Between 2012 and 2017, Statistics Canada reported that over 2.3 million Canadian parents took a leave of absence from work for the birth or adoption of a child. Although you’re entitled to 15 weeks of EI maternity benefits and a further 35 weeks of parental benefits, it’s normal to have mixed feelings about being away from work for so long. You may feel concerned about how others will view your absence and unsure about how to share the news. In particular, you may not know how to approach your maternity leave out-of-office message, which might be the first way some of your contacts learn about your upcoming leave.
Caregiving is often undervalued in our culture, and many women are still dealing with the “motherhood penalty,” where they’re falsely seen as less committed to their careers after becoming moms. That’s why it’s so important to set the right tone in your out-of-office message.
So, how exactly should you go about doing that? Below, we answer common questions about how to finesse your maternity and/or paternity leave out-of-office messages, including when to write them, what to say, and a few examples to get you started.
When should you set up a maternity leave out-of-office message?
In an ideal world, parents would know exactly when their babies are going to arrive and could draft their maternity leave messages right before that date. But babies often have their own plans, and due dates are only estimates — estimates that can be wildly incorrect. That’s why experts agree that you should prepare your out-of-office message well in advance.
Drafting your maternity leave message in advance means you’ll have one less thing to do in the busy run-up to your baby’s arrival, and knowing it is ready and saved in your drafts will alleviate any stress during this significant life event. This message is also a great opportunity to thank colleagues or clients for their best wishes, which helps foster goodwill and maintain positive relationships during your absence.
What to include in a maternity leave email message
Your maternity leave out-of-office message will be short, but you will likely be scrutinizing every detail. Don’t worry — we’ve all been there. Here are expert tips to draft your message:
Be direct and to the point
Start with a brief, simple statement, such as, “I am currently on maternity/paternity leave from [start date] and plan to return around [return date/period].” If you don’t know your exact return date, simply provide a general timeframe.
Provide an alternative contact person
You’ll want to tell the email recipient who to contact while you’re gone, with specific names, email addresses, and phone numbers. And, of course, you should also ensure these colleagues are briefed and willing to be contacted.
Decide how to share information about your return
You can include information about when you’ll be back from parental leave, and most people do this. However, it’s important to keep in mind that this date may change, and that’s why some people choose not to include specifics. You may indicate the time of year you’ll be back, rather than a specific date. For example, you could say, “I look forward to talking in the new year,” or “I expect to resume working on this project in the fall and look forward to it!”
Consider pointing recipients to further resources
Along with an alternative contact, consider including links to relevant documents or FAQs that can assist email recipients in your absence. This proactive approach helps streamline workflow and demonstrates your commitment to ensuring things run smoothly even when you’re not around.
What to leave out of your maternity leave email message: an apology
Avoid the temptation of apologizing for being away. You are legally entitled to take maternity and paternity leave and shouldn’t have to worry about your job while you’re about to start the hardest job in the world — being a parent!
Should you include personal details in your maternity leave email message?
Your message may be about a personal life event but doesn’t need to include any details about your birth plans, family, or anything else. In other words, you are under no obligation to share candid, personal information. Feel free to express your joy and anticipation, but balance it with the professionalism expected in workplace communications.
Maternity leave out-of-office message examples
OK, so let’s get down to the nitty-gritty. What exactly do you say in a maternity leave out-of-office message, and in what order? Here are some example emails to get you started. You can tweak these to fit your personality and needs.
Simple and warm maternity leave message
I am on parental leave and unavailable by email. Please contact John (John@company.com) if your email is related to a current project or Anna (Anna@company.com) for other matters. I look forward to reconnecting in January.
Thank you so much.
Short and concise maternity leave message
I am currently on leave and not checking this email account. Please contact John (John@company.com) if your email is related to a current project or Anna (Anna@company.com) for other matters.
I look forward to reconnecting soon.
Detailed and personal maternity leave message
I hope this message finds you well.
I am currently on maternity leave from [start date] and plan to return around [return date/period]. During this time, I will have limited access to my email.
For immediate assistance, please contact John (John@company.com) or Anna (Anna@company.com). [He/She/They] will be able to help you with [specific tasks or projects] or direct you to the appropriate person for other matters.
Thank you for your understanding and support during this special time.
I look forward to reconnecting with you upon my return.
Warm regards.
The bottom line
Aside from including the pertinent information — that you are taking leave, who to contact in your absence and (in some cases) your estimated time of return — how you word a maternity leave out-of-office email is entirely up to you. You can feel free to make the message your own!
But ultimately, your message isn’t something you need to overthink. So set it and forget it — you’ve got this!
