A maternity leave extension letter is written by a lady to her employer who is already on leave but wants the leaves to be extended. There can be a number of reasons why the applicant wants her leaves to be extended. For example, she may not have fully recovered after the delivery or the new born might be having some health problems.
As per the law, working women are allowed upto a maximum of 52 weeks of maternity leaves. However, it depends on employer’s policies and often the state laws that how many maximum maternity leaves working women can avail. If the leaves are to be extended, a woman is required to officially inform her employer. Below given are some guidelines for writing a maternity leave letter.
Getting Started: Sender’s Information
Since this is a formal letter so it should start up with sender’s information at the top left corner of the page. The below given format needs to be followed here:
City & Zip Code
The date is mentioned after one line space from the above information and follows the standard pattern which is DD/MM/YYYY.
Right after date with one line space, comes the recipient’s information which includes the below given entries:
City & Zip Code
The subject of the letter must indicate reason for writing it and should preferably be written as BOLD & UNDERLINED.
The sender addresses the Recipient here with his/her last name such as Dear Mr. /Ms. /Mrs. (LAST NAME). It is often good to mention full name of the recipient.
Main body of the Letter
The main body of this letter is comprised of no more than two small paragraphs. The first paragraph should straight away mention the extension of maternity leaves along with reason for extension as well as its explanation.
The sender must justify that why she needs the maternity leaves to be extended. In the second paragraph there should be some assurance about returning to work and also an alternative if it is not possible to do so.
Like many other formal letters, this one is also concluded with a courteous statement that shows respect and honor for the recipient as he/she is the one who has to approve or disapprove leaves.
A proper valediction is supposed to be given right after the concluding statement such as Yours Truly, Yours Faithfully, Yours Sincerely and etc.
The sender has to sign the letter right after and exactly below the valediction.
Right after signing the letter the sender is supposed to mention her name.
Sample of Maternity Leave Extension Letter
Assistant Project Manager
1843 Alpaca Way
Irvine, CA 92664
Date: July 5, 2012
3378 Thunder Road
Redwood City, CA 94063
Subject: MATERNITY LEAVES EXTENSION
Dear Miss Paul,
As per my application for twenty weeks of maternity leaves, I am supposed to be back to work at the SBS International in the coming week. However, I would like to inform you that I want some extension in my maternity leaves which are ending by the end of this week. It is worth-mentioning here that like all the co-workers, I also want to work and come back as soon as possible.
Nevertheless, the problem is that I am still not feeling fully fit to come back for may be another couple of weeks. For this reason, I would appreciate if my maternity leaves could be extended till the end of this month.
Please feel free to contact me as soon as you can, to let me know whether or not my leaves could be extended as mentioned. For some reasons, if this is not permissible as per the company’s policy, kindly let me know as I will send you my resignation at my earliest possible.
I shall be eagerly waiting for your reply and do expect a positive response from your part in this matter.
Template of Maternity Leave Extension Letter
City & Zip Code
City & Zip Code
Subject: (BOLD & UNDERLINED)
Dear Mr. /Ms. /Mrs. (LAST NAME),
As per my __________________, I am supposed to be back to work at _______________________ on __________________________. However, I would like to inform you that I want extention in my leaves as__________________________.
It is worth-mentioning here that ___________________________
__________________________________. Somehow, the problem is that _____________________
__________________________________. For this reason, I would appreciate if you allow me leaves for________________
Please feel free to contact me for ___________________________________________________________________
_______________________________________. For some reasons, if this is not permissible as per the company’s policy do let me know as I will ________________________________________________.
I shall be sending out my resignation at earliest to ________________________________________________________________.