How to Write a Maternity Leave Application for School Teachers & Staff
Published: 7 Dec 2025
Maternity leave is an important time for every expecting mother. It gives her the rest, care, and comfort she needs before welcoming her baby. School teachers and staff also need this break, because teaching is an active job that takes energy and focus. A clear and simple maternity leave application helps the school understand your needs. It also gives them time to plan your classes, manage students, and arrange a substitute teacher.
When you write a good application, you show responsibility and respect for your school. You also make the process easy for the administration. The best part? A well-written application removes stress and helps you enjoy this special time. Are you ready to learn how to write it in the best way?
Samples.
Guys, here are written samples related to the Maternity Leave Application
| Sample 1: Maternity Leave Application for School Teachers |
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To, Principal Sahab School……. Subject: Request for Maternity Leave Respected Sir My name is Ayesha Khan, and I teach Grade 3 English. I am writing this application to request maternity leave because my delivery date is very near. My doctor advised me to take full rest during this important time. I want a safe delivery and good health for myself and my baby. I want to request maternity leave from 10 January 2026 to 10 March 2026. I planned my lessons for the upcoming eight weeks. I prepared worksheets, reading tasks, and writing exercises for my students. I also arranged my class notes in a neat file. I shared these documents with the school coordinator and the substitute teacher who will handle my class during my leave. I checked all student workbooks and updated their progress reports. I made a simple list of homework that students can complete during my absence. I aim to keep their learning smooth and easy. I will hand over all records, attendance sheets, class copies, and lesson files before I leave. If the school needs any help, I will be available through email or WhatsApp. Thank a lot your understanding during this important phase of my life. I request that you please approve my maternity leave. Sincerely, Name……. Teacher’s name……… Date………. |
| Sample 2: Maternity Leave Application for School Staff |
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To, Principal Sahab School Name……. Subject: Maternity Leave Request Respected Madam, I am Maria Fatima, working as a Science Lab Assistant at your school. I am writing to request maternity leave because I am in the last month of my pregnancy. My doctor advised strict rest for my health and the baby’s safety. I request maternity leave from 5 February 2026 to 5 April 2026. I organised all the lab items, chemicals, charts, models, and practical tools in proper order. I cleaned the shelves, labelled the boxes, and created a simple list of daily lab duties. I also wrote clear instructions for the teacher or staff member handling the lab during my leave. I updated student practical records and helped teachers complete the pending experiments. I prepared a small guide for handling small lab tasks so that there is no confusion during my absence. I will submit my medical certificate and other documents required for leave approval. Please grant me maternity leave for the mentioned period. Thank you for your kind support. Regards, Name……. Date……. |
| Sample 3: Maternity Leave Application for Office Workers |
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To, The Administrator School Name….. Subject: Request for Maternity Leave Dear Sir, My name is Zara Ahmed, and I work as an Office Assistant in your school. I am writing this application to request maternity leave because my due date is approaching. I need proper rest and medical care at this stage. I request maternity leave from 20 February 2026 to 20 May 2026. Before my leave, I arranged all office files, attendance registers, fee records, student data sheets, and staff schedules. I organised everything in separate folders with labels so the new assistant can find documents easily. I prepared a weekly task list that explains the work I handle daily. I created simple instructions for managing calls, dealing with parents, updating student data, and preparing reports. This will help your office run smoothly even when I am not there. I will share my medical reports and other required documents soon. I will remain available by phone for any urgent matters. I request that you kindly approve my maternity leave. Sincerely, Name……. Office Assistant Date……. |
| Sample 4: Maternity Leave Application for Senior Teachers |
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To, The Principal School name…… Subject: Maternity Leave Application Respected Madam, My name is Sana Rehman, and I work as a Senior Mathematics Teacher. I request maternity leave because my delivery date is very close. My doctor suggested complete rest and limited physical activity. I request maternity leave from 1 March 2026 to 1 June 2026. I planned all math lessons for the next three months. I created notes, solved examples, worksheets, and practice tests for every chapter. I arranged these materials in separate folders for each class. I discussed my teaching plan with my colleague, who will take my classes. I shared my teaching method with her sothat students do not get confused with a new style. I also updated all student performance sheets and prepared a list of weak students who need extra attention. I will hand over all exam papers, marking sheets, and chapter-wise plans before leaving. Please approve my leave for this important period. Thank you for your support and understanding. Yours faithfully, Name……. Senior Mathematics Teacher Date…….. |
| Sample 6: Maternity Leave Application for College Teachers |
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To, The Principal School …….. Subject: Request for Maternity Leave Respected sir My name is Nimra Siddiqui, and I work as a Lecturer in the English Department. I am writing to request maternity leave as my delivery date is very close. My doctor advised complete rest for my safety and the baby’s health. I request maternity leave from 15 February 2026 to 15 May 2026. I completed my lecture notes, chapter summaries, and assignment sheets for all classes. I also recorded short lesson explanations for my students so they can revise easily during my absence. I shared my teaching plan with my colleague, who will take my classes. I arranged all academic files, attendance sheets, and student progress reports. I want to make sure there is no disturbance in student learning. Please approve my leave. I will share my medical documents. Sincerely, Name……. Lecturer, English Department Date ……… |
| Sample 7: Maternity Leave Application for University Staff Members |
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To, The HR Department School…… Subject: Maternity Leave Request Dear Sir My name is Rabia Javed, and I work as a Senior Office Coordinator at the university. I am writing this application because I am in my final pregnancy stage and need proper medical rest. I request maternity leave from 1 March 2026 to 1 June 2026. Before applying for leave, I updated all office files, student registration records, meeting schedules, and department data. I created a clear weekly plan for the team so they know which task needs attention each week. I also trained my junior colleague for urgent tasks like student support, faculty communication, and record management. I organised everything in labelled folders for easy access. Please approve my maternity leave. I will be available by email in case of emergency. Warm regards, Name ……. Date……… Roll number……… |
| Sample 8 Maternity Leave Application for Private Company Employees |
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To, The HR Manager School…….. Subject: Application for Maternity Leave Dear Sir, My name is Sahar Malik, and I am working as a Customer Support Executive at SkyTech Solutions. I am writing to request maternity leave because I am now in the final month of my pregnancy. My doctor advised me to stop long working hours, long calls, and stressful tasks. This stage requires full rest, good care, and a calm routine for my health and the baby’s safety. I request maternity leave from 20 January 2026 to 20 April 2026. I selected these dates based on my expected delivery date and my doctor’s advice. Before writing this application, I completed all my pending customer support tasks. I reviewed all open customer cases, updated their notes, and finished the pending follow-ups. I organised customer files, email threads, and case histories. I added clear comments so my team can continue the conversation without confusion. I created a simple guide for my replacement. It includes instructions for greeting clients, checking customer complaints, answering support questions, and updating daily reports. I prepared template replies to make message handling faster and easier. I also discussed the important client accounts with my team leader and explained which cases need urgent responses. I trained my colleague to handle complex support calls and shared solutions to common issues customers face. I will stay available on WhatsApp in case of an emergency question. Please approve my maternity leave. I will provide the necessary medical certificates. Thank you for your cooperation. Sincerely, Name………. Customer Support Executive Roll number ……. Date…… |
| Sample 9 Maternity Leave Application for Hospital Employees (Nurse) |
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To, The Head Nurse Hospital……. Subject: Request for Maternity Leave Respected Madam, My name is Shazia Bano, and I am working as a Staff Nurse in the maternity ward. I am writing this application to request maternity leave as I am in the final month of my pregnancy. My doctor advised me to avoid long shifts, long-standing hours, and stressful situations. Working in a hospital requires physical activity, quick movement, and mental focus, which is difficult for me at this stage. I request maternity leave from 5 February 2026 to 5 May 2026. Before submitting this application, I completed all my ward duties. I updated patient files, treatment charts, medication logs, and shift reports. I prepared a handover list for the nurse who will take over my duties. I added information like patient history, ongoing medicines, upcoming checkups, and special care instructions. I also checked the stock of basic supplies—like syringes, gloves, bandages, and medicines—and informed the senior nurse about any items that need restocking. I prepared a step-by-step guide for handling emergencies, basic ward cleaning, equipment handling, and patient monitoring rules. I spoke with the new nurse on duty and explained the daily routine, shift timing issues, and patient behaviour patterns. I want my absence to cause zero disturbance to the ward. Please approve my maternity leave. I will attach my medical certificate and all required documents. Sincerely, Name……… Staff Nurse Date……. |
| Sample 10 Maternity Leave Application for Government Employees |
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To, The Department Head Subject: Request for Maternity Leave Dear Sir, I am Farah Nadeem, working as a Clerk in your respected department. I am writing to request maternity leave because I am very close to my delivery date. My doctor advised strict rest to avoid any complications. This is an important time for me, and I want to follow all health instructions. I request maternity leave from 10 March 2026 to 10 June 2026. I completed all pending government files before applying. I updated financial records, teacher attendance lists, student enrollment data, and department forms. I arranged important files in separate folders with clear labels. I wrote notes on each folder describing what work is done and what is still pending. I also created an easy task list for my colleagues so they can continue the work smoothly. I explained which documents need signatures, which ones need data entry, and which ones need approval. I handed over all the official files to the team and explained each point step-by-step. I want my absence to create no disturbance in the workflow. I believe proper guidance makes the team confident and keeps the department organised. Please approve my maternity leave. I will attach my medical documents as required. Thank you for your understanding. Sincerely, Name……. Clerk Date……… |
Why Teachers Should Write a Maternity Leave Application
Hey, my champs, here are why I should write a Maternity Leave Application.
1. It Helps the School Plan Classes
Teachers play a big role in the daily routine of a school. When a teacher goes on maternity leave, the school must plan who will take her classes. A clear maternity leave application makes this easy.
It tells the school when you will be away and for how long. This helps the administration prepare lesson plans, arrange substitute teachers, and keep students on track.
Real-life example:
If you teach Class 2 English, the school needs someone who can continue the story lessons while you rest. Your application gives the school enough time to choose the right person.
2. It Keeps the School’s Records Clear
Schools maintain important records for every staff member. A maternity leave application helps them update your file with the correct dates.
This also helps in salary tracking, attendance updates, and future reference. When your application is clear, the school can manage everything without confusion.
3. It Supports Students During Your Leave
Students need regular teaching and guidance. When you write your maternity leave application early, the school can prepare study notes and worksheets for your students.
This keeps learning smooth. Students do not feel lost because the school already knows how to continue their work.
Real-life example:
If you teach Science, you can prepare a simple lesson plan for the teacher who will replace you. This keeps your students confident and happy.
4. It Shows Professional Responsibility
Writing a maternity leave application shows that you care about your job. You respect your school. You respect your students.
This responsible step helps the administration trust you more. It shows you are organised and thoughtful.
5. It Protects Your Health and Safety
Maternity leave gives the mother time to rest and stay healthy. When you inform the school through a written application, you avoid last-minute stress.
The school understands your situation and supports you fully. This helps you focus on your health and your baby.
6. It Avoids Miscommunication
Sometimes, oral messages get lost or misunderstood. A written maternity leave application removes confusion.
The school gets a clear record of your leave request. Everyone knows the exact dates. Everyone knows the plan.
This keeps your work and your school environment smooth and peaceful.
7. It Helps in Planning Your Handovers
Before going on leave, you must hand over class notes, lesson plans, and important files.
A maternity leave application reminds you—and the school—about this important step.
This makes your absence easy to manage.
What to Include in a Maternity Leave Application
- A Respectful Greeting: Start your application with a polite greeting. Address the right person, such as the Principal, Vice Principal, or Coordinator. A respectful start sets the right tone.
Example: “Respected Principal,”
This shows manners and makes your application professional.
- A Clear Subject Line: The subject line tells the reader what your application is about. Keep it short and simple.
It helps the school understand your request at a glance.
Example: “Subject: Request for Maternity Leave”
- A Simple Introduction About Your Reason: Write in clear words that you are expecting a baby.
Mention that your doctor advised you to take leave for rest and care.
You do not need long or complex sentences. A short explanation is enough.
Example: “I am expecting my baby and need maternity leave for my health.”
- Exact Leave Dates: This is one of the most important parts.
Write the start date and end date of your leave.
Clear dates help the school plan classes and update its records.
Example: “I request leave from 10 March to 10 June.”
This removes confusion and keeps everything clear for the administration.
- Your Responsibility Plan: Tell the school how you will manage your class work before leaving.
This shows you care about your students and your job.
Share simple details like:
You will complete class notes
You will prepare lesson plans
You will guide the teacher who will replace you
Example: “I will hand over my Science lesson plans to the assigned teacher before I leave.”
This builds trust and professionalism.
- Any Supporting Documents: If your school needs a medical certificate, mention it in your application.
A small note like “I have attached the doctor’s certificate” is enough.
This makes your leave request stronger and more official.
- A Polite Closing Line: End your application with kind and respectful words. Thank the Principal for understanding your situation.
A polite ending leaves a good impression.
Example: “I kindly request you to approve my leave. Thank you for your support.”
- Your Personal Details: Add your name, position, and class details at the end.
This helps the administration identify you quickly.
Example:
Your Name
Class Teacher (Grade 2)
School Name
Top mistakes in a writing maternity leave application
Writing a maternity leave application is not rocket science.
But many people make common mistakes in it —
which reduces the effectiveness of the application.
Here is a list of mistakes that you should avoid at all costs:
1. Not writing the reason clearly:
- Sometimes people write so much that the reader does not understand what the real point is. Speak simply and clearly. Write at the very beginning that you need maternity leave.
2. Omitting or misspelling dates:
- Some people either forget the start and end dates or misspell them. Write clear dates.
- Don’t leave room for confusion.
3. Using robotic words:
- Words like “Availing the said opportunity” may look good to read,
- but they won’t resonate with the reader. Plain language.
- That everyone can understand.
4. Impolite style:
- Some applications are written in such a way that. They are less respectful and more demanding.
- Write politely.
- Start with “Respected Sir/Madam”.
- End with “Thank you”.
5. Not mentioning a replacement:
- If someone else is taking over your job, and you didn’t mention it — that’s also a mistake.
- The organization always wants the job to continue.
- If you’ve spoken to someone, write it down.
6. Going into details:
- Some applicants write their entire medical reports or personal stories.
- This is not appropriate for a professional application.
- Write only what is necessary.
7. Omitting your name or title:
- Some people don’t give their name at the end of the application,or forget their title. Finally, write your name, title, and class (if you are a teacher).
Remember:
- Write A simple, clear, and polite application
- It is always memorable.
- Fewer mistakes, more impact.
Conclusions
Maternity leave in writing is a simple and respectful way for school teachers or staff to inform you of your absence. A good request is not just for the leave, but also shows your commitment and seriousness to continue working as usual.
The request should include the date, duration of the leave, medical reasons (if desired), and any special instructions or support regarding work.
Always use simple language, clear sentences, and politeness. The clearer you are, the more likely the organization is to understand your leave.
FAQs
As soon as you get the doctor’s confirmation that you need leave, you should write the request. Writing early can help the organization make appropriate arrangements.
Yes. it is appropriate to write in a formal and polite manner for a school, college, or any organization.
Both can be given, but these days, an email or printed request is more common.
Most organizations require medical evidence, so it is better to attach a doctor’s certificate with the request.
If your health and time allow, it’s okay to keep in touch, but health comes first.
- Be Respectful
- Stay Relevant
- Stay Positive
- True Feedback
- Encourage Discussion
- Avoid Spamming
- No Fake News
- Don't Copy-Paste
- No Personal Attacks
- Be Respectful
- Stay Relevant
- Stay Positive
- True Feedback
- Encourage Discussion
- Avoid Spamming
- No Fake News
- Don't Copy-Paste
- No Personal Attacks
