As an employment law attorney and business template specialist with over 12 years of experience drafting HR documents for U.S. companies, I’ve written hundreds of maternity leave letters for employers across every state. Today I’m giving you my battle-tested, attorney-reviewed maternity leave letter template from employer to employee – completely free – along with everything you need to customize it correctly and stay compliant.
This maternity leave letter from employer confirms the employee’s leave dates, pay status, benefits continuation, job protection rights under FMLA and state laws, and return-to-work expectations. Download the Word and PDF versions at the end of this article.
A clear, written maternity leave letter from employer to employee is not just good HR practice – in many cases it’s legally required. Under the federal Family and Medical Leave Act (FMLA) and several state laws, employers must provide written notice of rights and obligations when an employee becomes eligible for maternity leave (see U.S. Department of Labor Wage and Hour Division Fact Sheet #28Q).
Using a professional maternity leave letter template protects your company from:
Click below to download my 2025-updated template in both formats:
Download Maternity Leave Letter Template – Word (.docx)
Download Maternity Leave Letter Template – PDF
Your maternity leave letter from employer must reference the correct laws based on company size and location. Here are the main ones I include in every template:
| Law | Eligibility | Key Protections |
|---|---|---|
| FMLA (Federal) | 50+ employees; employee worked 12 months & 1,250 hours | 12 weeks unpaid, job-protected leave; health benefits continue |
| PUMP Act (Federal) | Nearly all employers | Break time and private space to pump for up to 1 year post-birth |
| Pregnant Workers Fairness Act (PWFA) | 15+ employees | Reasonable accommodations for pregnancy-related limitations |
| California CFRA/Paid Family Leave | 5+ employees (CFRA) | 12 weeks job-protected + partial wage replacement |
| New York Paid Family Leave | All private employers | Up to 12 weeks paid leave at 67% of pay |
Source: U.S. Department of Labor – FMLA | EEOC – PWFA
Here is the exact text I use in my paid client templates – now free for you:
[Company Letterhead]
[Date]
[Employee Full Name]
[Employee Address]
[City, State, ZIP]
Subject: Approval and Details of Your Maternity Leave
Dear [Employee First Name],
We are delighted to congratulate you on the upcoming birth of your child and are pleased to approve your request for maternity leave.
The following outlines the terms of your approved leave:
Job-Protected Leave Entitlement
You are eligible for up to 12 workweeks of unpaid, job-protected leave under the Family and Medical Leave Act (FMLA) within a 12-month period. This leave will run concurrently with any available state-mandated leave (e.g., California CFRA, New York PFL, etc.).
Pay During Leave
[Choose one or combine:]
◻ This will be unpaid leave.
◻ You will receive [X] weeks of paid maternity leave under company policy.
◻ You have elected to use [X] hours of accrued PTO/vacation/sick leave.
◻ You are eligible for state paid family leave benefits (see enclosed instructions).
Continuation of Health Benefits
Your group health insurance coverage will be maintained under the same terms as if you were actively working. [If applicable: You are responsible for your normal premium share, which should continue to be paid through payroll deduction or direct payment.]
Return to Work
We look forward to your return on [Date]. Please provide at least two weeks’ advance notice if you wish to return earlier or need an extension for medical reasons. Upon return, you will be restored to your original or equivalent position with equivalent pay, benefits, and terms of employment.
Required Documentation
Please submit the Certification of Health Care Provider for Employee’s Serious Health Condition (WH-380-E) no later than [Date], if you have not already done so.
We have enclosed the U.S. Department of Labor’s FMLA Employee Rights poster and Notice of Eligibility and Rights & Responsibilities (Form WH-381) as required.
Please contact me directly with any questions. Congratulations again – we wish you a healthy and joyful maternity leave!
Sincerely,
[Your Name]
[Your Title]
[Direct Phone] | [Email]
Over the years, I’ve developed this simple checklist I run through with every client:
In my practice, these are the top errors that trigger DOL complaints:
Sometimes the standard template needs tweaking:
This article and the attached maternity leave letter template are for informational purposes only and do not constitute legal advice. Laws vary by state and change frequently. Always consult with licensed employment counsel in your jurisdiction before issuing official correspondence. Sources: IRS.gov (for reference only), U.S. Department of Labor, and EEOC regulations current as of November 2025.
Download your free maternity leave letter from employer to employee template today and handle this important moment with professionalism and care.