Between 2012 and 2017, Statistics Canada reported that more than 2.3 million Canadian parents took a leave of absence from work for the birth or adoption of a child. Although you are entitled to 15 weeks of EI maternity benefits and an additional 35 weeks of parental benefits, it is normal to have mixed feelings about long-term absence from work. You may worry about how others will view your absence and be unsure of how to share the news. In particular, you may not know how to approach your maternity leave out-of-office message, which may be the first way some of your contacts find out about your upcoming vacation.
Caregiving is often undervalued in our culture, and many women still deal with the “motherhood penalty,” where they are mistakenly seen as less focused on their careers after becoming mothers. That’s why it’s so important to set the right tone in your message outside the office.
So, how should you do that? Below, we answer common questions about how to organize your maternity and/or paternity leave out-of-office messages, including when to write them, what to say, and some examples to get you started .
When should you set up a maternity leave out-of-office message?
In a perfect world, parents would know exactly when their babies are due and could draft their maternity leave messages well in advance of that date. But babies often have their own plans, and due dates are just estimates – estimates that can be very small. That’s why experts agree that you should prepare your out-of-office message in advance.
Drafting your maternity leave message in advance means you won’t have to do something in the busy time of your baby’s arrival, and knowing it’s ready and saved in your drafts will make things easier of any stress during this significant life event. This message is also a great opportunity to thank colleagues or clients for their best wishes, helping to foster goodwill and maintain positive relationships during your absence.
What to include in a maternity leave email message
Your maternity leave out-of-office message is short, but you’ll likely go over every detail. Don’t worry — we’ve all been there. Here are expert tips for drafting your message:
Be direct and to the point
Start with a short, simple statement, such as, “I am currently on maternity/paternity leave from [start date] and plan to return [return date/period].” If you don’t know your exact return date, just give a general timeframe.
Provide an alternate contact person
You want to tell the email recipient who to contact while you’re away, with specific names, email addresses, and phone numbers. And, of course, you must also ensure that these colleagues are brief and willing to interact.
Decide how to share information about your return
You can include information about when you will return from parental leave, and most people do. However, it’s important to note that this date can change, and that’s why some people choose not to include details. You can indicate the time of year you are returning, rather than a specific date. For example, you could say, “I’m looking forward to talking in the new year,” or “I’m looking forward to continuing work on this project in the fall and I’m looking forward to it!”
Consider pointing recipients to additional resources
Along with an alternate contact, consider including links to relevant documents or FAQs that will help email recipients in your absence. This proactive approach helps streamline workflow and shows your commitment to making sure things run smoothly even in your absence.
What to leave in your maternity leave email message: an apology
Avoid the temptation to apologize for walking away. You have the legal right to take maternity and paternity leave and not have to worry about your job as you begin the hardest job in the world — being a parent!
Should you include personal details in your maternity leave email message?
Your message can be about a personal life event but doesn’t have to include any details about your birth plans, family, or anything else. In other words, you have no obligation to share honest, personal information. Feel free to express your joy and hope, but balance it with the professionalism expected in workplace communications.
Examples of maternity leave out of office messages
OK, so let’s get down to the nitty-gritty. What exactly do you say in a maternity leave out-of-office message, and in what order? Here are some sample emails to get you started. You can tweak them to suit your personality and needs.
Simple and warm maternity leave message
I am on parental leave and not available by email. Please contact John ([email protected]) if your email is related to an ongoing project or Anna ([email protected]) for other matters. I look forward to reconnecting in January.
Thanks a lot.
Short and concise maternity leave message
I am currently on leave and not checking this email account. Please contact John ([email protected]) if your email is related to an ongoing project or Anna ([email protected]) for other matters.
I look forward to connecting again soon.
Detailed and personal maternity leave message
I hope this message finds you.
I am currently on maternity leave from [start date] and plan to return [return date/period]. During this time, I will have limited access to my email.
For immediate assistance, please contact John ([email protected]) or Anna ([email protected]). [He/She/They] will help you to [specific tasks or projects] or direct you to the appropriate person for other matters.
Thank you for your understanding and support during this special time.
I look forward to contacting you again upon my return.
Warm greetings.
The bottom line
Besides including relevant information — that you are taking leave, who to contact in your absence and (in some cases) your estimated time of return — how do you tell a maternity leave out-of- office email is completely up to you. You can feel free to make the message yours!
But ultimately, your message isn’t something you need to overthink. So set it and forget it – there you have it!
