A maternity-leave auto-reply should tell people you’re away, give an expected return date or timeframe if you can share one, and point them to the right person for help. Keep it brief, protect your privacy, and describe email access or follow-up only as it will actually work.
What to include in a maternity-leave auto-reply
- Your absence: Say that you’re on maternity leave, parental leave, or away from the office, using the wording you prefer and your workplace uses.
- Return timing: Share a date or approximate timeframe if it is known and appropriate. If it could change, say “around” or “approximately” rather than presenting it as certain.
- A route for help: Name a colleague or team and provide a work email address. If coverage differs by subject, give a separate contact for each topic.
- Email expectations: Say whether you will not monitor email, have limited access, or follow another specific plan. Don’t imply that you’ll respond during leave or immediately after returning unless that is accurate.
You do not need to include medical details. The point is to explain the absence and keep work moving, not to disclose personal information. These are practical writing choices, not universal legal requirements.
Copy-and-adapt maternity leave auto-reply templates
Simple external reply
Thank you for your message. I’m currently on maternity leave and expect to return around [month/date]. I won’t be monitoring email during this time. For help with [work area], please contact [name] at [work email].
When different people cover different topics
Thank you for your email. I’m on parental leave until approximately [date]. For [topic/project A], contact [name] at [email]; for [topic/project B], contact [name] at [email]. I’ll follow up on messages that need my attention after I return.
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When you prefer to share less
Thank you for your message. I’m away from the office until approximately [date] and have limited access to email. For assistance, please contact [name/team] at [email].
Replace every bracketed field, confirm that the contacts have agreed to cover the work, and remove any statement about email access or later follow-up that does not match your plan. These are adaptable examples, not wording prescribed by an employer or legal authority.
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Choose the wording and date that fit your situation
Use a firm date only when it is reasonably certain
If your return date may shift, an approximate month or timeframe avoids making a promise you may not be able to keep. You can also omit the return date if you do not know it or do not want to share it; make sure the alternate contact is clear.
Match the absence label to your preference
“Maternity leave” is direct. “Parental leave” may better fit your workplace terminology or preference, while “away from the office” discloses less. Choose a label that is truthful and comfortable for you.
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Make the access statement precise
“I won’t be monitoring email” sets a clear expectation if you will be offline. “Limited access” is appropriate only if it reflects the actual arrangement; it should not be treated as a default. If you have a specific response plan, state it plainly without suggesting availability you cannot offer.
Agree on coverage before you activate the reply
Before leave begins, confirm the alternate contact, work email address, topics they can handle, and any important handover dates with the colleagues involved. The Australian Fair Work Ombudsman recommends discussing key contacts, handovers, and important dates before leave. Its guidance is specific to Australia, but the handoff preparation is useful wherever you work. It says: “Good communication and planning will help you manage employees taking parental leave and help an employee on leave feel attached to the workplace, their career and their colleagues.” Read the Fair Work Ombudsman’s parental-leave best-practice guidance.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Keep the auto-reply separate from formal leave requirements
An out-of-office message is not a substitute for notifying your employer or confirming leave dates through the required process. The rules depend on your location and circumstances. For example, UK guidance says employees should notify their employer at least 15 weeks before the due date of the due date and intended leave start, and the employer must confirm start and end dates within 28 days. GOV.UK explains maternity leave notification and dates.
Acas says statutory maternity leave in the UK can be up to 52 weeks and that an employer should confirm the return date in writing within 28 days after receiving the relevant information. These are UK leave-administration rules, not wording requirements for an email auto-reply, and they do not apply universally. See Acas guidance on when maternity leave can be taken.
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