Maternity leave application template
Copy the text below and replace everything in square brackets with your company details.
From
[Employee Name]
[Designation], [Department]
Employee ID: [Employee ID]
Date: [Date]
Ref: Maternity leave notice, expected date of delivery [Expected Delivery Date]
To
[HR Manager Name]
Human Resources Department
[Company Name]
[Office Address]
Copy to: [Reporting Manager Name], [Manager Designation]
Subject: Application for maternity leave
Dear [HR Manager Name],
I am writing to inform you that I am expecting a baby, and my expected date of delivery is [Expected Delivery Date], as stated in the enclosed certificate from [Doctor Name], [Hospital or Clinic Name]. I have been working with [Company Name] since [Date of Joining].
I request maternity leave of [26 weeks / 12 weeks, as I have two or more surviving children] from [Leave Start Date] to [Leave End Date]. I plan to resume work on [Resumption Date]. If the delivery takes place earlier or later than expected, I will inform you and send the hospital's certificate so the dates can be adjusted.
I have prepared a handover plan with [Manager Name]. Until my last working day on [Last Working Day], I will complete the following:
- Hand over [ongoing work, for example: the quarterly vendor audit files and supplier contacts] to [Colleague Name].
- Document the status of open items in [Tracker or Shared Folder].
- Brief [Colleague Name] on [recurring tasks, for example: the monthly GST reconciliation].
Please let me know the documents needed for the maternity benefit, and whether it will be paid by the company or through ESI in my case. [I would also like to discuss working arrangements for my return, such as the crèche facility or flexible hours, if the company's policy provides for them.]
Thank you for your support.
Yours sincerely,
[Employee Name]
[Designation]
Mobile: [Mobile Number]
Signature: ____________
Enclosure: Medical certificate dated [Certificate Date]
For HR use
Maternity leave sanctioned from [Leave Start Date] to [Leave End Date], [Number] weeks, with pay as per law.
HR: [HR Name], Signature: ____________, Date: ____________
What to include
The legal entitlement
Maternity benefit is up to 26 weeks of paid leave, or 12 weeks for a woman with two or more surviving children, once she has worked 80 days in the preceding 12 months. HR should confirm eligibility in writing.
Doctor's certificate with the due date
The expected date of delivery from a doctor anchors the leave dates. Attach the certificate, and update HR with the hospital's certificate after delivery if the dates move.
Start date and return date
Give the date the leave starts and the planned return date. The employee chooses the start date within the rules, and the team uses both dates to plan cover.
Handover without pressure
A handover plan helps the team, but the employee should not be pressed to postpone leave or keep working from the hospital. Managers should plan cover as soon as the notice arrives.
Return arrangements
Raise questions about the crèche facility, flexible hours or work from home early, so the return is planned. See the rights of women employees for related protections.
Common mistakes to avoid
- Waiting until the last week of pregnancy to inform HR and the manager.
- Applying for maternity leave without the doctor's certificate showing the due date.
- Managers asking the employee to shorten leave or work during leave to meet a deadline.
- HR treating maternity leave as unpaid because the employee is on probation, without checking eligibility.
- Not updating the leave dates after an early or late delivery.
Run it in ZeniaHR
HR sets up maternity leave as a leave type in ZeniaHR with its own rules, such as gender, minimum service and a document needed after a set number of days. The employee applies from My Self-Service, HR keeps the doctor's certificate in her documents, and the request goes to her reporting manager and then HR. The approved leave shows on the team leave calendar, so the manager can plan cover for the whole period.
See it on your own data
A 30-minute demo on a video call. We set up your departments, shifts and leave rules and show attendance, leave and payroll running for your team. Free for your first 50 employees.
Book a free demoSee pricingFrequently asked questions
How many weeks of maternity leave are allowed in India?
Up to 26 weeks of paid leave for a woman who has worked at least 80 days in the 12 months before the expected delivery. A woman with two or more surviving children gets 12 weeks. These are the entitlements under the Code on Social Security; a company may offer more but not less.
When should I apply for maternity leave?
Apply several weeks before you plan to start the leave, with a doctor's certificate showing the expected date of delivery. Early notice lets your manager arrange cover and gives HR time to confirm eligibility and pay. If your plans change, update HR in writing.
Is maternity leave available during probation?
Eligibility depends on having worked 80 days in the preceding 12 months, not on confirmation. A woman on probation who meets the 80-day condition is eligible. HR should confirm this in writing rather than treating probation as a bar.
Who pays maternity benefit for employees covered under ESI?
For women covered under ESI, the maternity benefit may be paid through ESI rather than directly by the employer, subject to its conditions. HR should check the employee's ESI coverage and contribution record and explain which route applies. Employees not covered under ESI receive the benefit from the employer.