Going on parental leave is common, but when you’re considering how to prepare for maternity leave, it’s common to feel alone and overwhelmed. 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.
For some parents, drafting this email can give rise to certain anxieties about how their time on leave will be perceived. Unfair and inaccurate stigmas about the impact of parenthood on professional commitments and career ambition, particularly for women, may play a role.
Notifying others that you’re going on maternity leave is a good opportunity to reinforce the message — for your own benefit as well as others’ — that you’re doing nothing wrong by taking time out for your family. It’s not an occasion to be apologetic, but a courteous way of letting colleagues know your availability.
So, how exactly should you go about doing that? Read on to find answers on common questions, such as how to finesse out of office messages as you prepare for maternity leave, 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, mums-to-be 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 — ones which can be wildly incorrect. That’s why experts agree that you should prepare your out of office (OOO) message well in advance. This will keep you well-prepared to notify people of your impending leave in an emergency or if you go into labour sooner than predicted.
In addition to writing an out of office email, it’s a good idea to separately inform key colleagues and clients of your absence further in advance. Consider reminding frequent clients on a regular basis so it doesn’t slip their mind and they’re able to prepare for working with your cover or to make other arrangements.
What to write in a maternity leave email
Your parental leave out of office email will be short, but you are likely to pore over every detail. Don’t worry — we’ve all been there. Here are expert tips to draft your maternity leave email message:
Be direct and to the point
Start with a brief, simple statement, such as, “I’m out of the office on parental leave.” How you word your message is up to you. Using the term “parental leave” can be a good way of normalising dads and other caregivers taking time off when a child is born.
Provide an alternative contact person
You’ll want to tell the email recipient who to contact while you’re gone. This helps ensure a seamless handover and makes life easier for your team, clients and other people you communicate with professionally.
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 so. However, it’s important to keep in mind that this date may change, and that’s why some people choose not to include specifics. Those who feel compelled to include a return date are well-advised not to pin themselves down: consider using a broader term such as “next year” or “in the spring”.
Consider pointing recipients to further resources
If your job involves acting as a resource to others, for instance, if you are a therapist or in another caring profession, it can be helpful to point your recipients to alternative support. This can give you peace of mind if your job involves the health, safety or wellbeing of your clients.
What to leave out of your maternity leave email message: an apology
It may be tempting to apologise for your absence, but it’s wholly unnecessary. Avoid any language that implies being sorry or defensive about leave that you’re fully justified in taking.
Should you include personal details in your maternity leave email message?
The purpose of this message is to notify professional contacts of your availability — nothing more, nothing less — which means you don’t have to share any personal information you’re not comfortable having others know about. This includes details about your upcoming birth, family or anything else. In other words, you are under no obligation to share candid, personal information. If you don’t feel comfortable describing your parental status in the first place, you don’t even have to mention it: just state that you’re on leave, and give the contact details of the appropriate person to reach out to while you’re away.
However, if you feel like being a bit more personal, you needn’t shy away from it. Mentioning your family news is often welcomed by kind, supportive messages — another little morale boost as you enter the world of parenthood. Acknowledging parental leave is also a small but important way of contributing to a wider culture where taking time away from work when having a baby is considered commonplace.
Using a maternity leave out of office sample email
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? An email example may help you get started. You can tweak the ones below to fit your personality and needs.
Simple and warm maternity leave sample email
I am on parental leave and am unavailable to contact via email. Please contact my colleague James (James@company.com) if your email concerns an ongoing project, or Sarah (Sarah@company.com) with any other queries. I look forward to being back in touch in January. Many thanks.
Short and concise maternity leave sample email
I am on leave and am not currently accessing emails. Please contact my colleague James (James@company.com) if your email concerns an ongoing project, or Sarah (Sarah@company.com) with any other queries. I look forward to being back in touch soon.
Detailed and personal maternity leave sample email
I am OOO spending time with my new baby, Olivia! Please contact my colleague James (James@company.com) if your email concerns an ongoing project, or Sarah (Sarah@company.com) with any other queries. If you’d like to see a picture of my new arrival, please ask my assistant Emma (Emma@company.com). I will be in touch on my return from parental leave and look forward to working with you then.
The bottom line
Aside from including the pertinent information — that you are going on leave, who to contact in your absence and (in some cases) your estimated return date — how to write a maternity leave email is entirely up to you. You can feel free to make the message your own! Keep things simple and straightforward if that suits you best, or add a little more personality if you think that’s apt.
Ultimately, your maternity leave out of office message isn’t something you need to overthink, and it’s something to be proud of. You can do this!
