Today’s organizations strive to create an inclusive and diverse workplace where all employees are supported both in and outside of work to lead fulfilling lives. Maternity policy is one of the key policies that support women employees during their early days of motherhood and find a balance between their careers and personal life.
With our maternity leave policy template, you can highlight the rules and guidelines governing your organization’s policy. This will guide your employees in applying for leave while ensuring that they follow regulations for quick approval.
This template is free, customizable, and ready for use.
How This Maternity Leave Policy Template Will Help You
- Create a standard maternity leave policy for your organization
- Stay compliant with laws regarding maternity leaves in India
- Leave no room for errors or omissions in case of maternity leaves
Maternity Leave Policy Template
1. Objective
This document aims to safeguard the interests of all women employees working at <Name of the Company>. It standardizes the guidelines and process for formal maternity leave in the company. It also specifies the rules, regulations, guidelines, benefits, scope, and eligibility of employees entitled to this leave.
2. Scope
This policy applies to all women employees of <Name of the Company> who are either pregnant or have just given birth.
3. Eligibility
All women employees who are pregnant/new mothers at <Name of the Company>—whether full-time or part-time—are eligible for the company’s maternity leave policy.
4. Maternity Leave Policy Salient Features
<Name of the Company> believes all its women employees have the right to cherish the experience of their pre and post-maternity phases. Hence, it offers the benefit of Maternity Leave(s) to them. Here are some of its features:
- Entitlement:
All women employees at <Name of the Company> who have worked for over 80 days before 12 months of their delivery date shall receive a 26-week paid maternity leave(s) (including public holidays, week offs, etc.) of which a maximum of 8 weeks shall be before their expected delivery date.
For women employees with two or more surviving children, the paid maternity leave(s) extends for 12 calendar weeks, of which a maximum of 6 weeks shall be before their expected delivery date.
- Guidelines:
Any women employee applying for maternity leave(s) at <Name of the Company> must take the leave(s) in one stretch and not avail it in parts. If they resume work within or before their applicable maternity leave(s) duration (26 weeks/12 weeks), the remainder will stand expired and cannot be availed at any later point in time.
- Tenure:
The paid maternity leave(s) benefit can only be availed by eligible women employees for a maximum of two times during their tenure at <Name of the Company>
- Application:
The women employee applying for the paid maternity leave(s) benefit at <Name of the Company> must inform their respective L1 Manager at least a month prior and apply for the same on the company’s HRMS portal.
Additionally, they must furnish a certificate from the ESIC Hospital or a gynecologist specifying their expected delivery date.
- Maternity Medical Leave(s):
This specific leave(s) is exclusively available to women employees at <Name of the Company> who are suffering from illnesses/disorders due to pregnancy/delivery/premature birth of a child/medical termination of pregnancy/Tubectomy.
It extends for 4 weeks and can be taken before or after the maternity leave(s) period. women employees requiring additional maternity medical leave(s) may request it. It shall be subject to their existing leave(s) balance and require prior approval from their L1 Manager and HR Head.
- Extension:
If a women employee at <Name of the Company> availing maternity leave(s) requires the need for an extension beyond her applicable leave(s) duration (26 weeks/12 weeks), they can avail Leave(s) Without Pay (LWP).
This extension will be available for 2 months and requires prior approval from the L1 Manager, L2 Manager, and HR. The women employee must apply for it on the company’s HRMS portal under the category of “LWP.”
- Return to Work After Leave(s):
Once the women employee on maternity leave at <Name of the Company> returns to work, the company shall make the best effort to either place them in the same role as before the leave or an open position that closely matches their skills and competency profile. Every effort shall be made to ensure the return to work process is smooth and streamlined.
- Leave(s) for Miscarriage:
In the unfortunate event of a women employee’s miscarriage during pregnancy, <Name of the Company> shall grant them leave(s) in accordance with the Maternity Benefit Act/ESI Act for a maximum of 6 weeks (42 days).
5. Steps to Apply for Maternity Leave
Any eligible women employee working at <Name of the Company> can log into the company’s HRMS portal to view and apply for Maternity Leave(s). It is mandatory for the leave(s) request to be submitted to and approved by the L1 Manager.
6. General Guidelines
- All leave(s) should receive prior approval from the requesting employee’s Reporting authority/Function Head—no exceptions.
- Unapproved leave(s) shall be treated as leave(s) without pay.
- All leave(s) must be planned and discussed with the respective L1 Manager in advance—except in case of emergencies.
- An employee’s leave(s) entitlement shall be calculated based on their joining date.
- Leave(s) during an employee’s notice period are limited to Birthday Leave and Compassionate Leave.
