8 Maternity Leave Out of Office Messages

Preparing to take maternity leave is an exciting time, but it also requires careful planning to ensure your work responsibilities are covered while you’re away. Setting up proper out-of-office communications before your departure is essential for a smooth transition.

Steps to Take Before Going on Maternity Leave

Talk with Your Boss About Your Plans

The Family Medical Leave Act (FMLA) provides “12 weeks of unpaid leave, continued health benefits, and the right to return to your current or equivalent position.” However, benefits vary by organization. Discuss your specific leave timeline with management, as some employees choose to take time before the due date while others prefer scheduling afterward. Every situation is unique, so communicate openly with your boss about your plans.

Complete All Requirements for FMLA

Your HR department will help process your FMLA request, which typically requires pregnancy documentation. Your company is required to give you a statement of eligibility within five business days after you file your request. Make sure you start the process early so everything is in order before your leave begins.

Identify Colleagues to Fill In During Your Absence

Distributing responsibilities among multiple team members prevents any single person from feeling overwhelmed. Create documentation that includes the task name, how often it is completed, and a step-by-step process for each responsibility. This ensures a smooth handoff and makes it easier for your colleagues to manage your workload.

Set an Out of Office Reply

Your out-of-office message is one of the most important things to set up before you leave. Here are several templates you can customize for your situation:

Example 1: Task-Specific Contacts

Thank you for your email. I am currently out of the office on maternity leave and will not be available until [return date].

During my absence, please reach out to the following team members for assistance:

• For [Task A]: [Colleague Name] at [email] or [phone]
• For [Task B]: [Colleague Name] at [email] or [phone]
• For [Task C]: [Colleague Name] at [email] or [phone]

For all other inquiries, please contact my manager, [Manager Name], at [email] or [phone].

Thank you for your patience, and I look forward to connecting with you when I return.

Example 2: Return Date Focused

Hi there! Thank you for reaching out. I am currently on maternity leave and will be returning on [return date].

In my absence, please direct your inquiries to the appropriate team member:

• [Task A]: [Colleague Name], [email]
• [Task B]: [Colleague Name], [email]
• [Task C]: [Colleague Name], [email]

Thank you for your understanding, and I look forward to getting back to you upon my return!

Example 3: Brief and Professional

Thank you for your message. I am currently on maternity leave and will return on [return date].

For immediate assistance:

• [Task A] — Contact [Colleague Name] at [email]
• [Task B] — Contact [Colleague Name] at [email]

Best regards.

Example 4: No Email Access

Thank you for your email. I am currently on maternity leave and do not have access to email during this time. I will return on [return date].

For urgent matters, please contact [Colleague Name] at [email] or [phone]. They will be able to assist you or direct your inquiry to the appropriate person.

I will respond to your message upon my return. Thank you for your patience.

Example 5: Minimal with Alternative Contact

I am currently out of the office on maternity leave and will not have access to email. I will be returning on [return date].

If you need immediate assistance, please contact [Colleague Name] at [email] or [phone].

Thank you!

Set Outgoing Voice Message

Don’t forget to update your voicemail greeting as well. Here are a few templates:

Voicemail Template 1

“Hi, you’ve reached [Your Name]. I am currently out of the office on maternity leave and will be returning on [return date]. For immediate assistance, please contact [Colleague Name] at [phone number]. Otherwise, please leave a message and I will return your call when I’m back. Thank you!”

Voicemail Template 2

“Thank you for calling. I’m currently on maternity leave through [return date]. Please reach out to [Colleague Name] at [phone number] for any urgent needs. For non-urgent matters, feel free to leave a message and I’ll get back to you when I return.”

Voicemail Template 3

“Hi there! You’ve reached [Your Name]. I’m away on maternity leave until [return date]. For assistance while I’m out, please call [Colleague Name] at [phone number]. Thanks for your understanding!”

Final Thoughts

Taking the time to properly prepare your out-of-office communications before maternity leave ensures that your clients, colleagues, and contacts have the information they need while you’re away. By delegating tasks, documenting processes, and setting up clear auto-replies, you can enjoy your leave with peace of mind knowing everything is handled.