Maternity Leave Policy Template

Maternity Leave Policy

1. Purpose

This policy outlines [Company Name]'s maternity leave benefits and procedures to support employees during pregnancy, childbirth, and the postpartum period. We are committed to providing a supportive environment for expecting parents while maintaining compliance with applicable laws and regulations.

2. Scope

This policy applies to all female employees of [Company Name] who are expecting a child, including full-time, part-time, and contract employees who meet the eligibility requirements.

3. Eligibility

Employees are eligible for maternity leave benefits after completing [insert time period, e.g., 6 months/1 year] of continuous service with the company. Employees who do not meet this requirement may still be entitled to unpaid leave as required by law.

4. Leave Entitlement

4.1 Duration

Eligible employees are entitled to [insert number, e.g., 12-16] weeks of maternity leave

Leave may commence up to [insert number, e.g., 2-4] weeks before the expected delivery date

Additional unpaid leave may be available upon request and approval

4.2 Paid vs. Unpaid Leave

[Insert number] weeks of maternity leave will be paid at [insert percentage, e.g., 100%/75%/50%] of base salary

Any remaining leave will be unpaid, subject to applicable laws

Employees may use accrued paid time off (PTO) or sick leave to supplement unpaid portions

5. Notice Requirements

Employees should notify their supervisor and Human Resources of their pregnancy and intended leave dates as early as possible, preferably at least [insert time period, e.g., 30-60] days before the anticipated start date. Notification should include:

Expected delivery date

Proposed leave start and end dates

Plans for work coverage during absence

6. Medical Certification

Employees may be required to provide medical certification from their healthcare provider confirming:

Expected delivery date

Any medical necessity for leave prior to delivery

Fitness to return to work following leave

7. Benefits During Leave

7.1 Health Insurance

Health insurance coverage will continue during maternity leave under the same terms as if the employee were actively working

Employees remain responsible for their portion of premium contributions

7.2 Other Benefits

Accrual of vacation/PTO may continue for paid leave periods as specified in company policy

Retirement plan contributions and matching will continue according to plan terms during paid leave

Employees will not accrue seniority or service credit during unpaid leave portions

8. Return to Work

8.1 Position Guarantee

Employees returning from maternity leave will be restored to their original position or an equivalent position with equivalent pay, benefits, and terms of employment

Employees should confirm their return date with Human Resources at least [insert time period, e.g., 2 weeks] before the scheduled return

8.2 Extension of Leave

Requests to extend maternity leave beyond the standard period must be submitted in writing to Human Resources at least [insert time period, e.g., 2-4 weeks] before the scheduled return date

Extensions are subject to approval and may be granted as unpaid leave

8.3 Flexible Return Options

Employees may request flexible work arrangements upon return, such as reduced hours, remote work, or adjusted schedules

Such requests will be considered on a case-by-case basis depending on business needs and position requirements

9. Lactation Support

[Company Name] provides private, non-bathroom space for nursing mothers to express breast milk during working hours. Reasonable break time will be provided for this purpose as required by law.

10. Coordination with Other Leaves

Maternity leave may run concurrently with other available leaves including:

Family and Medical Leave Act (FMLA) leave (if applicable)

Short-term disability benefits

State-mandated pregnancy disability leave

Other applicable statutory leaves

11. Compliance with Laws

This policy is designed to comply with applicable federal, state, and local laws including but not limited to:

Family and Medical Leave Act (FMLA)

Pregnancy Discrimination Act (PDA)

Americans with Disabilities Act (ADA)

State and local pregnancy and parental leave laws

Where state or local law provides greater benefits or protections, those laws will apply.

12. Non-Discrimination

[Company Name] prohibits discrimination or retaliation against employees who take maternity leave or request accommodations related to pregnancy, childbirth, or related medical conditions.

13. Contact Information

For questions about this policy or to initiate maternity leave, please contact:

Human Resources Department: [email/phone]

Benefits Coordinator: [email/phone]

14. Policy Review

This policy is subject to change at the company's discretion. Employees will be notified of any material changes. This policy was last updated on [Date].

Acknowledgment

I acknowledge that I have received, read, and understand the Maternity Leave Policy. I understand that it is my responsibility to comply with this policy and to direct any questions to Human Resources.

Employee Signature: _________________________ Date: _____________

Employee Name (Print): _________________________

Maternity Leave Policy

1.PURPOSE:

1.1. To standardize the processing of Maternity Leave.

1.2. To notify all employees about the policy and procedure.

2.POLICY

2.1.Maternity Leave application must be booked as soon as the member of staff is confirmed pregnant; department head must be informed as soon as the pregnancy is confirmed, and this must be entered into the department’s leave plan, so that support for the service affected can be planned during this extended period of time that the employee is away. A 60 day limit applies here; extensions to this period of time must be approved by the COO/CEO.

2.1.1.Annual leave planning includes the number of people allowed on leave at any one time from a department. This number of people includes staff on Maternity leave.

2.2. Maternity leave governance is as per the normal annual leave procedure including cancellations and changes of dates, and departmental requirements of service, notwithstanding the employee’s rights.

2.3. The employee will be paid her full salary for 45 consecutive days including the period preceding and the period following her confinement, on condition that she has been in service for a continuous period of not less than one year by the time she delivers.

2.3.1.If she has not completed the aforesaid period of service, she shall be entitled to maternity leave with half pay according to Labor Law criteria.

2.3.2.On the expiry of maternity leave a female worker may be absent from her work without pay for maximum period of 100 consecutive or non-consecutive days if such absence is due to an illness (medical report required) preventing her from resuming her work.

2.4. If Maternity Leave is cancelled or needs to be postponed then the existing leave application must be withdrawn and a new application should be resubmitted.

2.5. The duration of the maternity leave is in accordance with the labor law; in case of premature delivery, all usual benefits apply.

2.6. The entitlement of rest periods after maternity leave will be in accordance with the labor Law

3.PROCEDURE

3.1.The Employee will notify the head of department of the confirmed pregnancy and the tentative due dates.

3.1.1.The head of department will immediately enter the planned maternity dates on the annual leave plan so that staff are aware that the slots allocated for annual leave during that time may be affected.

3.2. An online application form must be submitted one month before the delivery date.

3.3. Employee will get the system notification on leave approval within 2 to 5 working days from the respective Department manager and the HR manager.

3.4. Employees leave record will be updated in the system for future reference with access to the HR & Payroll departments respectively.

3.5. Employee can resubmit a revised leave form by withdrawing/cancelling the existing application and resubmitting a new leave application with revised dates.

4.REFERENCES

4.1. Labor Law

5.ATTACHMENTS

None

REVIEWED BY : ______________________________

SIGNATURE : ___________________

DATE : ___________________

APPROVED BY : ______________________________

SIGNATURE : ___________________

DATE : ___________________

Subject: Maternity Leave Request

Dear [Manager's Name],

I am writing to formally request maternity leave in accordance with company policy and applicable regulations. My expected due date is [Date], and I would like to begin my leave on [Start Date].

I am requesting [Number] weeks of maternity leave, with an anticipated return date of [Return Date]. I understand this may be subject to adjustment based on medical circumstances, and I will keep you informed of any changes.

During my absence, I propose the following arrangements to ensure continuity of my responsibilities: [Brief outline of coverage plan]. I am committed to completing all critical projects before my departure and will prepare comprehensive handover documentation for my colleagues.

I have attached the required medical documentation confirming my pregnancy and expected delivery date. Please let me know if you require any additional information or documentation to process this request.

I would appreciate the opportunity to discuss this request with you at your earliest convenience to finalize the arrangements and ensure a smooth transition.

Thank you for your understanding and support during this important time.

Sincerely,

[Your Name]

[Your Position]

[Date]

Subject: Approval of Maternity Leave Request

Dear [Employee's Name],

We are pleased to confirm approval of your maternity leave request as outlined in your communication dated [Date].

Your maternity leave is approved as follows:

Leave Start Date: [Date]

Expected Return Date: [Date]

Total Duration: [Number] weeks

You are entitled to [specify paid/unpaid leave details] in accordance with [company policy/applicable law]. Your benefits will continue during your leave period as per our standard policy.

During your absence, [Colleague's Name] will assume responsibility for your primary duties. We have arranged a transition meeting scheduled for [Date] to ensure proper handover of your responsibilities.

Please submit any outstanding documentation, including final medical certificates, to the Human Resources department by [Date]. You will receive separate communication regarding benefit continuation, payroll adjustments, and return-to-work procedures.

We wish you all the best during this exciting time and look forward to your return.

Best regards,

[Manager's Name]

[Title]

[Company Name]

[Date]

Subject: Request for Maternity Leave Extension

Dear [Manager's Name],

I am currently on maternity leave, which was scheduled to conclude on [Original Return Date]. I am writing to request an extension of my leave for an additional [Number] weeks, with a revised return date of [New Return Date].

This extension is necessary due to [brief explanation: medical recovery complications/childcare arrangements/bonding time/doctor's recommendation]. I have attached supporting documentation from my healthcare provider regarding this matter.

I understand this may require adjustments to the current coverage arrangements, and I apologize for any inconvenience this may cause. I remain committed to returning to my position and resuming my responsibilities as soon as circumstances permit.

Please let me know if you need any additional information to consider this request. I am available to discuss this matter at your convenience.

Thank you for your continued understanding and support.

Sincerely,

[Your Name]

[Date]

Subject: Early Return from Maternity Leave

Hi [Manager's Name],

I hope this message finds you well. I wanted to reach out regarding my maternity leave, which is currently scheduled to end on [Original Date].

I'm happy to share that my recovery has gone better than expected, and I'm ready to return to work earlier than planned. I would like to return on [New Earlier Date] if this works with the team's schedule.

I understand that [Colleague's Name] has been covering my responsibilities, and I want to ensure a smooth transition back. I'm flexible with the exact date if you need time to coordinate with the team.

Could we schedule a brief call to discuss the return logistics and catch up on any major developments I should be aware of?

Looking forward to rejoining the team!

Best,

[Your Name]

Subject: Urgent Medical Leave Extension Request

Dear [Manager's Name] and [HR Contact],

I am writing to inform you of an urgent situation requiring an extension of my maternity leave beyond the originally approved period ending [Date].

I have experienced medical complications following childbirth that require additional recovery time and ongoing medical care. My physician has advised that I will not be medically cleared to return to work until approximately [Date]. I have attached a medical certificate detailing the situation and the recommended leave extension.

I understand this creates challenges for the team, and I sincerely apologize for the unforeseen circumstances. I am requesting an additional [Number] weeks of leave to ensure proper recovery and medical clearance before resuming my duties.

Please advise on the necessary procedures and documentation required to formalize this extension. I am committed to staying in communication regarding my recovery progress and will provide updates as my situation evolves.

Thank you for your understanding during this difficult time.

Sincerely,

[Your Name]

[Date]

Subject: Request for Phased Return to Work

Dear [Manager's Name],

As my maternity leave concludes on [Date], I am writing to discuss a phased return-to-work arrangement that would help me transition back to full-time employment.

I would like to propose returning on a reduced schedule for the first [Number] weeks following my return. Specifically, I am requesting to work [Number] hours per week or [Number] days per week during this transitional period, with a plan to resume full-time hours by [Date].

This arrangement would allow me to gradually adjust to the demands of balancing work and new family responsibilities while maintaining my commitment to my role and the team's objectives.

I am open to discussing how this schedule can best accommodate the team's needs and am willing to consider alternative arrangements that achieve a similar goal. I believe this phased approach will ultimately benefit both my performance and the organization.

Please let me know if we can schedule a meeting to discuss this proposal in detail.

Thank you for considering this request.

Best regards,

[Your Name]

[Date]

Subject: Request for Remote Work Arrangement Post-Maternity Leave

Dear [Manager's Name],

I am writing to discuss my return to work following maternity leave, scheduled for [Date]. I would like to request a remote work arrangement for the initial [timeframe] following my return.

Working remotely would provide significant benefits in managing childcare logistics while ensuring I can fully dedicate myself to my responsibilities during work hours. I have a dedicated home office space and all necessary technology to perform my duties effectively.

I propose the following arrangement: [specific details such as "fully remote for 3 months" or "remote 3 days per week with 2 days in office"]. I am confident I can maintain my productivity and remain fully engaged with the team through regular video conferences and communication tools.

I understand this arrangement may require approval from multiple stakeholders, and I am happy to discuss any concerns or modifications to make this workable for everyone involved.

Thank you for considering this request. I look forward to our discussion.

Sincerely,

[Your Name]

[Date]

Subject: Resignation Following Maternity Leave

Dear [Manager's Name],

It is with mixed emotions that I write to inform you of my decision not to return from maternity leave and to formally resign from my position as [Job Title], effective [Date].

This has been an incredibly difficult decision. I have deeply valued my time with [Company Name] and the opportunities I've had to grow professionally and contribute to our team's success. However, after careful consideration of my family's needs and circumstances, I have concluded that I need to prioritize full-time parenting at this stage of my life.

I want to express my sincere gratitude for the support and understanding I have received from you and the team throughout my pregnancy and leave. The experience I gained here has been invaluable, and I have genuinely enjoyed working with such talented and dedicated colleagues.

I am committed to ensuring a smooth transition and am available to assist with any handover documentation or consultation during my notice period, even if remotely.

I hope to stay in touch and perhaps reconnect professionally in the future when circumstances allow.

Thank you for everything.

Warmest regards,

[Your Name]

[Date]