How to Write a Maternity Leave Message to a Colleague (With Examples)

Maternity or adoption leave is a special moment for mothers. It is their chance to care for their newborn while recuperating and regaining their full health. While this time can be the happiest journey of a parent’s life, it is full of ups and downs. So, if one of your colleagues is preparing for maternity or adoption leave, it would be a great idea to send them words of support and wish them well. In this article, we will provide some tips and examples on how to write a maternity leave message to your colleague.

What is a maternity leave message?

A maternity leave message is a short message that conveys your friendly level of support and love and best wishes to an expecting parent going on maternity leave. It can be written and sent in different ways based on your preference or on how close you are to your colleague. This can be done either in a handwritten note or card, via text message, or through email.

Why write a maternity leave message to a colleague?

There is so much involved in caring for a newly born child. So, considering writing and sending a maternity leave message that demonstrates your support is a thoughtful gesture your colleague will surely appreciate. Whichever way you choose in writing one, doing this will make them feel that they are cared for and valued, especially in the work that they do. This will also allow them to feel at ease, knowing that their job and co-workers await them when they return to work.

How to write a message to a colleague going on maternity leave?

As mentioned above, writing a maternity leave message can be done in different ways. While you can choose whichever way you prefer, you should also take into consideration your relationship with them. You can opt for a short note, card, or text message if it’s for a colleague with whom you have a friendly relationship. It doesn’t have to be too fancy. Just keep it short, simple, and sweet with one to three sentences. Here are some examples for inspiration.

On the other hand, co-worker relationships don’t always end in close friendship, and in some cases, it may not be appropriate. This is where an email could be used. After all, email is the most commonly used medium of communication in a professional setting. Hence, you can also use this to write and send a maternity leave message to your distant co-worker or manager. If you are wondering how to do this, here are some tips.

1. Write a straightforward subject line

The subject line should convey what your email is all about. It should be clear, short, and straightforward, just like the examples below.

2. Start with a friendly greeting

Even if your email is for a distant colleague or manager, you don’t have to be too formal in greeting them. In this case, “Dear” is the most recommended salutation as it demonstrates a professional and friendly approach without being too formal. However, it is important to make sure that you address them properly. You can, of course, use their first name if that’s how you call them in person or address them with their designated title if you are on formal terms with them. For example, you can say Dear Jane or Dear Mrs Doe.

3. Keep the body short and sincere

Just like any other email, the body is the most crucial part of your maternity leave message. In some cases, it can still be difficult to come up with the right words, especially if you do not have a close relationship with the recipient. But one important thing to note is you don’t have to go overboard by making it too long. A simple, genuine, encouraging, and reassuring message in three to four sentences will suffice. This can go a long way in making your co-worker feel appreciated and supported.

4. End with a friendly complimentary close

Closing your maternity leave email in a friendly tone can help you showcase your support to your colleague better. That being said, here are some of the appropriate complimentary closings you can use.

We’ve listed some examples below that you can look at when writing a maternity leave email to your colleague.

Example #1: For a distant co-worker

Subject line: Have a Joyful Baby Break

Dear Michelle,

Congratulations on your new, beautiful baby! I know you will love every moment of this new journey. I am sure you will be a great parent, and your little one is blessed to be yours. Wishing you all the best during this special time.

Cheers,

Your name

Example #2: For a senior manager or executive

Subject Line: Many Congratulations

Dear Jane,

I am excited to hear the amazing news about your new baby! I know that you will enjoy your new addition, and I wish you and your growing family much joy and happiness in the future. Many congratulations!

Best wishes,

Your name

What to consider when writing a maternity leave message?

Sending a congratulatory message may be the typical response when finding out that one of your co-workers will be on maternity leave. However, this situation may not be similar for everyone and comes with varying emotions. While most expecting parents are excited, some may feel otherwise. Hence, we suggest taking note of the following when writing your maternity leave message to your colleague. 

What to say to a coworker back from maternity leave?

Returning to work after maternity leave can be a challenge. It can bring up a lot of mixed emotions – from excitement to overwhelm. Apart from the distress your colleague may feel because of being parted from their child, adjusting to the professional setting and transitioning back to day-to-day functions at work all of a sudden is not easy. Nonetheless, sending them a warm welcome back message and offering help can make a lot of difference. 

Writing a short, simple note welcoming your colleague back is a great way to let them know that they are missed and that their contributions at work are always valued. This can go a long way to gaining their confidence back and helping them get through the difficult first day. To further help them with the transition, offer help if you can. This can range from creating a summary of what they’ve missed, ensuring they have the physical resources necessary to complete their work, or providing mentoring about the new processes. Here are a few examples of welcome back messages you can send to your colleague.