Pregnancy Notification Letters: Templates & How-to Guide

Sample Letter 1: Formal Notification to HR Department

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

HR Department
[Company Name]
[Company Address]

Subject: Notification of Pregnancy

Dear HR Department,

I am writing to formally notify you of my pregnancy. My expected due date is [Due Date]. I would like to schedule a meeting to discuss my maternity leave options and benefits as outlined in company policy.

Thank you for your time and attention to this matter. I look forward to speaking with you soon.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 2: Informal Notification to Direct Supervisor

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Supervisor’s Name]
[Supervisor’s Title]
[Company Name]
[Company Address]

Subject: Pregnancy Notification

Dear [Supervisor’s Name],

I am writing to let you know that I am pregnant. My expected due date is [Due Date]. I wanted to inform you as soon as possible so we can begin planning for my maternity leave. I will be formally notifying HR as well.

I’d like to discuss my options and how best to manage my responsibilities leading up to my leave. Please let me know when would be a good time to chat.

Thank you,
[Your Signature]
[Your Typed Name]

Sample Letter 3: Requesting Workplace Adjustments

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

HR Department
[Company Name]
[Company Address]

Subject: Pregnancy Notification and Request for Accommodation

Dear HR Department,

I am writing to formally notify you of my pregnancy. My expected due date is [Due Date]. In addition to notifying you of my pregnancy, I am also requesting some temporary adjustments to my work environment to ensure a comfortable and safe pregnancy.

Specifically, I am requesting [Specific Adjustment, e.g., more frequent breaks, relocation of workstation]. I believe these adjustments will allow me to continue performing my duties effectively. I am happy to discuss these requests further and provide any necessary medical documentation.

Thank you for your consideration.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 4: Follow-up After Initial Notification

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[HR Contact Person’s Name]
[HR Contact Person’s Title]
[Company Name]
[Company Address]

Subject: Follow-up to Pregnancy Notification

Dear [HR Contact Person’s Name],

This is a follow-up to my previous notification of pregnancy, dated [Date of Initial Notification]. I would like to schedule a meeting to discuss my maternity leave in more detail, including the start and end dates, available benefits, and any paperwork I need to complete.

Please let me know what time works best for you. Thank you for your assistance.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 5: Simple and Direct Notification

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Supervisor’s Name]
[Supervisor’s Title]
[Company Name]
[Company Address]

Subject: Pregnancy Announcement

Dear [Supervisor’s Name],

I am writing to inform you that I am pregnant. My expected due date is [Due Date]. I will be in touch soon to discuss maternity leave planning.

Thank you,
[Your Signature]
[Your Typed Name]

Sample Letter 6: Requesting Clarification on Maternity Leave Policy

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

HR Department
[Company Name]
[Company Address]

Subject: Inquiry Regarding Maternity Leave Policy

Dear HR Department,

I am writing to notify you of my pregnancy. My expected due date is [Due Date]. I would appreciate it if you could provide me with detailed information regarding the company’s maternity leave policy, including eligibility requirements, duration of leave, pay structure, and benefits continuation.

Thank you for your assistance in this matter.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 7: Acknowledging Receipt of Maternity Leave Information

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[HR Contact Person’s Name]
[HR Contact Person’s Title]
[Company Name]
[Company Address]

Subject: Acknowledgment of Maternity Leave Information

Dear [HR Contact Person’s Name],

Thank you for providing me with the information regarding the company’s maternity leave policy. I have reviewed the documentation and will be in touch shortly to discuss my specific leave plan.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 8: Notification with Proposed Maternity Leave Dates

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Supervisor’s Name]
[Supervisor’s Title]
[Company Name]
[Company Address]

Subject: Pregnancy Notification and Proposed Maternity Leave

Dear [Supervisor’s Name],

I am writing to inform you that I am pregnant. My expected due date is [Due Date]. Based on my understanding of the company’s maternity leave policy, I am proposing to begin my leave on [Start Date] and return to work on [End Date].

I am open to discussing these dates further and ensuring a smooth transition during my absence. Please let me know if you have any questions.

Thank you,
[Your Signature]
[Your Typed Name]

Sample Letter 9: To coworkers, after informing management

Subject: Some Personal News

Hi Team,

I wanted to share some exciting news with you all. I’m expecting a baby! My due date is [Due Date].

I’ve already spoken with [Supervisor’s Name] about my upcoming maternity leave. I plan to keep you all updated as things progress. I appreciate your understanding and support as I prepare for this next chapter. I’m committed to ensuring a smooth handover of my responsibilities before I go on leave.

Best,
[Your Name]

Sample Letter 10: Informing a client (optional, depending on relationship)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Client’s Name]
[Client’s Title]
[Client’s Company]
[Client’s Address]

Subject: Important Update Regarding Our Project

Dear [Client’s Name],

I am writing to inform you that I am expecting a baby. My due date is [Due Date], and I will be taking maternity leave starting around [Start Date]. I want to assure you that I am committed to ensuring a seamless continuation of our project during my absence.

I will be working closely with [Colleague’s Name], who will be taking over my responsibilities. We will schedule a meeting to introduce you to [Colleague’s Name] and ensure a complete understanding of the project’s status and next steps. We’ll be in touch soon to arrange that meeting.

Thank you for your understanding.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 11: Requesting a change in role due to pregnancy

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Supervisor’s Name]
[Supervisor’s Title]
[Company Name]
[Company Address]

Subject: Request for Temporary Role Change Due to Pregnancy

Dear [Supervisor’s Name],

I am writing to inform you of my pregnancy. My expected due date is [Due Date]. Due to [mention reason, e.g., physically demanding nature of the role, exposure to certain chemicals], I am requesting a temporary change in my role until I begin my maternity leave.

I am confident that I can contribute effectively in a [suggest alternative role or tasks] capacity. I am open to discussing alternative roles within the company and am willing to undergo any necessary training. Thank you for your understanding.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 12: Notifying Employer While Applying for New Job

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Hiring Manager’s Name]
[Hiring Manager’s Title]
[New Company Name]
[New Company Address]

Subject: Application for [Job Title] – Disclosure of Pregnancy

Dear [Hiring Manager’s Name],

Thank you for considering my application for the [Job Title] position. I am very interested in this opportunity. I also wanted to be transparent about my current situation. I am pregnant and my expected due date is [Due Date].

I am committed to performing the duties of this role to the best of my ability and I am confident that I can successfully manage both my work responsibilities and the demands of pregnancy and new motherhood. I would be happy to discuss any concerns you may have. I am available for an interview at your earliest convenience.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 13: To a Landlord, if applicable (for home-based business)

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[Landlord’s Name]
[Landlord’s Address]

Subject: Notification of Pregnancy (Home-Based Business)

Dear [Landlord’s Name],

I am writing to inform you that I am expecting a baby. My due date is [Due Date]. As I operate my business, [Business Name], from home, I wanted to make you aware of this change in my household.

I don’t anticipate this will have a significant impact on the property, but I wanted to provide you with advance notice. If you have any concerns or questions, please don’t hesitate to contact me.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 14: Extending Maternity leave

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[HR Contact Person’s Name]
[HR Contact Person’s Title]
[Company Name]
[Company Address]

Subject: Request to Extend Maternity Leave

Dear [HR Contact Person’s Name],

I am writing to request an extension of my maternity leave. My current leave is scheduled to end on [Original End Date]. I would like to extend it until [New End Date].

This additional time will allow me to [Provide Reason for Extension – e.g., continue bonding with my child, address unforeseen childcare needs]. I understand this extension may affect coverage plans and I am happy to discuss any adjustments that need to be made to accommodate this change. I am grateful for your consideration of this request.

Sincerely,
[Your Signature]
[Your Typed Name]

Sample Letter 15: Return from Maternity Leave Notification

[Your Name]
[Your Address]
[Your Phone Number]
[Your Email Address]

[Date]

[HR Contact Person’s Name]
[HR Contact Person’s Title]
[Company Name]
[Company Address]

Subject: Notification of Return from Maternity Leave

Dear [HR Contact Person’s Name],

This letter is to formally notify you of my return to work from maternity leave on [Date of Return]. I am looking forward to resuming my duties and contributing to the team again. Please let me know if there is anything I need to do to prepare for my return.

Thank you for your support and understanding during my leave.

Sincerely,
[Your Signature]
[Your Typed Name]