Your maternity leave OOO message is a professional notification, not an announcement about your baby. It needs to tell contacts you are away, who is covering your work, and when you will return — without sharing private medical or family details. Below are templates for every parental leave scenario, from standard maternity leave to shared parental leave and adoption leave.

Key Takeaways

  • A maternity leave OOO should state you are on parental leave, your return date (or approximate timeframe), and who to contact for urgent matters.
  • You do not need to mention the baby or share any personal details — “parental leave” is a complete and professional description.
  • Set a simple, professional OOO for external contacts and a more detailed one internally if you want to include handover information.
  • Update your OOO at transition points — when you begin leave, during leave, and when you return.
  • Consider a separate OOO for your returning period — a catch-up OOO tells people you are back but working through messages.
  • UK employees are entitled to 52 weeks of maternity leave — state your planned return date clearly so clients and vendors know when to expect you.

Template 1: Standard Maternity Leave OOO (Privacy-Focused)

Use this for external contacts. It tells them you are away without giving any personal details.

Thank you for your email. I am currently on maternity leave and will have limited email access during this time. I will respond to your message when I return.

For urgent enquiries, please contact [Name] at [email].

Best regards,
[Your Name]

Template 2: Maternity Leave with Return Date

When you know your exact return date, include it — it helps contacts plan around your absence.

Thank you for your email. I am on maternity leave until [Return Date] and will not have access to email during this time.

For urgent matters, please contact [Name] at [email], who is handling my affairs during my absence.

I look forward to connecting when I return.

Best regards,
[Your Name]

Template 3: Maternity Leave with Specific Handover (Internal)

Use this for internal contacts. Include the specific person covering each of your responsibilities.

Hi everyone,

I'm on maternity leave from [Start Date] to [Return Date]. During my absence:

- [Responsibility A] is covered by [Name] ([email])
- [Responsibility B] is covered by [Name] ([email])
- For general enquiries, please contact [Name] ([email])

I will not be checking email regularly. Please direct all work-related queries to the contacts above.

Thanks,
[Your Name]

Template 4: Paternity Leave OOO

Paternity leave is typically shorter than maternity leave. Keep it brief.

Thank you for your email. I'm on paternity leave and will return on [Return Date]. I'll have limited access to email during this time.

For urgent matters, please contact [Name] at [email].

Template 5: Adoption Leave OOO

Adoption leave follows the same structure as maternity leave. Use “adoption leave” or “parental leave” depending on your preference.

Thank you for your email. I am currently on adoption leave and will not have regular email access. I will respond to your message when I return on [Return Date].

For urgent enquiries, please contact [Name] at [email].

Best regards,
[Your Name]

Template 6: Shared Parental Leave OOO

Shared parental leave can alternate between parents. Your OOO should reflect your leave schedule.

Thank you for your email. I am currently on shared parental leave until [Return Date]. I will not have email access during this period.

For urgent matters, please contact [Name] at [email].

Best regards,
[Your Name]

Template 7: Returning from Maternity Leave (Catch-Up OOO)

When you return but need time to catch up, set a temporary OOO that tells people you are back and working through messages.

I'm back from maternity leave and working through my messages. I'll respond to your email as soon as possible. If your matter is urgent, please resend or contact [Name] at [email].

Thank you for your patience.

Template 8: Extended Maternity Leave (Privacy-Focused)

If your leave is longer than the standard period (e.g., extended unpaid leave), use this template.

Thank you for your email. I am on extended parental leave and will not have email access during this time. I'll respond to your message when I return on [Return Date].

For urgent matters, please contact [Name] at [email].

Privacy Tips for Maternity Leave OOOs

Do Do Not
Say “on parental leave” or “on maternity leave” Share your due date, baby’s name, or birth details
Include your return date or expected timeframe Share medical details about the birth
Name the person covering your work List personal email or phone number
Use a professional closing Include photos or personal updates
Update your OOO at key milestones Leave a stale OOO running after you return

When to Change Your OOO During Maternity Leave

Stage Action Example
Before leave starts Set OOO with leave start and expected return date “On maternity leave until [Date]”
When baby arrives Consider updating if your return date changes “On maternity leave until [New Date]”
Mid-leave check-in Some people set a brief OOO update (optional) “Still on leave — returning [Date]”
2 weeks before return Remind contacts you will be back soon “Returning on [Date] — [Name] is still covering”
First day back Switch to catch-up OOO “Back from leave — catching up on messages”
After catch-up period Remove OOO entirely —

What the Law Says About Maternity Leave Communication

In the UK, employees on statutory maternity leave have the right to return to the same job (or a suitable alternative if the role has changed). Your employer must keep you informed of workplace changes and opportunities during leave. You are not obligated to respond to emails during your leave period — setting an OOO that says you will not respond is appropriate.

In the US, the Family and Medical Leave Act (FMLA) provides up to 12 weeks of unpaid, job-protected leave for the birth or adoption of a child. Your employer cannot require you to check email during FMLA leave. Set a clear OOO that communicates your unavailability.

Frequently Asked Questions

Should I mention the baby’s name or gender in my OOO?

Only if you want to. There is no professional obligation to share personal details in a maternity leave OOO. Many parents choose to keep their OOO private and share personal news through other channels.

Can I include photos in my OOO?

Not recommended. OOO messages are business communications that can be forwarded, archived, and viewed by people you did not intend. Keep photos and personal details for personal channels.

Should I set a different OOO for internal and external contacts?

Yes. For internal contacts, include handover details and who covers each responsibility. For external contacts, keep it simple — “on parental leave, back on [date], contact [name].”

What if I don’t know my exact return date?

Use an approximate timeframe rather than a specific date. “I am on maternity leave and expect to return in [month]” or “I will respond when I return from parental leave” are perfectly acceptable.

How soon after returning should I remove my OOO?

Set your return-to-work OOO for the first 2–5 days back, then remove it. This gives you time to catch up without new messages getting an outdated automatic response.

Plan Parental Leave Without the Stress

Leave Balance helps you manage parental leave from start to finish — notifying managers, tracking return dates, and keeping your team informed without you having to manually update 30 contacts about your availability.

You can take advantage of the free 14 days trial and explore Leave Balance.