In general, jobs for women are more secure and plentiful than at any other time in history. But many of us still worry that taking maternity leave will lead to being forgotten and replaced. These feelings are completely understandable!

This is why a well-written and professional out-of-office email message is such an important strategy. It will set your mind at ease while also instilling confidence in your boss, colleagues, and clients. This simple administrative act affirms your commitment to the success of the company and emphasizes your intention to return to your position.

So, what should you include in your automated message? It’s important to provide four points of information that will set clear expectations for your maternity leave.

• Why you are taking leave.
• When you will return to work.
• Who clients or team members should contact in your absence.
• How available or unavailable you will be on leave.

We also have provided a professional and a casual email template you can use for inspiration.

Why are you taking leave?

You have already talked to your boss and requested maternity leave. Before your maternity leave begins you will need to inform your co-workers and clients why you are not available. A great way to do that is an out-of-office email message.

Before writing your email message, you need to decide how much information you’re comfortable with sharing about your maternity leave. I recommend being straightforward about the cause of your absence by using the phrase “maternity leave.” This language reduces any concerns about your well-being and clearly communicates the temporary nature of your absence.

If you prefer to keep the reasons for your absence private, then say you’re on “extended leave” or “medical leave.” However, these reasons are a little ambiguous and may raise more questions than they answer, causing unnecessary concern. Ultimately, you should stick to your comfort level and be as brief and concise as possible.

When will you return to work?

If you’re like me, you will want to work up until the moment you go into labor. You should have your out-of-office email message ready to go a few weeks before you go on leave. Then you will not be trying to type it up on your phone in the middle of a contraction.

If you know when you will return from maternity leave you can place that date in the message. You can keep your return more general by saying, “I’ll be returning mid March” or “I expect to return in the Spring.”

Considering starting maternity leave before your baby arrives? Set your email message up a few days or weeks ahead of your intended maternity leave start date to prepare everyone for your absence. You may consider adding the date you will set your out-of-office message in your Maternity Leave Plan.

Who should clients or team members contact in your absence?

You probably have arranged for your clients or projects to be left in the capable hands of a few colleagues. In your message indicate your covering colleagues’ name, title, and contact information. This is especially important if the person who is handling your affairs is not someone your clients have previously worked with.

If you have multiple people covering your responsibilities then include the names and contact information for two to three co-workers. It may be wise to delegate someone to handle urgent matters requiring an immediate response.

By creating this line of communication you will decrease the chances of having to delegate tasks during your leave. You’ll provide clients and colleagues with the sense that you care about their needs and business goals.

How available or unavailable will you be?

You should consider how much time (if any) you want to spend working while you’re on maternity leave. If you don’t want to check your email or work phone during your maternity leave, more power to you! There are clear and appropriate ways to convey this in your response.

Do you plan to check your email, respond to quick inquiries, or redirect people when appropriate while you are away? Whatever you’re comfortable with, decide before your leave begins. Then set clear expectations, so no one expects a response you don’t intend to provide. In your email message you can say, “I will be checking emails periodically but will be unable to respond before my expected return date.”

Tone & Style

When deciding on the tone and style of your message, consider your company's culture. What type of relationship do you share with your out-bound email’s recipients?

• Is your culture more professional or more casual?
• Is your relationship with your coworkers seasoned or just developing?

When in doubt, I recommend keeping it professional, so no one doubts your commitment to the company or professional capacity. Experiment with a few styles and get creative weaving in your own personality.

Email Templates

Now that you know how to write an automated maternity leave message, let’s examine a professional and casual email example.

Template 1: Professional Out-of-Office Maternity Leave Email Template

Template 2: Casual Out-of-Office Maternity Leave Email Template

Enjoy Your Leave!

Remember, it is important to set clear expectations for your team and provide alternate contacts in your absence. Don’t over complicate the message. The people who you work with just need to know why you are gone, when you will return and who they should contact in the meantime.

With one simple message you can clearly communicate the information required to keep things at your job moving smoothly. You can have peace of mind that your work is taken care of while bonding with your sweet baby.