Here’s How to Ask Your Boss!

Navigating the transition back to work while breastfeeding can feel overwhelming. From ensuring you have the right space to pump to balancing schedules with your boss or HR, there’s a lot to juggle. The good news? Federal law—and often state law—has your back, guaranteeing break times and a private location (not a bathroom) to express milk. Below, we’ve gathered simple yet effective email templates you can use to request and confirm your pumping arrangements before stepping back into your role. Let’s make this return to work a smoother, more empowered experience.

Email 1 - Request for pumping accommodations

Subject: Returning from Leave – Pumping Arrangements

Dear [Name],

I hope you are well. 

I will be returning from my maternity leave on [Date] and would like to coordinate accommodations for expressing breast milk during my workday. Specifically, I am requesting:

1. A private, non-bathroom space to pump

2. Reasonable break times to do so

I’d appreciate any information you can provide regarding available options. I’d like to plan my schedule so it works smoothly for both of us. Please let me know how we can best arrange these details. 

Thanks, and I look forward to returning to work.

Best,
[Your Name]

Email 2 - Follow-Up: Inadequate or No Response

Subject: Follow-Up on Lactation Accommodation Request

Dear [Name],

I am writing to follow up on my earlier request for a private space and scheduled breaks to pump. Under the FLSA and the PUMP for Nursing Mothers Act, employers must provide these accommodations to nursing employees. Please let me know the status of my request or whether more information is needed. Maintaining my milk supply is essential, so I’d appreciate an update soon.

Thank you for your prompt attention to this matter. I look forward to your response.

Sincerely,
[Your Name]

Email 3 - Addressing “Undue Hardship” Claims

Subject: Clarification on “Undue Hardship” Claim

Dear [Name],

Thank you for informing me that the company may consider “undue hardship” regarding my request for a private space and break times to pump. My understanding is that for a smaller employer to claim this, they must:

1. Quantify the difficulty or expense, and

2. Formally register the request with the Wage and Hour Division.

If this claim is not officially approved, these accommodations must still be provided. Please let me know how you plan to document and submit this claim, or if we can find an alternative that fulfills the federal pumping accommodation requirements.

Thank you for your time. I look forward to working together to resolve this matter.

Sincerely,
[Your Name]

Additional Tips

1. Identify the Right Contact: It might be HR, your direct manager, or another designated person.

2. Start Friendly: Your initial request can be polite and straightforward.

3. Get Firmer If Needed: If they’re unresponsive or not accommodating, cite the FLSA and PUMP for Nursing Mothers Act.

4. Ask for Documentation: If they claim “undue hardship,” request written proof and confirmation that it’s been registered with the Wage and Hour Division.

5. Document All Communications: Keep copies of every email. Summarize verbal conversations in writing.

Feel free to customize the wording based on your company culture and relationship with the person you’re emailing. Good luck!