You’re pregnant and about to go on maternity leave. Congratulations on your new arrival! But before you embark on your adventure into motherhood, it’s important to take appropriate steps ahead of closing the door to your office.
Pregnancy can be a busy time for a mom-to-be, and understanding the maternity leave process can go a long way toward finishing your to-do list before the baby arrives. Setting up a maternity leave out of office message is one item you can tackle with relative ease.
Steps to Take Before Going on Maternity Leave
You’ve notified your boss and colleagues that you’re expecting, and they’re excited for you! Make sure you recognize the impact your leave will have on them by minimizing the amount of work you leave for them to take over.
Talk with Your Boss About Your Plans
Before going on maternity leave, it’s important to have a talk with your boss to make sure they understand your plans. If you qualify for maternity leave under the Family Medical Leave Act (FMLA), you will be entitled to 12 weeks of unpaid leave, continued health benefits, and the right to return to your current or equivalent position.
Some companies offer paid maternity leave, and some states do as well. In many cases, you may be able to retain your pay through a short-term disability plan. However, benefits will vary across organizations.
It’s imperative to have a plan for your leave. You are not required to take all 12 weeks at once (or even to take the entire time allowed off). Some people choose not to, mostly for financial reasons. Whatever the case, you need to let your boss know how long you expect to be out.
Some women prefer to have a few weeks off before the baby comes, for health reasons, to attend doctor’s appointments, or to prepare for the birth. Others may choose to schedule their time off after the due date. Let your boss know how you plan to handle your time.
Complete All Requirements for FMLA
You can work with your Human Resources department to complete all FMLA requirements in a timely manner. Typically, documentation of the pregnancy is required.
Your company is required to give you a statement of eligibility within five business days after you file your request. Included in the statement must be a guarantee that you can return to your job or a comparable one once your leave is over.
Identify Colleagues to Fill In During Your Absence
To help out your boss and the entire department, identify colleagues who can assist in your absence. Talk to them to determine whether they would mind taking over some of your responsibilities if the need arises. Many will be happy to do it — just about everyone loves a new baby!
However, it’s helpful to spread the work around to a number of different people so nobody feels like they’re shouldering the burden alone.
If there are specific tasks that you normally handle on a regular basis, create documentation for each one. Good documentation should include the task name, how often it is completed, and a step-by-step process for performing the duty.
Spend a few hours with each person before your maternity leave to go over the tasks and make sure they know how to perform each one. Let them know how much you appreciate their help.
Set an Out of Office Reply
Before leaving, it’s critical to set an out of office message. Examples of appropriate OOO messages are listed below. When writing your out of office message, remember to adjust your settings to send automatic replies.
Someone who has a number of tasks that will be undertaken by colleagues in their absence may be happy with the out of office email templates below:
Out of Office Message Example 1
Hello,
Thank you for your email!
I am currently out of the office on maternity leave. I will return on [Date]. In my absence, please contact the following individuals for assistance:
Name 1 – Task 1 – [Email] / [Phone]
Name 2 – Task 2 – [Email] / [Phone]
Name 3 – Task 3 – [Email] / [Phone]
For all other queries, please reach out to my manager, [Name]. They may be reached at [Email] or [Phone Number].
I look forward to speaking with you upon my return!
Out of Office Message Example 2
Good morning!
Currently, I’m out of the office on maternity leave. If you need assistance immediately, please contact the following people:
Name 1 – Task 1 – [Email] / [Phone]
Name 2 – Task 2 – [Email] / [Phone]
Name 3 – Task 3 – [Email] / [Phone]
I will be back in the office on [Date].
Out of Office Message Example 3
Thanks for your email! I am currently away from my desk and out for maternity leave through [Date]. For pressing needs or questions, please contact the following individuals:
Name 1 – Task 1 – [Email] / [Phone]
Name 2 – Task 2 – [Email] / [Phone]
Name 3 – Task 3 – [Email] / [Phone]
Have a great day!
Additional Options
For someone who plans not to respond to any messages during their time away, a proper maternity leave email message may be sent as follows:
Out of Office Message Example 4
Hello,
I am out of the office on maternity leave from [Date] to [Date].
I will have no access to email during this time. If you need immediate assistance, please contact [Name] at [Email] or [Phone].
Otherwise, I will respond to your message upon my return.
Thank you for your understanding!
Out of Office Message Example 5
I am currently out of the office on maternity leave, expecting to return on [Date]. As I do not have access to email during this time, any immediate needs should be forwarded to [Name] at [Email/Phone].
I look forward to connecting with you when I return!
Set Outgoing Voice Message
Before leaving, make sure to record a maternity leave out of office message on your voicemail. In your voicemail, indicate who can assist with the caller’s queries and include a phone number.
You can also encourage them to leave a reply on your answering machine if messages can be automatically forwarded.
Maternity Leave Voicemail Greeting Example 1
“Hello, and thank you for reaching out. I am currently on maternity leave until [Date]. In my absence, [Name] can assist you by calling [Phone Number]. My voice messages are automatically forwarded to him/her, so you may also leave a reply here. I look forward to speaking with you when I return!”
Maternity Leave Voicemail Greeting Example 2
“You’ve reached the voicemail of [Name]. I’m currently away from my desk and out on maternity leave until [Date]. If you have an immediate need, please reach out to [Name] at [Phone Number]. Thank you and have a great day!”
Maternity Leave Voicemail Greeting Example 3
“Sorry I missed your call! I’m out of the office and away on maternity leave, expecting to return on [Date]. If you have an urgent need, please call [phone number] to speak to [Name]. Otherwise, I’ll respond to messages after my return.’
Final Thoughts
By setting expectations, you can minimize the stress of heading out for maternity leave. Set yourself up for success upon your return by clearly communicating expected dates you’ll be gone, arranging for coverage with other staff members, and letting your customers know who to contact while you’re gone.
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