Getting ready for maternity leave usually comes with plenty of handover tasks. One small detail that can take longer than expected is writing your maternity leave out of office message.
The wording needs to tell people you are away, that you will read email, and where they can get help. The tone may also change depending on whether clients, coworkers, or customers will see it.
Some replies can stay formal and brief. Others can sound warmer, and a workplace with a relaxed culture may allow a little humor.
What Should a Maternity Leave Out of Office Message Include?
Most messages only need a few details. The receiver should be able to understand your availability without reading a long explanation. You also don’t need to share personal details about your pregnancy.
- Leave status: Say that you are currently away on maternity leave.
- Return date: Include your expected return date if one has been confirmed.
- Email access: Mention whether you will read or respond to messages while away.
- Alternate contact: Add the name and email address of the person covering your work.
- Urgent matters: Direct time-sensitive requests to the right colleague or department.
- Tone: Match your wording to the people who are likely to receive the reply.
Maternity Leave Out of Office Message Examples
Different work settings and relationships require different styles, details, and tones. Someone working closely with outside clients may need more detail than someone using the reply mainly for coworkers.
Note: Replace details such as [return date], [name], [email address], and [team] before using any of these examples.
Professional Maternity Leave Messages
These options work well when you want a polished reply without sounding overly formal. They cover common office situations and different audiences.
1. Standard Professional Message
Thank you for your email. I am currently on maternity leave and expect to return on [date]. For assistance while I am away, please contact [name] at [email address].
2. Short Professional Message
I am currently out of the office on maternity leave until [date]. Please contact [name] at [email address] if you need assistance before I return.
3. Formal Corporate Message
Thank you for your message. I am currently away from the office on maternity leave and will return on [date]. During my absence, please direct work-related requests to [name] at [email address].
4. Warm Professional Message
Thanks for reaching out. I am currently on maternity leave and will be back on [date]. In the meantime, [name] will be happy to assist at [email address].
5. Internal Message for Coworkers
Hi, I am currently away on maternity leave and plan to return on [date]. If you need help with anything I normally handle, please reach out to [name/team].
6. Message for Managers and Senior Leaders
Thank you for your email. I am currently on maternity leave through [date] and will have no regular email access. Please contact [name] regarding any matters that need attention before my return.
7. Simple External Contact Message
Thank you for contacting me. I am away on maternity leave until [date]. For assistance during this period, please email [name] at [email address].
Messages for Clients, Customers, and Work Handoffs
When other people are taking over your accounts or tasks, the replacement contact deserves more attention in the reply. These versions tell senders exactly where their request should go while you are away.
8. Message for Clients
Thank you for reaching out. I am currently on maternity leave until [date]. While I am away, [name] will be handling my client accounts and can be reached at [email address].
9. Message for Customers
Thanks for your message. I am currently away on maternity leave. For help with your order, account, or request, please contact our [customer service/support] team at [email address].
10. Message With One Alternate Contact
I am currently out of the office on maternity leave. Please contact [name], [job title], at [email address] for any requests that need attention before I return on [date].
11. Message With Multiple Contacts
I am currently on maternity leave. For project questions, contact [name/email]. For billing matters, contact [name/email]. All other requests can be sent to [team email].
12. Message With a Shared Team Inbox
Thank you for your email. I am currently away on maternity leave. Our team is available during my absence and can be reached at [shared email address].
13. Message When Emails Are Being Forwarded
I am currently out of the office on maternity leave until [date]. My emails are being forwarded to [name/team], who will respond to requests that need attention while I am away.
Messages for Different Return Dates and Email Availability
Leave plans do not always fit a fixed calendar. Your return date may still be under discussion, or you may have agreed on a different level of contact while you are away.
These examples give you wording for those less straightforward situations.
14. Message With No Confirmed Return Date
Thank you for your email. I am currently on maternity leave, and my return date is still being finalized. Please contact [name] at [email address] for assistance during my absence.
15. Message With an Expected Return Date
I am currently away on maternity leave and expect to return on [date]. If you need assistance before then, please contact [name] at [email address].
16. Message Without a Return Date
Thank you for reaching out. I am currently away from the office on maternity leave. Please contact [name] at [email address] for any work-related requests during my absence.
17. Message When You Will Not Check Email
I am currently on maternity leave and will not be monitoring this inbox while I am away. Please contact [name] at [email address] for assistance.
18. Message With Limited Email Access
Thank you for your message. I am currently on maternity leave with limited access to email, so replies may be delayed. For anything time-sensitive, please contact [name] at [email address].
19. Message When Leave Starts Earlier Than Planned
I am currently away from the office on maternity leave and unavailable by email. For current projects or requests, please contact [name] at [email address].
20. Message for a Gradual Return to Work
I have returned from maternity leave on a reduced schedule and may take longer than usual to respond. For urgent requests, please contact [name] at [email address].
Hilarious Maternity Leave Messages
A funny reply can work when your workplace communication is already relaxed and familiar. The sender should still be able to spot the practical information quickly.
21. The “New Tiny Boss” Message
I am currently on maternity leave and reporting to a new boss who keeps very unusual hours. I will return on [date]. Until then, please contact [name] at [email].
22. The “Emails for Diapers” Message
I have temporarily swapped emails and deadlines for diapers and feeding schedules. I will be back on [date]. For work matters, [name] has you covered at [email address].
23. The “Limited Access to Email and Sleep” Message
I am on maternity leave with limited access to email and, apparently, sleep. For anything that cannot wait until [date], please contact [name] at [email address].
24. The “Definitely Not a Vacation” Message
I am out of the office on maternity leave. Despite the automatic reply, I am definitely not at the beach. Please contact [name] at [email address] until I return on [date].
25. The “Contact Me Only If…” Message
I am currently on maternity leave. If it is urgent, please contact [name] at [email address]. If it can wait, my future well-rested self will reply after [date].
Choosing the Right Maternity Leave Out of Office Message
Think about who sends you the most email and what they will need while you are gone. A customer usually needs a route to support, while a coworker may only need the name of the person covering a project.
| Situation | Suitable Tone | Useful Details to Include |
|---|---|---|
| Coworkers | Friendly | Briefly mention the reason, the expected return date, and a teammate they can contact for urgent tasks. |
| External clients | Polished | Share the absence period and provide the full name, role, and contact details of the person covering the work. |
| Customers | Direct | State when replies will resume and include the correct phone number, email address, or support page for immediate help. |
| No confirmed return date | Neutral | Avoid giving a fixed date and provide an alternate contact who can answer questions or share further updates. |
| No email access | Firm | Clearly explain that the inbox will not be checked and direct urgent requests to another person or support channel. |
| Relaxed workplace | Lighthearted | Add a short, appropriate joke while still sharing the return date and clear contact details for urgent matters. |
When Should You Turn On Your Maternity Leave Auto-Reply?
For a scheduled leave, you can usually activate the auto-reply when your leave begins or at the end of your final working day. Check the dates and replacement contacts before logging off.
Your actual availability matters too. Avoid suggesting you will check email occasionally if you plan to stay completely offline. Your formal leave notice follows a separate process.
Under the federal FMLA, when qualifying leave is foreseeable because of an expected birth, employees generally need to give at least 30 days’ notice when doing so is possible.
If that timing isn’t possible, give notice as soon as practicable.
Wrapping it Up
A thoughtful maternity leave plan also includes a clean handoff. Before signing off, confirm that the colleague or team listed in your auto-reply knows what they may need to handle while you are away.
A maternity leave out of office message can stay brief. People mainly need accurate information about your absence and a reliable place to take anything that needs attention.
Read through the finished reply once more and check the return date, colleague names, and any shared inbox you have listed. Once those details are correct, you can stay at ease during your time off.
Frequently Asked Questions
Should I Say “Maternity Leave” or “Parental Leave” in My Auto-Reply?
Either can work. Use the term you are comfortable with and check how your employer refers to the leave internally if you want your wording to match workplace terminology.
Can I Have Different Out-of-Office Messages for Coworkers and External Senders?
Many workplace email systems allow separate internal and external automatic replies. This can be useful when coworkers need project details, while external senders only need general contact information.
What Subject Line Should I Use for a Maternity Leave Auto-Reply?
Simple options include Out of Office: Maternity Leave, Currently Out of Office, or Maternity Leave Auto-Reply. A plain subject line makes the purpose easy to recognize.
Does an Out-of-Office Reply Automatically Forward My Emails?
Usually, an automatic reply and email forwarding are separate settings. Check your workplace email system or IT instructions to see whether someone else needs to receive incoming messages while you are away.
