outlines responsibilities, timelines, and coverage. I’ll share it with you soon so we can review it together.”

Email templates to notify your boss about maternity leave

Sharing the news with your manager can feel like a big step, so having the right words ready makes the process much easier. Clear, calm communication helps you outline your plans and gives your manager confidence that everything is under control. These templates offer simple starting points you can personalize in a few minutes.

Template 1: Short and direct

Subject: Maternity Leave Plans

Hi [Manager Name],

I wanted to share that I’m expecting a baby, with a due date of [date]. I plan to begin maternity leave on [start date]. I’ll confirm my expected return date once I speak further with HR.

I’m preparing a detailed handover plan that covers ongoing projects, deadlines, and day-to-day tasks. I’ll share it with you for review soon.

Please let me know if you’d like to schedule time to discuss next steps.

Thank you for your support.
[Your Name]

Template 2: More detailed version

Subject: Maternity Leave Planning

Hi [Manager Name],

I’m writing to share that I’m expecting a baby, due on [date]. After reviewing our company policy, I plan to start maternity leave on [start date]. I’ll confirm any needed HR documentation shortly.

I’ve begun outlining my handover plan, including project owners, timelines, and expectations for urgent requests. Once the document is ready, I’d like to walk through it together to make sure everything is covered.

If you’d prefer, I’m happy to meet to discuss coverage options before finalizing the plan.

Thank you for your support.
[Your Name]

Template 3: For when you want to schedule a conversation first

Subject: Request to Discuss Maternity Leave Planning

Hi [Manager Name],

I hope you’re doing well. I wanted to share that I’m expecting a baby, with a due date of [date]. As I start preparing for maternity leave, I’d like to set up time to discuss my suggested start date, coverage, and next steps.

I’ve already begun outlining my transition plan and would appreciate the chance to walk through it with you.

Please let me know a time that works for you.

Thank you,
[Your Name]

Template 4: If you’re unsure of your exact dates

Subject: Maternity Leave Planning

Hi [Manager Name],

I wanted to share that I’m expecting a baby, due on [date]. Based on early planning, I anticipate starting maternity leave around [approximate date], but I’ll confirm this once I’ve spoken with HR and my doctor.

I’m preparing a transition plan to make sure everything is covered while I’m away, and I’ll send it over soon.

Happy to discuss timing when convenient.

Thank you,
[Your Name]

Template 5: Warm and personable version

Subject: Maternity Leave Plans

Hi [Manager Name],

I’m excited to share that I’m expecting a baby, due on [date]. I’d like to start my maternity leave on [date]. I’m putting together a transition plan so everything is organized, and I’d love to go through it with you once it’s ready.

Thank you for all your support as I prepare for this new chapter.
[Your Name]

Template 6: For when your role involves client relationships

Subject: Upcoming Maternity Leave

Hi [Manager Name],

I wanted to let you know that I’m expecting a baby, due on [date], and plan to start maternity leave on [date]. I’ve started preparing a transition plan for my client accounts and ongoing projects, including introductions and documentation to make sure coverage is clear.

When you have time, I’d appreciate discussing the rollout plan so we can keep everything seamless for clients.

Thanks so much,
[Your Name]

Template 7: If your leave date may depend on medical guidance

Subject: Maternity Leave Notice

Hi [Manager Name],

I’d like to share that I'm expecting a baby, due on [date]. I’m planning to begin maternity leave around [date], although this may adjust slightly depending on medical advice. I’ll keep you updated as my due date approaches.

I’m working on a transition plan and will send it soon. Happy to meet to discuss timing or coverage.

Thank you,
[Your Name]

Template 8: When your boss already knows you're pregnant

Subject: Confirming My Maternity Leave Dates

Hi [Manager Name],

As discussed, I wanted to formally confirm my maternity leave plans. My due date is [date], and I plan to begin maternity leave on [start date]. I’ll update you if anything shifts based on medical guidance.

I’m finalizing my handover plan, including project owners, timelines, and coverage details, and I’ll share it with you shortly. Please let me know if there’s anything specific you’d like included.

Thanks again for your support,
[Your Name]

Related read: 8 OOO templates for your next auto-reply

How to write a maternity leave email

Once your manager is informed, the next step is notifying your team, colleagues in other departments, and anyone who depends on your work. This message should reflect your company culture and give colleagues clarity on what to expect while you're out.

A helpful structure looks like this:

1. State your maternity leave dates
2. Confirm who will handle your responsibilities
3. Share your boundaries for urgent and non-urgent communication
4. Offer a short reassuring message about continuity
5. Thank your colleagues for their support

Team announcement template

Subject: Maternity Leave Plans and Coverage

Hi team,

I want to share that I’ll be starting maternity leave on [date], with an expected return around [date]. Between now and then, I’ll continue preparing project updates and handover notes.

During my leave:
- [Colleague 1] will take the lead on [project/task]
- [Colleague 2] will manage [project/task]
- For urgent questions, please contact [manager or backup]

I’ll make sure everything is documented and ready before my last day so the transition feels straightforward for everyone.

Thanks so much for your support.
[Your Name]

Maternity leave out-of-office templates

When your leave begins, your out of office message becomes the main touchpoint for clients, partners, and colleagues who email you. A well-written maternity leave out of office message sets expectations clearly and prevents confusion while you’re away.

Experts in workplace communication often highlight the importance of directing people to the right contact quickly, which reduces delays and helps protect your time after your leave begins.

Below are templates you can customize based on your role and your communication style.

1. Standard professional maternity leave OOO

Subject: Out of Office (Maternity Leave)

Thank you for your message. I’m currently on maternity leave and will return on [date].

For urgent matters, please contact [Name] at [email]. For general inquiries, reach out to [Team inbox or colleague].

I won’t be checking email during this period, but the team will be happy to assist you.

2. Friendly but concise maternity leave OOO

Subject: Out of Office (Maternity Leave)

Hi, and thanks for reaching out. I’m on maternity leave until [date] and won’t be checking email.

If you need help while I’m away, please contact [Name] at [email]. They’ll be able to support you.

3. Client-facing maternity leave OOO

Subject: Out of Office

Thank you for your message. I’m currently on maternity leave until [date]. Your projects will continue smoothly with support from [Name], who can be reached at [email].

For anything urgent, please copy [Manager] at [email].

I appreciate your patience during this time.

4. Slack or Teams OOO status for maternity leave

Status: On maternity leave until [date]. Contact [Name] for support: [email or handle].

5. Maternity leave handover message overview for Slack or Teams

Hi everyone,

I’m signing off for maternity leave today. Coverage has been finalized and documented.

Please reach out to:
- [Name] for [type of tasks]
- [Name] for [type of tasks]

Thanks for all your support. I’ll see you in [season/month of return].

When’s the best time to start maternity leave?

Most people begin maternity leave around 36 to 38 weeks of pregnancy, although the right timing depends on your personal circumstances. The American Pregnancy Association notes that factors such as physical symptoms, the length or difficulty of your commute, medical guidance, and the demands of your role all play a part in determining when to step back. Some people choose to start earlier if they need additional rest, while others work closer to their due date because it suits their schedule or comfort level.

Your health, the nature of your work, your employer’s policy, the support available to you, and any upcoming deadlines can all shape the timing of your leave. Once you know when you'd like to start, a simple and direct message usually works well. For example:

“I plan to start maternity leave on [date], but I’ll keep you updated if anything changes based on medical guidance. I’ll make sure all handover materials and coverage details are finalized before my last day.”

Tips for writing a clear maternity time off message

Writing a maternity time off message becomes much easier when you know exactly what to focus on. A few simple choices keep your communication organized, professional, and easy for others to act on. These tips help you set expectations confidently so the transition feels smooth for everyone.

• Keep it concise: Your message doesn’t need to cover everything at once. Stick to dates, coverage, and next steps.
• Share dates early: This helps your team plan workloads, projects, and timelines.
• Clarify who to contact in your absence: People appreciate having a clear point of contact so they aren’t left guessing.
• Prepare a handover document: Structured transitions reduce stress and improve team performance. A clear document helps colleagues step in confidently.
• Match the tone to your company culture: Some workplaces prefer very formal communication. Others respond well to warmth and friendliness. Choose what feels most natural within your organization.

A smoother maternity leave handover with the right tools

Preparing to step away from work for maternity leave becomes much easier when your systems support clarity and consistency. Fyxer helps organize email communication, draft replies, summarize meeting notes, and keep everything structured so your handover feels effortless. With a clearer inbox, fewer loose ends, and documentation that stays up to date, you’re not juggling admin in your final weeks before leave.

A calm transition sets you up for a confident return.

Maternity leave email FAQs

When should I tell my manager I’m pregnant?

Most people share the news between 12 and 16 weeks, but timing is personal. If your role involves physical demands or exposure risks, you may choose to tell your manager earlier so they can support you with adjustments. It can also help to share sooner if you need schedule flexibility for medical appointments or symptom management.

Can I change my maternity leave dates later?

Yes. Plans sometimes shift because of health, job needs, or unexpected timing. Check your employer’s policy and communicate updates as soon as you can. Most managers understand that pregnancy can be unpredictable, and a quick update keeps everything aligned.

Do I need separate maternity leave messages for colleagues and clients?

Yes. Colleagues need information about coverage and handover. Clients need reassurance about continuity and who to contact while you’re away. Tailoring each message helps the right people get the right details without overwhelming them.

Should I include my return date in my maternity leave email if I’m unsure?

You can share an estimated return date and note that you’ll confirm it later after finalizing HR or medical details. Many people do this to set expectations without committing prematurely. A simple estimate helps your team plan ahead while still giving you room to adjust.