A kinder way to say “I'd like to request maternity leave”
Why it can fall flat
“I'd like to request maternity leave”
Usually it comes up when you first tell someone you're expecting, and “request” is often the right word. But with no dates or next step, the other person has to ask follow-ups, when you want to give clear notice and plan together.
Say this instead
- 01
Hi Aarti, I'm expecting in October and plan to start maternity leave around September 15. Could we meet this week to talk through dates, paperwork and handover?
Boss · Email
Use it for a first conversation when you already know roughly when you'll stop work.
- 02
Hi Robin, I'm expecting in March and need to talk about maternity leave. Can we find 20 minutes tomorrow? Thanks, Asha
Boss · SMS
Text is a low-key way to open the topic before you book a proper meeting.
- 03
Hi Ayesha, I'm expecting in the spring and would need maternity leave soon after joining. Could you share the policy and how it applies to new starters?
Recruiter / HR · Email
At the offer stage it gets you the policy in writing and tells the recruiter your timeline.
- 04
Hi Ian, my manager knows I'll be on maternity leave from early September. Could we set up time to go through my tasks so the handover is smooth?
Coworker · Chat
Handover is the point here, so send it once your manager already knows.
- 05
Hello Mr. Adams, I'll be on maternity leave from October 1. Harry Khan will be your contact while I'm away, and I'm happy to arrange an introduction before then.
Client · Email
Clients mostly want to know who to contact and from when, and this gives both.
- 06
Hi Meera, I'm due in late October and would like to take maternity leave from October 1. What do I need to submit, and who should I send it to?
Boss · Chat
If your company has a set HR process, this gets you the exact steps in writing.
- 07
Hi Neha, I'll be going on maternity leave from September 1. Can we meet Thursday to plan who covers what while I'm away, and what support you'd like before then?
Someone you manage · Chat
It turns the news into a plan for someone you manage, so they know what happens next.
Examples
Subject: Notice of maternity leave Dear Ms. Clarke, I am writing to give formal notice that I expect to start maternity leave on September 1. My baby is due in mid-September. I would like to discuss my expected return date, the paperwork required and the handover of my current projects at a time that suits you. Please confirm receipt of this notice and let me know what else HR needs from me. Kind regards, Asha Menon
Hi Ian, I wanted to let you know I'm expecting in January and will be taking maternity leave from mid-December. Can we find time this week to plan cover and handover?
What to avoid
- Leaving the message as a bare statement with no dates or next step makes the reader do the planning.
- Apologizing for needing leave or writing “I hope this isn't a problem” treats a normal part of work as a burden.
- Committing to a return date or to being reachable during leave before you've decided can box you in later.
- Sharing more medical detail than the person needs to plan is unnecessary.
- Announcing it to clients or colleagues before your manager knows can cause avoidable friction.