Returning to work after maternity leave is often an emotional experience. Many mothers feel a mix of excitement about resuming their careers and reconnecting with colleagues, but also apprehension about leaving their child for the first time. Among the practical steps required for a smooth transition, one of the most important is writing a return to work letter after maternity leave.
This formal communication ensures clarity between you and your employer, sets expectations, and confirms your plans regarding the end of your leave.
This guide explains what to include in the letter, how much notice you need to provide, what to do if you want to return earlier than expected, and how to approach situations where you may not return at all. A sample letter is also provided to make the process easier.
Why a return to work letter matters
A return to work letter is essential because it formally communicates your intention to your employer. In New Zealand, the law requires you to provide at least 21 days’ notice before resuming work. Depending on your situation, your letter can serve two main purposes:
- Advise your employer you’re returning: If your role was kept open, you need to confirm your return date in writing.
- Begin your period of preference: If your employer couldn’t hold your position, you must send a letter 21 days before your availability. This triggers your six-month period of preference, during which your employer must offer you a role similar in status, pay, and qualifications.
This letter is not just about compliance with employment law—it also sets the tone for your return and helps your employer prepare for your reintegration into the workplace.
Returning early from maternity leave
Sometimes, mothers choose to return to work earlier than initially planned. This is usually possible only with your employer’s consent, and they may request a medical certificate confirming that you are fit to resume your duties.
However, there are exceptions where early return does not require approval:
- If you or your partner stop being the primary carer.
- In the unfortunate event of losing your child.
What to include in your return to work letter
Your letter should be concise but clear. The most important elements are:
✔ Return date
- State clearly the day you will resume work.
- If possible, attach a copy of your original maternity leave letter for reference.
✔ Requests or new arrangements
- Mention any prior agreements made with your employer, such as part-time hours or flexible scheduling.
- If you want to propose new arrangements, include them in the letter. This ensures your manager is informed before your first day back.
Tip: Although the letter is formal, showing enthusiasm about coming back helps create a positive atmosphere.
Do you need a doctor’s letter?
In most cases, you do not need to provide a doctor’s letter when returning from maternity leave. The exception is if you plan to return earlier than agreed, in which case your employer may ask for medical confirmation.
Sample return to work letter
Here’s an example you can adapt to your situation:
Dear [Manager’s Name],
I am excited to return to work as I come to the end of my maternity leave. As per our previous agreement, my first day back will be [DATE]. Please accept this letter as official notice of my return. I have attached a copy of my original maternity leave letter for reference.
{Optional section:} I would like to discuss the possibility of flexible work arrangements, such as adjusted hours, to better manage daycare responsibilities. Please let me know if this can be arranged.
I look forward to rejoining the team and resuming my role.
Best regards,
[Your Name]
If you decide not to return after maternity leave
Some mothers decide not to return to work after maternity leave. In New Zealand, you may resign during parental leave just as you would if actively employed. The main difference is that you are only entitled to any accrued annual leave from before your leave began.
If you choose not to return, you must give your employer at least 21 days’ notice before the official end of your leave, unless your employment agreement specifies a longer notice period.
Conclusion
Writing a return to work letter after maternity leave is an important step to ensure a smooth transition back into your professional life.
Whether you are returning on your original date, planning an earlier comeback, or deciding not to return at all, providing clear and timely communication will help maintain professionalism and strengthen your relationship with your employer.
By following these guidelines, you can focus on balancing your new role as a parent with your career responsibilities in a structured and confident way.
Frequently Asked Questions (FAQ)
What is a return to work letter after maternity leave?
A return to work letter is a formal notification from an employee to their employer confirming the intention to resume work after maternity leave. It usually specifies the planned return date and may include requests for flexible arrangements.
When should I send the return to work letter?
It is recommended to notify your employer in writing at least 8 weeks before your intended return date, or according to your company’s policy, to allow enough time for planning and discussion.
What information should be included in the letter?
Your letter should include:
- The exact date you plan to return
- A reference to your maternity leave period
- Gratitude or acknowledgment of support
- Any requests for flexible work or a phased return
- Contact details for follow-up
Can I request changes to my work schedule in the letter?
Yes. You can use the letter to request flexible hours, part-time work, remote work, or a phased return to help ease the transition back to work.
What happens if I need to change my return date?
If you need to return earlier or later than planned, you must notify your employer at least 8 weeks before the new intended date.
Do I have a legal right to return to my old job?
If your maternity leave lasted 26 weeks or less, you have the right to return to the same job. If it lasted longer, your employer must offer the same job or a suitable alternative with no less favorable terms.
Can I include a thank you or positive message in the letter?
Yes. Expressing gratitude for the support received during your leave can help maintain positive communication with your employer.
Who should I address the return to work letter to?
The letter should generally be addressed to your direct manager or the HR department, depending on company procedures.
