Maternity leave is granted to permanent employees who are pregnant and need to stay at home due to medical reasons related to their pregnancy. The rules and duration of maternity leave may vary depending on the laws of the state, which companies are legally required to follow. The approved maternity leave includes a defined start and end date, both of which are clearly stated in the official leave approval letter.
Female employees are expected to resume their duties one the maternity leave period has ended. It is important to understand that while the company has made necessary arrangements during their absence, they are now required to return and take responsibility for the roles and tasks they previously managed.
What is a termination letter for extended pregnancy leave?
This letter is issued by the employer in response to an employee who has taken maternity leave and is now requesting an extension. If the employee fails to return to work on the agreed-upon date without prior notice or approval, she may be held accountable for her absence. In the event that the employee does not return or communicate her intentions, the company reserves the right to terminate her employment, as prolonged absence without notification may disrupt operations and is considered a breach of employment terms.
Why is a termination letter important to write?
This letter servies to inform the female employee that her employment is being terminated due to an extended period of medical leave beyond the allowable limit. It is intended to serve as an official record of the termination and may be used by the company as documentation in the event of any claims or allegations of unlawful dismissal.
How to write a termination letter?
Here are a few steps you can follow regarding the female employee who has taken extended leave.
Announce the company’s decision of termination:
To avoid any confusion, the main message should be clearly stated at the very beginning of the letter. Although the letter is written by an individual, it should be presented in a way that reflects the decision of the organization.
Specify the policy of the company regarding extended leave:
Every organization has its own policies regarding the issuance of maternity leave to pregnant employees. In most cases, employees are granted maternity leave; however, extensions beyond the approved period may not be permitted, as prolonged absences can disrupt the organization’s operations. Therefore, if an organization decides to terminate an employee due to extended leave, the reason should be clearly stated in the termination letter.
Close the letter gracefully:
Your letter should be written courteously to maintain a professional tone. There is no need to express anger or any personal emotions when communicating your decision to terminate an employee.
Sample letter:
Subject: Termination due to extended leave
Dear Miss Lisa,
This letter is being written to address your maternity leave, which was originally scheduled to end on March 1, 2035. You were granted three months of maternity leave in accordance with company policy and federal regulations. We also sent you several emails and letters to confirm and remind you of your expected return date.
You subsequently requested two additional days of leave due to illness, which the company approved. However, you were clearly informed that no further extension could be granted beyond that period.
Since you are not returning to work, the company has decided to terminate your employment due to your extended pregnancy leave. As per state and company policies, you are not eligible for any further extension of maternity leave.
You were sent multiple reminders via email regarding the end of your maternity leave; however, you failed to report back to work. Consequently, you are not entitled to the clearance of your dues, as your termination is due to non-compliance with the company’s rules and regulations.
Please feel free to contact us if you would like more information regarding your termination.
Regards,
Name of the sender
Designation
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