Maternity Leave Application 2026: Guide, Calculator, Rights & Samples
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Congratulations on your growing family! As you prepare for this new chapter, the last thing you want to worry about is workplace paperwork. However, a formal maternity leave application is crucial not just as a courtesy, but as a legal record that secures your paid leave and job role under the Maternity Benefit Act.
Whether you are a teacher, a software developer, or a factory employee, this guide covers how to write a maternity leave letter that ensures a smooth handover and a worry-free break.
What You’ll Explore in this Blog
- A maternity leave date calculator to estimate your 26-week leave period using your expected due date.
- Practical tips to avoid delays, confusion, and follow-ups.
- Maternity leave rights under the Maternity Benefit Act (Amended 2017).
- Steps to write a clear maternity leave application.
- 10 ready-to-use maternity leave samples for common workplace scenarios.
- Approval letter formats for HR and employers for official confirmation.
What is a Maternity Leave Application? (and why You Need It)
A maternity leave application is a formal written request submitted to an employer to notify them of your intent to take time off for childbirth or adoption. In India, this ensures your leave is documented under the Maternity Benefit Act, 1961, for paid time off.
5 Key Details to Include in Your Application:
- Exact Dates: Your start date and expected return date (based on the 26-week rule).
- Statutory Reference: Mention the Maternity Benefit Act, 1961, to clarify pay eligibility.
- Handover Plan: Who will handle your current projects while you are away?
- Contact Availability: Clarify if you will be available for emergencies or strictly offline.
- Medical Attachments: Reference your doctor’s certificate or expected delivery date (EDD) document.
Know Your Rights: Maternity Leave Rules in India (2026)
The Maternity Benefit (Amendment) Act, 2017, governs the maternity benefits in India. These benefits ensure financial security and job stability for working women during childbirth, adoption, or miscarriage. Understanding the provisions of this Act prevents confusion about leave length, salary continuity, and job security, simplifying the process for both the HR teams and employees.
10 Key Entitlements under the Maternity Benefit Act
Duration of Leave
- For the first two surviving children, a woman can take up to 26 weeks of paid maternity leave, out of which 8 weeks can be taken before the expected delivery date.
- The remaining leave can be availed after childbirth
Maternity Leave for the Third Child
- If a woman has two or more surviving children, the entitlement is 12 weeks of paid leave
- Of this, 6 weeks can be taken before delivery
Miscarriage or Medical Termination
- In case of miscarriage or medical termination of pregnancy, a woman is entitled to 6 weeks of paid leave
- The leave begins immediately after the miscarriage
- Medical proof may be required as per company policy
Adoptive and Commissioning Mothers
- Adoptive and commissioning mothers are entitled to 12 weeks of paid maternity leave
- The leave starts from the date the newborn child is handed over to the mother
Eligibility Criteria
- A woman must be employed with the organization for at least 80 days in the 12 months preceding the expected delivery date
- The Act applies to establishments with 10 or more employees across both public and private sectors
Salary during Maternity Leave
- Eligible women receive full wages calculated on their average daily earnings. Accurate calculation is vital here; most companies use automated payroll software to ensure compliant and timely disbursements, so you don’t face payment delays
- Salary is paid at the average daily wage rate
Protection of Employment
The Act ensures that a woman:
- Is entitled to paid maternity leave
- Is protected from dismissal during pregnancy or maternity leave
- Does not face adverse changes in employment conditions due to pregnancy
Work From Home Option
- If the nature of work permits, employers may allow work from home during pregnancy.
- After the maternity leave period, work-from-home can continue for a mutually agreed duration between the employee and the employer.
Creche Facilities
- Establishments with 50 or more employees are mandated to provide access to a creche facility
- Mothers are allowed to visit the creche up to four times a day, including rest intervals
Additional Leave and Employer Obligations
- Additional leave may be granted if further recovery time is medically required
- Employers who violate the provisions of the Act can face penalties, including imprisonment
Related Reading: Deep dive into the specific laws and potential hurdles in our guide to Maternity Leave in India: Benefits & Eligibility.
Maternity Leave Date Calculator (India)
Confused about Your Maternity Leave Timeline?
Enter your tentative due date, and this calculator shows both your leave start date (up to 8 weeks before delivery) and your expected end date, based on the total 26 weeks allowed under the Maternity Benefit Act.
How to Write a Maternity Leave Application (Step-by-Step)
A well-written application clearly communicates the required details and helps avoid unnecessary follow-ups later.
Here is a simple guide you can follow to draft a professional maternity leave application:
Step 1: Start with a Warm, Professional Greeting
Begin with a polite, direct salutation, such as “Dear [Manager’s Name]”.
Step 2: Clearly State Your Request
Get straight to the point by mentioning that you are formally applying for maternity leave.
Include:
- Your expected leave start date
- Your tentative return timeline
If your dates are not yet medically confirmed, it is perfectly acceptable to share an estimated schedule. You can confirm the exact dates once you are closer to the time.
Step 3: Explain Your Handover Plan
A solid handover plan is your best defense against unwanted work calls during your leave. By clearly outlining who is handling your tasks now, you can fully disconnect and bond with your baby without worrying about what’s happening back at the office.
Briefly mention:
- Tasks or projects you plan to complete before the scheduled leave date
- Colleagues or team members who will handle responsibilities in your absence
- Any documentation or notes you will prepare to assist your colleagues in managing your work
- Ongoing projects that need a smooth transition
Also, ensure your attendance and leave balance are updated in the Leave Management System to simplify HR tasks and manage work responsibilities.
Step 4: Set Communication Expectations
Clearly mention whether you will be completely offline or available for limited communication during your leave. If you are open to communication, specify the preferred mode of contact. Keep it clear to avoid any confusion during your leave
Step 5: Confirm Your Intention to Return
Reassure your manager that you look forward to resuming work after your maternity leave.
Step 6: Close on a Positive Note
Thank your manager and team for their support and understanding during this important phase in your life.
7 Tips to Submit Your Leave Request with Confidence
- Nervous? Try telling your manager verbally in a 1-on-1 meeting first. It makes sending the formal letter much easier!
- Check your company’s Maternity Leave Policy and legal entitlements, so you know exactly what to ask for.
- Time it Right: Submit your application early (ideally at the start of the third trimester) to give the team time to prepare.
- Discuss responsibilities with your colleagues before mentioning them in the letter.
- Attach Proof: Have your medical documents and due date certificate ready to attach immediately.
- Keep it Professional: Proofread for clarity to avoid unnecessary back-and-forth questions.
- Save a Copy: Always keep a record of your submitted application for future reference.
Maternity Leave Application Format, Templates & Samples
Note:
Need a different format? (Email, Corporate, or Formal) We have a full kit of editable templates waiting for you at the top. Scroll up to download the one that fits your needs. ⬆️ Go to Top to Download Kit.
Sample Maternity Leave Letter to Employer (Word Format)
Date: August 22, 2025
Nikita Makwana
Senior WordPress Developer
[Department Name]
[Employee ID, if applicable]
To,
Manoj Gosai
Team Manager
Zebra Pvt. Ltd.
Ahmedabad – 380001
Dear Mr. Gosai,
I am writing to submit my maternity leave application in accordance with the company’s maternity leave policy. As advised by my doctor, I plan to begin my maternity leave on September 1, 2025, and resume my duties on March 1, 2026.
During my absence, Ms. Ankita Patel will handle ongoing tasks and project updates. I will hand over all the necessary documentation and project details before my leave commences to avoid any disruption to work.
I will remain reachable for any urgent matters, within reasonable limits, during my leave period. Kindly let me know if any additional forms or medical documents are needed to process my request.
Thank you for your support and understanding. I look forward to rejoining work after my maternity leave.
Yours sincerely,
Nikita Makwana
Template 1: Standard Maternity Leave Application (Word Format)
Subject: Formal Maternity Leave Application – [Your Name]
Dear [Manager’s Name],
As we discussed my pregnancy, I am writing to formally confirm my maternity leave plan. Per my doctor’s advice, my expected delivery date is [Date].
I plan to start my maternity leave on [Start Date] and look forward to rejoining the team on [Tentative Return Date].
To ensure the team doesn’t miss a beat while I’m away, I have prepared a handover plan. [Colleague’s Name] has graciously agreed to manage my current projects.
I have attached my medical certificate for your records. Thank you for your continued support during this exciting time for my family.
Warm regards, [Employee Name]
Template 2: Simple Maternity Leave Email to Manager
For quick communication, you may prefer a maternity leave email.
Subject: Maternity Leave Letter – [Your Name]
Hi [Manager’s Name],
I’m writing to formally request maternity leave from [Start Date] to [End Date], in line with our company policy.
I’ve already synced with [Colleague’s Name] regarding my pending tasks to ensure a smooth workflow in my absence. I’ll make sure all my files are uploaded to the shared drive before I leave.
Please let me know if you need any other documents from my side to process the leave.
Thanks for being so supportive!
Best,
[Employee Name]
Template 3: Maternity Leave Format for Teachers & Faculty
This maternity leave sample can be used by teaching staff to apply for pregnancy leave.
[Date]
[Your Name]
[Designation – Teacher]
[Department / Subject]
[School / Institution Name]
To,
[Principal’s / Head of Department’s Name]
[School / Institution Name]
Subject: Application for Maternity Leave
Dear [Name],
I am writing to formally apply for maternity leave starting from [start date] to [end date], as per my eligibility under the organization’s maternity leave policy.
I would like to inform you that the syllabus for [class/grade/subject] has been completed up to [chapter/unit name]. The remaining portions, revision plans, and assessment schedules have been documented and shared with [substitute teacher’s name] to ensure uninterrupted academic progress for students during my absence.
I will ensure all necessary academic records, lesson plans, and evaluation details are handed over in advance.
Thank you for your understanding and support.
Sincerely,
[Your Name]
Template 4: Corporate Maternity Leave Letter (Private Sector)
The sample pregnancy leave application can be used by office employees to apply for maternity leave.
[Date]
[Employee Name]
[Designation]
[Department]
[Employee ID]
To,
[Manager’s Name]
[Company Name]
Subject: Application for Maternity Leave
Dear [Manager’s Name],
I am writing to formally apply for maternity leave from [start date] to [end date], in accordance with company policy and statutory provisions.
I have planned the handover of my current responsibilities and ongoing projects to [colleague’s name]. Detailed project notes, timelines, and reference documents will be shared to ensure continuity of work during my absence.
Please let me know if any additional information or documentation is required from my side.
Thank you for your support and cooperation.
Sincerely,
[Your Name]
Template 5: Pregnancy Leave Application for Factory/Shift Workers
This is a pregnancy leave application can be used by factory/shift workers to apply for maternity leave.
[Date]
[Employee Name]
[Employee ID]
[Designation / Shift]
[Department]
To,
[Supervisor’s / Manager’s Name]
[Factory / Unit Name]
Subject: Application for Maternity Leave
Dear [Name of Manager],
I am writing to formally apply for maternity leave from [start date] to [end date], in accordance with company policy and statutory provisions.
I have discussed shift coverage with [colleague’s name/supervisor], and arrangements have been planned to ensure smooth continuation of operations during my absence. All work instructions and safety-related details will be handed over before my leave begins.
Kindly let me know if any further formalities are required.
Thank you for your understanding.
Sincerely,
[Your Name]
Template 6: Emergency/Early Maternity Leave Request
[Date]
[Your Name]
[Designation]
[Department]
[Employee ID]
To,
[Manager’s Name]
[Company Name]
Subject: Request for Early Commencement of Maternity Leave
Dear [Manager’s Name],
I am writing to request a revision to my approved maternity leave schedule. My maternity leave was earlier approved from [original start date] to [original end date].
Due to recent medical advice, I have been advised to begin my maternity leave earlier than planned. I therefore request that my maternity leave commence from [revised start date] instead.
I will share the required medical documentation in accordance with company policy and have already informed [colleague’s name] regarding the handover to ensure a smooth transition.
Your understanding and support in this matter are greatly appreciated.
Sincerely,
[Name]
Template 7: Maternity Leave Extension Application
This application can be used for the extension of maternity leave
Date: [Date]
From,
[Name]
[Designation]
[Department Name]
[Employee ID, if applicable]
To,
[Manager’s Name]
[Company Name]
Subject: Request for Extension of Maternity Leave
Dear [Manager’s Name],
I am currently on maternity leave, which is scheduled to end on [original end date]. I am writing to formally request an extension of my maternity leave until [new end date].
For medical reasons
This request is based on medical advice, and the additional time will help ensure proper recovery before resuming work responsibilities. I can provide supporting medical documents if required.
OR
For personal reasons
This request is based on personal reasons, and the additional time will help me manage my responsibilities before resuming work.
I sincerely appreciate the support and understanding the organization has extended during this phase. I remain committed to rejoining work on [joining date] after the extended leave period and will coordinate with my team as required.
Thank you for your consideration. I look forward to your approval.
Yours sincerely,
[Employee Name]
Template 8: After Maternity Leave Joining Application
Submit this to HR on or before your joining date to formally mark the end of maternity leave and resume employment in the company records.
[Date]
[Your Name]
[Employee ID]
[Designation / Department]
To,
[Manager’s Name]
[Company Name]
Subject: Application for Rejoining After Maternity Leave
Dear [Manager’s Name],
I am writing to formally inform you that my maternity leave concludes on [end date] and that I will resume my duties from [joining date], as per the approved leave period.
I confirm that I will resume my duties from the above date. Kindly let me know if any formalities, documentation, or system updates are required from my end to complete the rejoining process.
Thank you for the support and cooperation extended to me during my maternity leave.
Sincerely,
[Your Name]
[Contact Details]
Template 9: Request for Work From Home Arrangement (Post-Maternity)
The sample letter can be used to request work-from-home arrangements for factory/shift workers applying for maternity leave.
[Date]
[Your Name]
[Designation]
[Department]
[Employee ID]
To,
[Manager’s Name]
[Company Name]
Subject: Request for Work From Home Arrangement Post Maternity Leave
Dear [Manager’s Name],
I am writing to request a temporary work-from-home arrangement upon the completion of my maternity leave, effective [date] for [duration, for example, three months]. This request is subject to mutual discussion and approval.
Given the nature of my role, I believe my responsibilities can be effectively managed remotely for this period. I will remain fully available during working hours and ensure the timely completion of assigned tasks.
I request your kind consideration of this arrangement in accordance with company policy.
Thank you for your support.
Sincerely,
[Your Name]
For HR: Maternity Leave Approval Letter Format
A maternity leave approval letter is a formal confirmation from the employer that the employee’s request for maternity leave has been approved.
A standardised leave approval format ensures consistency, reduces HR effort, and reassures employees about job security.
This letter serves as an official record for HR, payroll, and compliance purposes.
Subject: Maternity Leave Approval Letter Format
[Date]
To,
[Employee’s Name]
[Designation / Department]
Dear [Employee’s Name],
This is to confirm that your maternity leave request has been approved from [start date] to [end date], in accordance with company policy and applicable statutory provisions.
During this period, please ensure that all assigned responsibilities and handover activities are completed as discussed, to allow smooth continuity of work. We look forward to your return as per the communicated schedule.
Wishing you good health and all the very best during this time.
Sincerely,
[Name]
[Designation – HR / Manager]
[Company Name]
Bonus: Out of Office (OOO) Auto-Responder Templates
Option 1 (Professional):
Subject: On Maternity Leave – Returning [Date]
Hi there,
Thanks for your email. I am currently on maternity leave and will be away from [Start Date] to [End Date].
I will not be checking email during this period. For urgent matters regarding [Project A], please contact [Colleague Name] at [Email Address].
Best, [Employee Name]
Option 2 (Friendly/Human):
Subject: OOO: Welcoming a new family member!
Hi!
I am away on maternity leave, starting [Date], to welcome a new little one into our family. I plan to return on [Return Date].
While I’m away getting used to sleepless nights, [Colleague Name] is handling my accounts. You can reach them at [Email].
Thanks for understanding! [Name]
Final Thoughts
Maternity leave applications play a significant role in ensuring well-documented records and compliance with legal provisions. This guide will assist you not only with writing a maternity leave acceptance letter but also with ensuring that all necessary details, including the leave date, workload, and the handover process, are documented.
Read Further:
Frequently Asked Questions
1. Is a Written Maternity Leave Application Mandatory?
Yes, a formal application will help the HR department properly record leave in writing and in compliance with the relevant regulations.
2. Can I Take Maternity Leave during my Probation Period?
Yes. You are eligible for maternity leave during probation if you have worked at least 80 days in the 12 months prior to your delivery date. The Maternity Benefit Act applies to all employees regardless of confirmation status.
3. Is an Email Acceptable for a Pregnancy Leave Application?
Yes, provided it includes key details such as the time frame, commencement date, and delivery date.
4. When Should I Submit My Maternity Leave Application?
Preferably, 6-8 weeks before you are due or according to company policy.
5. How do I Write a Maternity Leave Letter for a School/Teaching Job?
And yes, teachers have to make arrangements for lesson continuity and find someone to cover for them.
6. What are My Leave Rights in Case of a Miscarriage?
The Maternity Benefit Act grants an employee six weeks of paid leave immediately following a miscarriage. This leave is available upon submission of the required medical proof. The entitlement applies regardless of the stage.
7. How do I Write an Application for an Extension of Maternity Leave?
You may submit a letter of extension of maternity leave with medical evidence in case it is necessary.
8. Can I Extend My Leave beyond 26 Weeks?
Yes, but it is subject to employer approval. The Maternity Benefit Act mandates only 26 weeks of paid leave. To extend your leave, you must request to use earned leave, sick leave, or unpaid leave, which depends entirely on your company policy.
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