Template letter to confirm maternity leave: 4 free examples for employers and employees
Need to confirm maternity leave in writing? Here are four free templates for employers and employees, plus guidance on what to include and when to send it.
Tassia O'Callaghan•March 18, 2026
Most managers don't handle maternity leave confirmations every week. So when it comes up, there's usually a moment of: what exactly do I need to put in writing, and when do I need to send it?
The short answer: more than you might think, and sooner than you probably plan to. A confirmation letter isn't just a formality. It's a record that protects both sides, sets clear expectations, and removes ambiguity at a moment when clarity matters.
Below you'll find four free templates covering the most common scenarios, along with guidance on what to include and how to get the wording right.
What should a maternity leave confirmation letter include?
The details vary slightly depending on whether you're the employer or the employee writing the letter, but the core information is the same in both cases.
Employee name, job title, and department
Confirmed leave start date
Expected return-to-work date (provisional is fine, as long as you say so)
Who to contact with questions before or during leave
One thing that often gets skipped: pay. It's usually what the employee is most anxious about, and leaving it vague creates unnecessary stress. Even if the position is straightforward (e.g., unpaid FMLA leave, or standard statutory pay), spell it out.
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When should the confirmation letter for maternity leave be sent?
As soon as possible after the employee formally notifies you of their intention to take leave.
In the US, employers are required to notify employees of their FMLA eligibility and rights within 5 business days of a leave request. In the UK, employers must confirm the end date of maternity leave within 28 days of receiving formal written notice from the employee.
Don't sit on it. A delayed confirmation holds up handover planning, cover arrangements, and the employee's ability to prepare. Aim to send it within a few working days of notification.
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Free maternity leave confirmation letter templates
Whether you're an employer confirming the details or an employee putting your intentions in writing, having the right template saves time and removes the guesswork. Copy the one that fits your situation, fill in the bracketed fields, and adjust the pay section to reflect your actual arrangement.
1. Employer to employee: Standard confirmation letter
Use this when you're confirming an employee's maternity leave after receiving their formal notification. This covers the key details most employers need to communicate and is suitable for both US and UK contexts, adjusted for the relevant pay section.
[Company name] [Company address]
[Date]
[Employee full name] [Employee address or email]
Subject: Confirmation of maternity leave
Dear [Employee name],
I am writing to confirm the maternity leave arrangements we discussed on [date of conversation or notification].
Your maternity leave is confirmed as follows: - Leave start date: [date] - Expected return-to-work date: [date] — please note this is provisional and you are welcome to update us closer to the time. - Total leave duration: [number of weeks] - Pay during leave: [Confirm the applicable arrangement. For example: 'Your leave will be unpaid under the Family and Medical Leave Act, as per your employment agreement. You are entitled to use any accrued paid time off concurrently.' Or: 'You will receive Statutory Maternity Pay for the first 39 weeks of your leave, at the rates set by the government.' Adjust to reflect your actual arrangement.]
Your position as [job title] will be held open for you. We will confirm your return-to-work arrangements in writing no later than [date].
Keeping in touch: [Optional — include if applicable: 'We have agreed that you will use up to [X] keeping-in-touch days during your leave for [specific events or meetings]. Any arrangements will be confirmed separately and in advance.']
If you have any questions before your leave begins, please contact [HR or manager name] at [email address].
We wish you all the best for this time.
Yours sincerely, [Manager or HR name] [Job title] [Company name]
2. Employee to employer: Formal notification and confirmation request
Use this if you're the employee formally notifying your employer of your intention to take maternity leave, and requesting written confirmation of the arrangements. Sending this in writing creates a clear paper trail from the start.
[Your name] [Your address or email address]
[Date]
[Manager or HR contact name] [Company name] [Company address]
Subject: Maternity leave notification and confirmation request
Dear [Manager or HR contact name],
I am writing to formally notify you of my intention to take maternity leave, and to request written confirmation of the arrangements.
My expected due date is [date]. I plan to begin maternity leave on [planned start date], or earlier if circumstances require.
My intended return-to-work date is [date], though I understand this may be subject to change and I will give you as much notice as possible.
I would be grateful if you could confirm the following in writing: - My leave start and end dates as recorded by the company - My pay entitlement during the leave period - Any agreed keeping-in-touch arrangements - The process for confirming my return-to-work date
Please let me know if you need any further information or documentation from me.
This template is tailored for US employers confirming leave under the Family and Medical Leave Act. Note that under FMLA, employers must also provide the official Notice of Eligibility and Rights (WH-381) and Designation Notice (WH-382). This letter is a companion communication, not a replacement for those federal forms.
[Company name] [Company address]
[Date]
[Employee full name] [Employee address or email]
Subject: Confirmation of FMLA maternity leave
Dear [Employee name],
This letter confirms the Family and Medical Leave Act (FMLA) leave arrangements for your upcoming maternity leave.
FMLA leave details: - Leave start date: [date] - Expected leave end date: [date] - Total FMLA leave: [number of weeks, up to 12 weeks in a 12-month period] - FMLA designation date: [date] - Pay and benefits during leave: [Confirm applicable arrangement. For example: 'Your FMLA leave will be unpaid. You are required/permitted to use your accrued [PTO/sick leave/vacation] concurrently during this period, as per company policy.' Adjust as applicable.]
[Confirm benefits continuation: 'Your group health benefits will continue during your FMLA leave on the same terms as if you had continued to work. Your employee contribution of [amount] will remain due during this period.']
Job protection: Upon return from FMLA leave, you are entitled to reinstatement to the same or an equivalent position, as provided under the FMLA.
Please note that this letter is a confirmation of your leave arrangement. You should also have received, or will separately receive, the official FMLA Notice of Eligibility and Rights (Form WH-381) and Designation Notice (Form WH-382) as required by the Department of Labor.
If you have questions about your leave, please contact [HR contact name] at [email address].
Yours sincerely, [HR or manager name] [Job title] [Company name]
4. Keeping-in-touch (KIT) day confirmation
If you've agreed keeping-in-touch days during maternity leave (which is common in the UK, where employees can work up to 10 KIT days without ending their leave) it's worth confirming the arrangement in writing each time.
This template covers a single KIT day confirmation.
[Company name]
[Date]
[Employee name] [Employee email]
Subject: Keeping-in-touch day confirmation
Dear [Employee name],
Following our conversation, I'm writing to confirm the keeping-in-touch (KIT) day we have agreed for [date].
Details: - Date: [date] - Hours: [start time] to [end time] - Location / format: [in-office / remote / hybrid] - Purpose: [e.g., team meeting, project handover, training day]
Pay for this KIT day: [Confirm pay rate. For example: 'You will receive your normal daily rate of [amount] for this day. Statutory Maternity Pay will not be affected, as this falls within your agreed KIT day allowance.']
Please note that your maternity leave is not affected by this arrangement and continues as confirmed previously.
If you have any questions or need to make any changes, please contact [HR or manager name] at [email address].
Yours sincerely, [Manager or HR name] [Job title] [Company name]
US vs UK maternity leave: Key differences to know
The templates above are designed to work in both contexts, but there are a few important differences between the two systems.
In the US, the Family and Medical Leave Act provides up to 12 weeks of unpaid, job-protected leave for eligible employees at covered employers. Employers must issue formal FMLA notices within five business days of a leave request. There's no federal paid maternity leave, though some states have their own paid family leave programs.
In the UK, eligible employees can take up to 52 weeks of statutory maternity leave regardless of how long they've worked for the employer. Statutory Maternity Pay is available for eligible employees for up to 39 weeks. Employers must respond to a maternity leave notification with written confirmation of the leave end date within 28 days.
Always verify current entitlements and requirements with your legal or HR advisor before finalizing any communication. For US employers, the Department of Labor's FMLA guidance is the authoritative reference.
Tips on getting the wording right
Getting the content right is only half the job. How you phrase things, and what you choose to include or leave out, shapes how the letter is received at what's often a significant moment for the employee. Here's what to keep in mind before you send.
Be specific about dates: 'Approximately' or 'around' creates problems later. If a date is provisional, say so, but still include a working date.
Don't skip the pay section: This is usually what employees are most focused on. State it clearly, even if the answer is unpaid leave.
Keep a warm but professional tone: This is a significant moment for the employee. The letter doesn't need to be cold or purely administrative; a brief line acknowledging the occasion is appropriate.
Confirm the next steps: A good confirmation letter tells the employee what happens next: when they'll hear about cover arrangements, when they should confirm their return, and who to contact in the meantime. That closure matters.
Research on workplace communication by Russell and Woods, published in the Journal of Occupational and Organizational Psychology (2023), found that ambiguous or poorly managed workplace correspondence is a significant driver of employee stress. Getting formal communications like this one right, clearly worded and sent promptly, is one of the simpler ways to reduce that friction.
Staying on top of formal correspondence
Maternity leave confirmations are one of several types of formal employment correspondence that need to go out accurately and on time. If you're managing a team inbox alongside a full workload, it's easy for these to slip. Fyxer organizes your inbox and drafts replies so time-sensitive emails like these are flagged and ready for your attention.
Template letter to confirm maternity leave: 4 free examples for employers and employees | Fyxer
