How to Write Maternity Leave Extension Letter

Instructions

• 1

  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:
  
  Sender’s Name
  Designation
  Company’s Name
  Personal Address
  City & Zip Code

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• 2

  Date
  
  The date is mentioned after one line space from the above information and follows the standard pattern which is DD/MM/YYYY.
• 3

  Recipient’s Information
  
  Right after date with one line space, comes the recipient’s information which includes the below given entries:
  
  Recipient’s Name
  Designation
  Company’s Name
  Company’s Address
  City & Zip Code
• 4

  Subject
  
  The subject of the letter must indicate reason for writing it and should preferably be written as BOLD & UNDERLINED.
• 5

  Salutation
  
  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.
• 6

  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.
• 7

  Conclusion
  
  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.
• 8

  Appropriate Valediction
  
  A proper valediction is supposed to be given right after the concluding statement such as Yours Truly, Yours Faithfully, Yours Sincerely and etc.
• 9

  Signature
  
  The sender has to sign the letter right after and exactly below the valediction.
• 10

  Name
  
  Right after signing the letter the sender is supposed to mention her name.
• 11

  Sample of Maternity Leave Extension Letter
  
  Samantha Richards
  Assistant Project Manager
  SBS International
  1843 Alpaca Way
  Irvine, CA 92664
  
  Date: July 5, 2012
  
  Irene Paul
  Project Manager
  SBS International
  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.
  
  Yours Faithfully,
  
  Samantha Richards
• 12

  Template of Maternity Leave Extension Letter
  
  Sender’s Name
  Designation
  Company’s Name
  Personal Address
  City & Zip Code
  
  Date: __/__/____
  
  Recipient’s Name
  Designation
  Company’s Name
  Company’s Address
  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 ________________________________________________________________.
  
  Yours ____________,
  (Signature)
  __________________

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