Now that the end-of-pregnancy countdown is getting closer and you’re a working mama, you might have one last thing on your work to do list: setting up your maternity leave out-of-office message. We know that this might feel like a quick and straightforward thing to do, it is actually more important than you might think. Setting up a professional out-of-office (OOO) email message is an essential step to ensure smooth communication while you’re on paid parental leave.
A well-crafted OOO email helps outline expectations for your maternity leave and also will make life easier for your colleagues that are trying to reach you while you’re busy with all things breastfeeding, postpartum and adjusting to new mama life.
Your OOO message should clearly inform colleagues, clients, and contacts about your absence, provide alternatives for urgent matters and maintain professionalism. You want to be polite but also firm.
Whether you’re keeping it super simple, handing things off to a co-worker or offering alternative email addresses to reach out to, we’ve got you covered. This guide will walk you through how to write a maternity leave out-of-office message for paid parental leave, including key details to include, tips for various situations and templates to get you started.
- Why a Maternity Leave Out-of-Office is Important
- Key Elements to Include in a Maternity Leave Out-of-Office Message
- Tips for Crafting a Professional Maternity Leave Out-of-Office
- Maternity Leave Out-of-Office Message Templates
- Additional Considerations for Maternity Leave Out-of-Office Messages
Why a Maternity Leave Out-of-Office is Important
When the time comes for you to shift into full time mama mode, your maternity out-of-office message is a lifesaver for you and your colleagues. It will help keep your work running smoothly without worry. So you can focus on what’s most important, your new little one.
Managing Expectations
Your out-of-office message essentially sets any and all expectations for your availability because let’s be real, the thought of emails piling up can feel like a lot. But with an effective out-of-office message, you can let your colleagues know that you’re not going to be there, and that’s okay. It ensures that your colleagues and clients are aware of your absence and know how to handle issues in your absence. By managing expectations like who they should reach out to instead, when you will return and why you are absent, it saves you a lot of unnecessary stress and time.
Maintaining Professionalism
Stepping away from your career that you’ve spent years building can feel a bit odd, even if it is for your baby. With a well crafted maternity leave out-of-office message, it serves as a reminder that you’re not just dropping the ball – you’re passing it off for a little bit. It shows you’ve planned for your absence and taken steps to ensure business continuity. And when you’re ready to return? Your inbox won’t be a chaotic mess of confusion.
Key Elements to Include in a Maternity Leave Out-of-Office Message
Now that you know what an effective maternity leave out-of-office does, you might be wondering how to craft the perfect one. It doesn’t have to be complicated, just informative, clear and professional. Here’s a breakdown of what to include.
Mention the Duration of Your Maternity Leave
First, start with the basics: the start and end dates of your maternity leave. If you’re not sure how long your maternity leave will last, because postpartum and life with a newborn can be about as unpredictable as it gets, you can give an approximate timeline, like “early May” or “12-14 weeks.” These dates will help your colleagues plan their work accordingly.
Provide an Alternative Contact
Next up, direct people to someone else that can help them. Include the name and contact information of the person who will be handling urgent matters or taking over your responsibilities during your absence. This gives your clients and colleagues an alternative route to assist with whatever you would have helped them with originally.
Specify if You Will Check Emails
If you want to be completely unplugged, go for it! But if you think you’ll be peeking at emails every now and then, that’s okay too. Mention in your email if you plan to periodically check your inbox or if you’ll be completely unavailable for the duration of your paid parental leave. This sets up a work-life balance, so no one is expecting a reply from you when you’re knee deep in breastfeeding and newborn snuggles.
Be Polite and Professional
Last thing, don’t forget to be polite and professional. Maintain a professional tone in your message while expressing appreciation for understanding during your time away. A little sprinkle of kindness can go a long way. Thank people for their support and for reaching out, but keep it professional. For example, you can say, “Thank you for your understanding as I take this time to care for my new baby. I appreciate your patience and look forward to reconnecting when I return!”
Tips for Crafting a Professional Maternity Leave Out-of-Office
Writing your message shouldn’t feel like a daunting task. Here are some practical tips for writing a clear, professional and effective maternity leave OOO message.
Keep It Concise
The last thing someone wants to do is read a novel message. Keep it short and sweet while providing all necessary information without overwhelming the reader. Think of it this way: just answer the essential questions. When are you out? When are you back? Who can help in the meantime?
Customize for Different Audiences
If you have a few different audiences for emails, you can always write different messages for each. Your internal team might need more specific information, while clients might just need an alternative contact. Customizing your OOO message for different recipients helps ensure the right tone and level of detail.
Use a Friendly and Positive Tone
While maintaining professionalism, a warm and positive tone can make your OOO message more personable. A friendly tone can go a long way with clients and co-workers. It can make the message feel less robotic and approachable. Here’s an example:
“I’m off maternity leave! I’ll be out of office from July 1st to October 15th, enjoying time with the new addition to my family. For urgent matters, my amazing colleague Alexa is here to help at alexa@email.com. Thank you so much for your understanding and support during this time!”
Update Your Message if Needed
If things change, because it’s more likely than not that they will (life with a newborn), always update your OOO message. You might also need to update your message if the point of contact changes. Unexpected changes to your leave can feel scary, but through updating your message, everyone will still be aware of what is going on.
Maternity Leave Out-of-Office Message Templates
Here are some simple templates you can use to craft your message!
Maternity Leave Out-of-Office Message Templates
Here are some simple templates you can use to craft your message!
Basic Maternity Leave Out-of-Office Template
This is a simple and straightforward message for a general audience.
Example:
Thank you for your email. I am currently on maternity leave and will be out of the office from [Start Date] until [Return Date]. During this time, I will have limited access to email.
For urgent matters, please contact [Alternate Contact Name] at [Alternate Contact Email/Phone]. I will respond to emails upon my return.
Thank you for your understanding.
Best regards,
[Your Name]
Detailed Template for Clients or High-Priority Contacts
A more detailed version for clients or high-priority contacts, ensuring they know how their needs will be handled during your leave.
Example:
Thank you for reaching out. I am currently on maternity leave from [Start Date] to [Return Date] and will have limited access to email during this time.
For any immediate assistance or ongoing project inquiries, please contact [Alternate Contact Name] at [Alternate Contact Email/Phone], who will be managing my responsibilities in my absence.
I look forward to reconnecting with you upon my return. Thank you for your understanding and support during this exciting time!
Best regards,
[Your Name]
Maternity Leave Out-of-Office for an Extended Leave
For those taking a longer maternity leave, this template emphasizes a longer absence and assures the recipient that their needs are covered.
Example:
I am currently out of the office on maternity leave and will be unavailable from [Start Date] until [Return Date]. During this period, I will not be checking emails regularly.
If you need immediate assistance or have any urgent inquiries, please contact [Alternate Contact Name] at [Alternate Contact Email/Phone]. [They/He/She] will be happy to assist you in my absence.
I appreciate your patience and understanding during this time and look forward to reconnecting with you upon my return.
Best regards,
[Your Name]
Flexible Return Date Template
For those who may not have a fixed return date or whose return is dependent on personal circumstances.
Example:
Thank you for your message. I am currently on maternity leave and expect to return on or around [Estimated Return Date]. I will have limited access to email during this time.
Should you need immediate assistance, please reach out to [Alternate Contact Name] at [Alternate Contact Email/Phone].
I will respond to emails as soon as possible once I return. Thank you for your understanding.
Warm regards,
[Your Name]
Additional Considerations for Maternity Leave Out-of-Office Messages
While there are a few things that are essential to your message, you can always customize your message to you. Here’s some advice on customizing the message depending on personal preferences or company policy.
Including a Personal Touch
If you feel comfortable, you can add a personal note about your maternity leave. Sharing your excitement about your baby’s arrival can add a little human and relatable touch to your message. But this really depends on the nature of your work environment. If you’re in a more formal workplace, keep it super professional. However, if you have a tight knit group of co-workers, a personal touch can add a lot.
Double-Check Before Activating
Before you activate your maternity leave out-of-office message, double check all the information. This will avoid any confusion. Check your dates, your alternative contact and that the tone of the message fits your work environment. Even send yourself a test message to make sure everything looks just right.
Coordinate with Your Team
Make sure that your team and alternate contact are prepared for any inquiries or issues during your absence, and confirm that they have all necessary information. Doing this prep before you leave will help everything run smoothly. Clear communication now = fewer headaches later!
Enjoy Your Maternity Leave!
Remember, your maternity leave is a time for you to focus on your family and recovery. Try not to stress about work and trust that your maternity leave out-of-office message has everything covered. Let yourself unplug and focus on what matters most.
