Around the 26th week of your pregnancy, it's time to write up a client maternity letter. Although your pregnancy may be coming to an end and it's all you can think about your clients may have no idea what is going on in your personal life. So here's why you should consider sending one, what to include in it, and a sample letter that you can use.
Why Sending a Client Maternity Leave Letter Is a Good Idea
By now most of your clients know you are pregnant.
If they do not know a client maternity letter is a convenient way to inform them.
A letter specifically tailored for your clients will be a great resource for them. They may ask someone, "When is Sally coming back from maternity leave?" and with a client maternity letter, you can answer their question. The letter is a time saver for them as they won't have to try to hunt you down by calling or an emailing your coworkers.
This letter shows your clients you were thinking of them. They will have something in writing that they can refer to on how to get support from your company in your absence. This type of letter isn't a requirement but a nice gesture that ensures your client is taken care of.
What Topics You Could Cover
The content of your letter depends on who you client is and how often you are in touch with them. If you are sending out the same email to 200 clients you will want to keep it short and sweet.
If you are sending this out to 5 or 10 clients you could make it more personal and share more information. Here are a few topics you can include in your client maternity leave letter:
- How many weeks you'll be out of the office.
- When you will leave the office.
- When you will return to the office.
- Who they can contact for support while you are out.
- That you'll be unavailable while on leave.
View this letter as setting expectations with your client. In turn, this will protect the time you will have with your newborn and family and leaves you feeling like you didn't leave any loose ends at work.
Use This Sample Client Maternity Leave Letter
Where you see (parentheses), you should insert the appropriate words or phrases for your circumstances.
To (Your Client's Name),
I am pregnant (or in the process of adopting a child) and expect to take a (fill in the number of weeks) maternity leave beginning on (the date you wish your leave to begin) and returning on ( the date you expect to return from maternity leave).
As you know, I take great pride in my performance and the quality of my work for (Client's company name). I have already submitted a detailed plan to my manager to ensure that your needs will be taken care of in my absence.
While I am on leave I will not be available for consultation so my job responsibilities will be managed by the following co-workers.
(Here is where you can either get specific on which duties will be covered by who or keep skip these details and leave only one person's name.)
During my absence, your point of contact will be (name of colleague covering for you, with contact details such as email address and direct phone number).
Please let me know if you have any particular concerns or questions about how your needs will be addressed during my maternity leave. I will let you know if any changes occur that may impact you.
Thank you for your confidence in my work. I look forward to working with you up until my maternity leave and then again after I return to the office.
If sending a letter isn't typical of your relationship with your client this letter could be sent via email.
Be sure to use a subject line that captures your client's attention and also you could suggest they flag the email as important.
Edited by Elizabeth McGrory