How to Write a Pregnancy Announcement Email to Coworkers (Free Email Template)

Written by Maria
Last updated:

Pregnancy is one of the most exciting and memorable times one can experience, and you have all the reasons to celebrate this wonderful moment. But before all that, you probably have to let your employer and coworkers know about it. To help relieve you of the hassle of writing a letter, we’re here to provide you with a guide on how to write a pregnancy announcement email to coworkers. 

There are a few important factors why letting your workmates know that you are expecting. While you won’t have to worry about work during your leave, your friends back at your workplace may need to plan on the workload you’re leaving behind. Another thing would be scheduling your leave. The business or company you work at will continue operating and may need a sub to fill in your spot.

In this article, you will learn when would be a suitable time to submit your letter, what you should write, and who are the people you should send it to. To help you get started, we’ve even included a free email template for inspiration.

What Laws Do I Need to Know About?

Before you start writing your pregnancy announcement email, it’s important to understand the laws surrounding pregnancy in the workplace. While some countries have lesser bills and laws regarding pregnancy, the United States however has strict ones in favor of the expectant. Here are a few that you should know.

  • The Pregnancy Discrimination Act (PDA): It says here that it prohibits discrimination on the basis of pregnancy, childbirth, or related medical conditions. This basically means that you are protected by the US government from having you fired or discriminated against in your workplace.
  • Family and Medical Leave Act (FMLA): Eligible employees have their job-secured during their pregnancy and have up to 12 weeks of unpaid leave during birth or even adoption. Do take note that the conditions that need to be met may require medical documents.

When Should I Announce My Pregnancy at Work?

Contrary to popular belief, there is good and bad timing when sharing the news with your workplace. When the timing is off, you might bring about confusion or disruption on how to handle and cover for the job you were assigned to. There is no one-size-fits-all answer. It will always vary based on personal preference and individual circumstances. 

  • Physical activity: Depending on how strenuous your job is, you may want to send out the letter at an earlier time. This will save you from doing some heavy lifting that could potentially harm your pregnancy.
  • Harmful chemicals: You probably already know this but it is important to let your employers know immediately you are expecting if you are working with some chemicals that are potentially harmful to your pregnancy.
  • Medical conditions: It would be best to let the company know about some of your limitations due to your medical conditions. While some don’t really affect pregnancy, some do and could be fatal to both mother and child.
  • Risk of miscarriage: No matter how careful a mother may be, the risk will never be zero. (Knock on wood). During the first trimester, it is believed that it is the most crucial time during pregnancy due to its high probability of miscarriages. That is why some women prefer to announce their pregnancy after the first trimester.

Who should you write to?

There are a few people that play a vital role in your letter. Your supervisor, human resources, and your immediate team members. While you may feel obligated to tell your supervisor first, the law does not require you to do so. Some women feel more comfortable giving the news to HR first before their supervisors for some advice regarding their upcoming pregnancy leave.

These are the people you should give your announcement letter to. It’s important to be professional yet personal. Let them know when you plan on taking maternity leave and what your expected due date is. This is not only for your benefit but also for the company to adjust and accommodate your spot.

Get Your FREE Sample Pregnancy Announcements Email Template!

While pregnancy is a serious matter, it doesn’t mean you can’t have a little fun with your announcement. Here are three different funny office pregnancy announcement emails to provide some inspiration and a little bit of humor. We suggest you read the room first before doing so, however, so as not to make people feel uncomfortable. 

Template 1:

Dear [Supervisor/HR],

I am writing this letter to inform you that my husband and I are pregnant. It is our very first and would be most grateful if you could provide us with the necessary steps to arrange my maternity leave.

At the moment, I am told my expected week of childbirth will be on [Date], and will require a decent amount of time to recuperate during these times. 

I understand that you require a copy of my MATB1 form, and rest assured, as soon as I
receive mine, I will furnish you a copy.

If there are any documents that I need to fill up or sign in that I’m not aware of, please let me know. 

If you have any questions regarding the matter, you can call me anytime at this number: [telephone no.]

Thank you in advance for your assistance. I look forward to hearing from you.


Yours sincerely

[Your Name]

Template 2:

Subject: A big announcement

Dear [Supervisor/HR],

I’m writing to let you know of my pregnancy and the opportunity to take maternity leave. My due date is on 2024  and if possible, I would like to request a work-from-home option for 4 weeks in preparation for my due date.

I plan on returning on 2024 and would be very much grateful if you could provide me with any details I need to do to move it forward.

In case you have questions about my pregnancy, you can call me on my personal number [CP number]. I am closely working with my colleagues regarding my current task in case I need to pass it along for the time being when I am on my leave.

Looking forward to your response.

Warm regards,

Best regards,

[Your Name]

Template 3:

Subject: Sharing some happy news

Dear [Coworkers’ Names],

I have some happy news to share with you all. My spouse and I are expecting our first child together, and we couldn’t be more excited.

As I move into the second trimester of my pregnancy, I wanted to let you all know what this means for my work schedule. I plan to continue working as normal for the next few months, but I will be taking a leave of absence as my due date approaches. I will be taking off for [X amount of time] starting on [Date], and I plan to return to work on [Date]. I’m working closely with [Supervisor/HR Department] to ensure that everything is taken care of while I’m away.

I wanted to take a moment to thank you all for your support and understanding during this exciting time. It means a lot to me to have such wonderful coworkers and colleagues who have always been there for me throughout my time at [Company Name]. Your encouragement and positivity have helped me through some challenging times, and I’m so grateful for your support.

I’m excited to embark on this new journey of motherhood, and I’m looking forward to sharing updates with all of you as my pregnancy progresses. Please don’t hesitate to reach out if you have any questions or concerns about my leave, or if you simply want to chat about baby names or parenting advice!

Thank you all again for being such a great group of people to work with. I’m truly lucky to have you all in my corner.

Best regards,

[Your Name] 


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Responses and Follow-Up to the Pregnancy Announcements Email to Coworkers

Once you send out the letter, expect a few congratulatory messages or questions from your colleagues. Some may even offer to help you with anything you might need. To come up with a good response, here are some ideas to get you started.

  • Thank you for your congratulations message. I am excited to share this news and am looking forward to working with you all in the coming months.
  • Yes, I am feeling well, thank you for asking. I will keep you updated if there are any changes in my situation or if I need any accommodations at work.
  • Thank you for your support during this exciting time. I am happy to answer any questions you may have and appreciate your understanding as I navigate this new phase in my life.
  • Thank you for offering to help out while I am on maternity leave. I will be sure to work with my supervisor to ensure that everything is covered while I am away.

While these may not be applicable to some messages you might have received, always consider the position they are in before replying. Give your response in a timely manner with a respectable tone, and you will most likely receive positive feedback. 

FAQ

We understand that there might be a few questions boiling up inside you, and we hope the answers below could be of any help. Do take note that some laws may vary by state and by country. If you have a close relative or friend that might have gone through the process, you should ask them some questions. It is important to know what your government is offering pregnant women in these circumstances.

Q: What Types of Accommodations Can I Get at Work While Pregnant?

Answer: If you are in the US, you can take full advantage of the ADA or the Americans with Disabilities Act. It is a civil rights law that says you are entitled to reasonable accommodations in several areas, including your workplace.

Reasonable accommodations may include:

  • Adjustments to job duties: Your supervisor or employer may appoint you to other tasks that don’t aren’t too demanding to one’s health. Avoid any types of labor that can take a toll on your pregnancy. 
  • Work schedule: If the long hours seem too stressful, you may ask for shorter hours. You can also ask to work at home instead If your task does not require you to be present in the workplace.
  • Use of certain equipment or tools: There are other ways to accommodate pregnancy, and that is the use of tools or equipment. A simple footrest or ergonomic chair could go a long way.
  • Temporary leave: Being stressed out during pregnancy is a common experience and should not be ignored. Under the FMLA, or Family and Medical Leave Act, you probably have a good chance your leave will be approved. 

All of the laws regarding pregnancy come with some conditions and for a good reason. If you feel your job can do harm to you or your baby, inform your employer immediately. Whether you’re dealing with toxic chemicals or doing some heavy lifting, it’s best to refrain from such activities.

Q: What if I Can’t Do My Job While Pregnant?

Answer: Don’t worry about it too much. As long as you can provide proof, or show some medical conditions that are in writing that hinder you from working effectively, you are entitled to a temporary leave. Contact your supervisor, employer or HR to discuss the best way to solve the matter. Make sure you are providing legit documents, however, to avoid unnecessary issues in the future.

Q: Do Individual States Have Pregnancy-Related Employment Laws?

Answer: Yes. Although most states share the same laws, some do have additional laws that may or may not be helpful to pregnant women. This includes the PWFA or  Pregnant Workers Fairness Act. You can check here if the state you’re in is in support of the law.

Final Thoughts:

While we do understand that writing a letter of announcement can be tedious and nerve-wracking, you still need to let your employers and colleagues know of your situation. It benefits both parties and it isn’t as bothersome as you might think. Take this article as a guide to get you started, and maybe, just maybe, you’ll wonder why you were even stressing about it in the first place.

With that being said, we wish you luck and congratulations to you and your partner.

Photo of author
Maria Gonzales, M.Ed., expert in child development and founder of mamallove.com, merges academic insights from Michigan State University with real-life parenting wisdom. Certified in Precision Nutrition and Child Development, she offers invaluable advice on nutrition, communication, and education for parents and parents-to-be.

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