A Client Maternity Letter That Will Make You Feel Good To Send

Baby Brain Can Be Rough So Use This Sample to Create a Client Maternity Letter

Pregnant woman standing at her desk reading over her client maternity email before she sends it.

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Around the 26th week of your pregnancy, it's time to write up a client maternity letter. Although your pregnancy may be coming to an end and it's all you can think about your clients may have no idea what is going on in your personal life. So here's why you should consider sending one, what to include in it, and a sample letter that you can use. 

Why Sending a Client Maternity Leave Letter Is a Good Idea

By now most of your clients know you are pregnant. If they do not know, a client maternity letter is a convenient way to inform them.

A letter specifically tailored for your clients will be a great resource for them. They may ask someone, "When is Sally coming back from maternity leave?" and with a client maternity letter, you can answer their question. The letter is a time saver for them as they won't have to try to hunt you down by calling or emailing your coworkers.

This letter shows your clients you were thinking of them. They will have something in writing that they can refer to on how to get support from your company in your absence. This type of letter isn't a requirement but a nice gesture that ensures your client is taken care of.  

What Topics You Could Cover

The content of your letter depends on who your client is and how often you are in touch with them. If you are sending out the same email to 200 clients you will want to keep it short and sweet. If you are sending this out to five or ten clients you could make it more personal and share more information. Here are a few topics you can include in your client maternity leave letter:

View this letter as setting expectations with your client. In turn, this will protect the time you will have with your newborn and family and leaves you feeling like you didn't leave any loose ends at work.

Use This Sample Client Maternity Leave Letter

This is an example of a client maternity leave letter. Download the client maternity leave letter template (compatible with Google Docs and Word Online) or see below for more examples.

Screenshot of a client maternity leave letter example
©TheBalance 2018

Use This Sample Client Maternity Leave Letter (Text Version)

Where you see (parentheses), you should insert the appropriate words or phrases for your circumstances.

Jaqueline Smith
123 Main Street

Anytown, CA 12345

September 1, 2018

Ronald Lee
Director, Human Resources
Acme Supplies
123 Business Rd.
Business City, NY 54321

To Ronald Lee,

I am pregnant (or in the process of adopting a child) and expect to take a (fill in the number of weeks) maternity leave beginning on (the date you wish your leave to begin) and returning on ( the date you expect to return from maternity leave).

As you know, I take great pride in my performance and the quality of my work for Acme Supplies. I have already submitted a detailed plan to my manager to ensure that your needs will be taken care of in my absence.

While I am on leave I will not be available for consultation so my job responsibilities will be managed by the following co-workers.

(Here is where you can either get specific on which duties will be covered by who or keep skip these details and leave only one person's name.)

During my absence, your point of contact will be (name of colleague covering for you, with contact details such as email address and direct phone number).

Please let me know if you have any particular concerns or questions about how your needs will be addressed during my maternity leave. I will let you know if any changes occur that may impact you.

Thank you for your confidence in my work. I look forward to working with you up until my maternity leave and then again after I return to the office.

Sincerely yours,

Jaqueline Smith

If sending a letter isn't typical of your relationship with your client this letter could be sent via email. Be sure to use a subject line that captures your client's attention and also you could suggest they flag the email as important.