13 Heartfelt Out of Office Messages Maternity Leave
You have wrapped up the projects. You have color-coded the handover spreadsheets. You have briefed the team. Now, there is just one blinking cursor standing between you and the start of a life-changing chapter: writing your sample out of office message for maternity leave.
It feels like a small administrative task, but the emotional weight is real. This isn't just a standard "away from desk" note. It is the final sign-off before you step away from your professional identity for a while to focus entirely on bringing a new human into the world (or welcoming them home). You need a message that protects your time, directs your clients clearly, and sounds like you-professional, capable, and ready for this change.
"There is virtue in work and there is virtue in rest. Use both and overlook neither." - Alan Cohen
We have gathered 13 templates to help you cross this finish line. From formal notes for clients to warm messages for the colleagues covering your workload, these scripts are designed to give you peace of mind so you can close your laptop and focus on what matters most.
Section 1: The Essential Core Clarity Checklist
Before we look at the specific templates, let's take a deep breath. Anxiety often comes from worrying that things will fall apart while you are away. They won't. The secret to an HR-safe out of office message is simply hitting five specific points. If you cover these, you have done your job perfectly.
1. Five Non-Negotiable Elements
To create a complete boundary around your time off, your auto-reply needs to include:
- A Clear Statement of Absence: State plainly that you are on parental leave.
- The Timeline: Give your specific return date (or a general timeframe if the date is fluid).
- The "Who to Call": Lists the specific people handling your responsibilities.
- The "No Peeking" Promise: Set expectations that you will not be checking email. This prevents people from waiting on a reply that isn't coming.
- A Warm Closing: Professional warmth keeps the relationship paused, not stopped.
Quick Fix: Formatting Your Contact Redirection
When listing your contacts, use bullet points. A wall of text is hard to read when someone is in a panic.
- For Billing: Contact Sarah at [Email]
- For New Projects: Contact Mike at [Email]
Section 2: The Core Professional Templates (External and Formal)
These messages are your shield. They are designed for clients, vendors, and people outside your organization. The goal here is clarity and reassurance. You want your external contacts to know they are being taken care of, even if you aren't the one doing it.
1. The Standard Professional Announcement
This is the "Little Black Dress" of auto-replies. It works for almost every industry and strikes a balance between approachable and strictly business.
Sample 1
Subject: Out of Office: [Your Name] – Maternity Leave
Hello,
Thank you for your email. I am currently out of the office on maternity leave starting [Start Date]. I expect to return on [Return Date].
While I am away, I will not have access to email. However, your needs are important to me, and I have arranged for my capable colleagues to assist you:
- For [Topic A]: Please contact [Name] at [Email].
- For [Topic B]: Please contact [Name] at [Email].
- For all other urgent matters: Please reach out to [General Contact] at [Email].
I look forward to reconnecting with you upon my return.
Best regards,
[Your Name]
2. Acknowledging the Change and Continuity
If you have long-standing relationships with clients, a standard robotic reply might feel too cold. This professional maternity leave auto-reply bridges that gap by personally assuring them that the business is stable.
Sample 2
Subject: Out of Office: [Your Name] (Returning [Date])
Hi there,
Thanks for reaching out. I am taking some time away from work for maternity leave to welcome a new addition to my family.
While I am excited about this personal time, I wanted to make certain you have everything you need. I am leaving my projects in excellent hands. For the duration of my leave, [Colleague's Name] will be managing my accounts. They are fully briefed on our current status and can be reached at [Email Address].
Please note that I will not be checking email during this period.
Thank you for your support and understanding. I look forward to catching up when I return in [Month/Year].
Warmly,
[Your Name]
3. The Formal Executive Announcement
For senior roles, the focus shifts to organizational stability. You aren't just saying "I'm away"; you are saying "the ship is being steered competently."
Sample 3
Subject: Automatic Reply: [Your Name] – Parental Leave
Thank you for your message.
Please be advised that I am currently on maternity leave, effective [Start Date], with a planned return date of [Return Date]. During this time, I will not be accessible via email or phone.
To maintain seamless operations, the following points of contact have been designated:
- Strategic Inquiries: [Name], [Title] – [Email]
- Operational Matters: [Name], [Title] – [Email]
I have full confidence in my team's ability to drive our initiatives forward in my absence. Thank you for your partnership.
Sincerely,
[Your Name]
Section 3: The Heartfelt Handoff (Internal Team Focus)
Most advice focuses on clients, but your internal team are the ones shouldering the load. Creating a specific message for internal senders is a beautiful way to show leadership and gratitude.
"The beautiful thing about teamwork is that you always have others on your side." - Margaret Carty
4. The Grateful Internal Team Reply
This message acknowledges that your time away creates work for others. A little gratitude here goes a long way toward maintaining high morale.
Sample 4
Subject: Out on Leave – You've Got This!
Hi Team,
As you know, I am currently out on maternity leave.
I want to say a huge thank you to everyone for stepping up and covering my desk while I am away. Knowing that my projects are with such a talented group allows me to focus fully on my family during this time.
For anything urgent, please refer to the handover document saved in [Folder Location] or reach out to [Manager's Name].
I look forward to seeing you all (and showing you pictures!) when I return on [Date].
Best,
[Your Name]
5. The Longer, Detailed Internal Handoff
Sometimes, you need to be directive. If your role involves complex workflows, this internal-only reply can serve as a "signpost" to remind people where resources are located.
Sample 5
Subject: OOO: [Your Name] – Resources and Contacts
Hello,
I am officially offline for maternity leave as of [Date]. I will not be checking email until my return on [Date].
To keep things moving, here is a quick reminder of who is handling what:
- Project X: [Name] has the latest files.
- Budget Approvals: [Name] has signing authority.
- Team Scheduling: Please coordinate with [Name].
You can find the master handover document [Here]. Thank you for keeping the momentum going-I appreciate it more than I can say.
Talk soon,
[Your Name]
6. Combining Joy with Professional Change
It is okay to be happy! This message balances professional boundaries with the genuine joy of the occasion.
Sample 6
Subject: Out of Office: Welcoming the Newest Family Member!
Hi everyone,
I am out of the office starting [Date] on maternity leave. I am trading in my spreadsheets for diapers for a few months as we get to know the newest member of our family.
While I am away, please direct all work-related queries to [Name] at [Email]. I will not be checking messages, as I’ll be busy on baby duty.
I’m so grateful for the support of this team. See you in [Month]!
Cheers,
[Your Name]
If you are looking for other ways to foster team spirit during absences, you might appreciate these christmas message to colleagues professional templates which also focus on workplace gratitude.
Section 4: Boundary Setting and Unique Scenarios
Sometimes, you need to be firmer. Or perhaps your return date is a giant question mark. These templates handle the tricky situations.
"Breathe. Let go. And remind yourself that this very moment is the only one you know you have for sure." - Oprah Winfrey
7. The Confident Boundary Setter
This is for the person who struggles to disconnect. Use this to protect your peace. It makes it clear that "unreachable" means unreachable.
Sample 7
Subject: Out of Office: [Your Name]
Thank you for your email.
I am currently away on maternity leave. I am taking this time to disconnect completely and focus on my family, so I will not have access to my inbox and will not be responding to voicemail.
Your message will not be forwarded. If this requires immediate attention, please redirect your inquiry to [Name] at [Email].
Thank you for respecting this time. I look forward to reconnecting on [Return Date].
Best,
[Your Name]
8. The "Return Date Unclear" Message
Babies rarely follow schedules. If you don't have a firm return date, or if you are waiting on HR clearance, use this maternity leave message return date unclear template.
Sample 8
Subject: Out of Office: [Your Name]
Hello,
Thanks for your note. I am currently out of the office on parental leave.
I anticipate returning in [Month, Year], though my exact return date is flexible. In the meantime, [Name] is handling my day-to-day responsibilities and can provide you with immediate assistance at [Email].
Thank you for your understanding.
Best regards,
[Your Name]
9. The Paternity / Co-Parent Leave Message
Parental leave is for all parents. This template is inclusive and professional, perfect for partners stepping away to co-parent.
Sample 9
Subject: Out of Office: Parental Leave – [Your Name]
Hi there,
I am away from the office on parental leave following the birth of my child. I will be offline starting [Date] with a planned return of [Date].
While I am out, please contact [Name] at [Email] for any project needs.
Thanks,
[Your Name]
10. The Short & Sweet Message
If you work in a fast-paced tech or startup environment, nobody wants to read a novel. Get to the point.
Sample 10
Subject: OOO: [Your Name]
I am out on maternity leave until [Date] with no email access.
Please contact [Name] at [Email] for assistance in my absence.
Thanks,
[Your Name]
This brevity is similar to a short out of office message for the holidays, where the goal is speed and efficiency.
11. The Lightly Humorous (HR-Safe) Message
Know your audience. If your company culture allows for it, a little personality can be great. Just keep it safe for external clients.
Sample 11
Subject: Out of Office: Sleep Deprivation in Progress
Hello!
I am currently out of the office on maternity leave. I am swapping conference calls for lullabies and project management for diaper management.
I will not be checking email (I’ll likely be too tired to read it!). Please reach out to the brilliant [Name] at [Email] for anything you need.
See you in [Month]!
Best,
[Your Name]
If you want to explore more humorous angles for other occasions, check out our collection of 55 funny ooo messages.
Section 5: The Value-Add Templates (Beyond the Auto-Reply)
A true pro doesn't just disappear; they manage the exit. These are emails you send before you turn on the auto-reply.
12. The Pre-Leave Client Announcement Email
Send this about two weeks before your due date. It is proactive and shows you care about the relationship.
Sample 12
Subject: Upcoming Leave and Coverage Plan
Hi [Client Name],
I am writing to let you know that I will be going on maternity leave starting approximately [Date].
I want to make sure you are well supported while I am away. I have briefed my colleague, [Name], on the status of your account. They will be your primary point of contact until I return in [Month].
It has been a pleasure working with you this year, and I look forward to picking up right where we left off when I return.
Best regards,
[Your Name]
13. The Pre-Leave Internal Team Gratitude Email
Send this on your last day. It creates a warm memory of you right before you leave.
Sample 13
Subject: Signing off for a while – Thank You!
Hi Team,
As I wrap up today for my maternity leave, I just wanted to send a quick note of thanks.
I know my absence adds to your plates, and I am so grateful for the support you have shown me during this pregnancy and in preparing for my leave. It makes it much easier to step away knowing things are in such capable hands.
The handover doc is saved [Here], and [Name] has the keys to the castle.
I’ll miss you all!
Best,
[Your Name]
Frequently Asked Questions
Q: When should I turn on my maternity leave out of office message?
A: It is best to turn it on as soon as you stop working, even if that is a few days before your due date. If you go into labor unexpectedly early, ask your manager or IT department to activate it for you. Having a draft ready to go makes this much easier for them.
Q: Should I include personal details about the baby in my auto-reply?
A: It depends on your industry and company culture. For internal emails, sharing excitement is lovely. For external, client-facing messages, it is usually safer to keep it professional and brief ("welcoming a new family member") rather than oversharing medical or personal details.
Q: Is it okay to say I will be checking email "occasionally"?
A: We strongly advise against this. Saying you might check email creates an expectation of a response. It is better to state you have no access to email. If you do choose to check in, let that be a pleasant surprise rather than an obligation that adds stress to your recovery.
Stepping Away with Heartfelt Confidence
Your out of office message for maternity leave is more than just an automated reply; it is the final professional act before you dedicate yourself entirely to your family. By choosing the right words, you have successfully set clear boundaries and confirmed your professional relationships remain intact and warm.
"We must be willing to let go of the life we have planned, so as to have the life that is waiting for us." - Joseph Campbell
Copy-paste the template that resonates most with your professional style, insert your dates and contact details, and hit save. You have earned this pause.
At HeartfeltTexts.com, we believe the right message brings peace of mind during life’s biggest moments. We wish you and your growing family all the best during this extraordinary time.
