Farewell Letter to Colleagues Before Maternity Leave

A farewell letter to colleagues before maternity leave signals either the permanent or temporary departure of an employee who is taking time off to care of their new baby. There’s no doubt about it; childbirth is an exciting time for expectant parents, friends, relations, and co-workers. There’s so much involved in taking care of a newborn that companies grant the parent-to-be a maternity leave. Some workers take advantage of this leave, only to return later, while others leave permanently.


No matter which side of the fence you’re on, it’s considered a good form to announce your departure via a farewell letter before maternity leave to colleagues. This letter serves to notify your co-workers and management that you’ll soon be going on leave. The letter also provides your contact information, as well as any other details concerning your leave. Note that in some companies, fathers-to-be are given leaves as well.

How to Write a Farewell Letter Before Maternity Leave

When it comes time to write your own farewell letter before maternity leave to colleagues, know that it’s an easy task. However, if writing isn’t your thing, we’ve provided you with a simple guide to help you get started. Before you start, either check your employee handbook or chat with your manager in order to get the maximum amount of time allowed. Second, make sure you follow company protocol regarding pregnancies and leave time. Lastly, know that this is a farewell letter to your colleagues, not your boss. In other words, it’s not to be confused with the maternity leave letter you send your boss asking for leave. They are two different documents.

First, as these letters are not technically business correspondence, you can choose to keep the tone friendly and casual if you’d like. The farewell letter serves to inform and show gratitude. Keep in mind that not everyone may be familiar with your maternity leave, so be sure to include the date. Also, take this opportunity to let your co-workers know who grateful you are for any help they offered you during your pregnancy. Finally, remember to include your contact information in case they need to get in touch with you at home.


  • Include important dates
  • Remember to show gratitude
  • Include pertinent information specific to your situation
  • Let them know they can contact you at home at any time
  • Inform them of who will be handling your tasks while you’re away (optional)

How to Format Your Farewell Letter/Email

Each farewell letter will be unique. Some individuals have much information to include and individuals to thank, while others do not. Your letter may be simple, comprised of only three sections: Introduction, middle, and conclusion, and that’s okay. For others, their letter may be longer and more complex. For this article, we’ll show you the brief, 3 section letter, after which you are free to build up upon it as you see fit.

Section One

This is the introduction. Here, you’ll state the purpose of your farewell letter, as well as list any crucial dates.

Section Two

This is where you are free to elaborate. You can take this chance to extend your gratitude to those you work with, department heads or the company itself. Mention how they’ve been kind enough to assist you during your pregnancy, and so on.

Section Three

Time to tie up any loose ends. Let your colleagues know who will be handling your duties. Include your contact information as well. It’s a good idea to remind them that they can contact you if they have questions, as they might not wish to bother you during this time.

Last Day Before Maternity Leave Email (Format)

If you need just a little nudge to get you going, then take advantage of the sample format below. You can use it for practice or to help you write your final letter.

Dear {Individual Name, Colleagues, Department, etc.}

Time marches on. It seems as if only yesterday I learned of my pregnancy, and today I’m notifying you of my upcoming maternity leave. My leave will begin on {Start Date} and last for four weeks. While this is an exciting time for me, it’s also a little unnerving as this is my first child.

I’d like to take this opportunity to thank {Name(s)} for their continued support. Without your consideration and assistance things at {Company Name} would be very different, I’m sure. I’d also like to extend my thanks to our department head, {Name}, for granting me this extended leave.

Finally, I’d like to acknowledge {Name(s)} as they’ll be attending to my duties while I’m away. If you have any questions, they are more than able to handle them. Also, I include my contact information, {Email, Phone} if you need to consult with me during my maternity leave.


Wendy Blake

Maternity Leave Goodbye Email to Colleagues

The sample maternity farewell letter below uses an introduction, middle and conclusion. Note that the letter contains crucial dates, a show of gratitude, names of those who will handle your duties, and your contact information. If you’d like to add more, then please do so.

Dear Colleagues,

This letter is about my upcoming maternity leave, which begins February 17, 2021. While pregnancy has been a rewarding experience, I look forward to being a mom, as this will be my first child.

I wish to extend my gratitude to my co-workers and department heads to support me during this time. As you know, my pregnancy has not been an easy one, but with your help, it’s been a much smoother route. I look forward to rejoining you in four weeks, as I’ll be spending that time learning how to take care of my new little boy.

As for work-related responsibilities, Sarah, Richard, and Colleen have agreed to split my duties. As such, I know my clients will be in excellent hands while I’m away. I include an attachment that lists my contact information if any of you need to get in touch with me.

Again, thanks for everything!

Lily Baker

Maternity Leave Thank You Message to Colleagues (Word Template)

Farewell letter to colleagues before maternity leave


First of all, congratulations on welcoming your bundle of joy into your home! As you can see, using a maternity leave farewell letter helps to bridge the gap until you return. Your fellow employees are informed when you leave and return. Plus, they know how grateful you are for their assistance during the past months. By including your contact information and encouraging them to use it if they need help, they are secure in the knowledge that if something with a client does pop up, you’ll have their back.