Paternity leaves are crucial for new dad-to-be as it helps them spend quality time with their partner and newborn to provide the care they need during the critical early days.

Paternity leave can be applied by male employees, immediately preceding or immediately after the delivery of a baby, but the policies around the same vary in each company.

With an increasing number of Indian companies offering paternity leave, it is crucial to understand how to write the paternity leave application with tips and samples.

Let us start by understanding,

What is a Paternity Leave Application?

A Paternity Leave Application is a formal written request made by a father to take time off work after the birth or adoption of a child.

It is typically written by the employee when they want to notify their employer and receive approval for upcoming paternity leave. The application contains details like employee information, the dates and duration of leave being requested, the reason for leave, and any required supporting documentation.

It requires the employee's signature and manager approval to confirm the paternity leave. The purpose is to formally communicate the employee's need for paternity leave from the employer as per company policy.

How to Write a Paternity Leave Application?

Here are the crucial steps to keep in mind while writing a Paternity Leave Application:

Start with a Suitable Subject line

The subject line should identify the name of the employee, indicate it is a paternity leave request, and potentially include the dates of leave being requested. This helps the manager quickly identify what the email is regarding.

Here are a few examples:

Paternity Leave Request - John Smith
Requesting Paternity Leave - John Smith
[Dates] Paternity Leave Request
Paternity Leave from [Start Date] to [End Date]
John Smith - Submitting Paternity Leave Application

Include Employe Details

A Paternity leave application should clearly identify the employee requesting paternity leave. Details like full name, job title/position, department, and employee ID number should be included. This allows HR/management to identify and verify the employee.

Specify the dates and leave duration

The key part of the application is outlining the exact dates and total number of days/weeks of paternity leave being requested. This may include start and end dates, or just a block of time like "2 weeks from August 1st through August 14th". Being specific allows the company to plan around the absence.

State that the leave is for childbirth or adoption

The application should explain that the reason for the requested paternity leave is due to the recent birth or adoption of a child. This documents why the employee is asking for time off and makes clear it is for approved paternity leave reasons based on company policy. Simply stating "For the birth of my child" or "For the adoption of my daughter" is sufficient.

Attach required supporting documentation

Some companies may require additional documentation like a birth certificate or adoption papers to support the paternity leave request. Employees should check company policy and attach any documents to the paternity leave email to prove a birth or adoption has occurred. This provides HR/management with official verification.

Sign and date the application

The employee requesting leave should always sign and date the paternity leave application. This makes it an official request from the employee. Digital or handwritten signatures are acceptable, as long as accompanied by a date.

Submit to manager/HR for approval

Once completed, the application should be submitted to the appropriate manager, supervisor, or HR representative for review and approval based on company guidelines. Following the proper chain of command ensures the leave is properly logged and granted. Communication should occur confirming approval details.

Follow company policy and include required information

While writing a paternity leave email, employees should review their company's paternity leave policy and make sure to include all required information in the application. This may include things like eligibility criteria, required notice periods, documentation needed, etc. Following the company guidelines shows compliance.

Use formal business letter format and language

The paternity leave application should follow proper business letter formatting like including the date, manager name/title, proper salutation, etc. Formal language should be used as this is an official request to the employer.

Provide sufficient advance notice

Employees need to submit their paternity leave application with enough advance notice to meet the company policy (typically 30+ days). This allows the employer sufficient time to plan for the absence. Late requests could be denied.

Keep a copy for your records

After submitting the request to the employer, employees should retain a copy of the paternity leave application and any approval information for their own records. This could act as proof of the request if any issues arise.

Paternity Leave Application Samples

Here are a few paternity leave mail samples to get you started:

Sample 1: Paternity Leave Mail to Manager

Subject: Paternity Leave Request - [Name]

Dear [Manager's Name],

I am writing to formally request paternity leave from [Start Date] to [End Date] due to the upcoming birth of my child.

As per [Company's] parental leave policy, I am eligible for 2 weeks of paid paternity leave as a full-time employee. I am scheduled to take [2 weeks/10 days] from [exact dates], returning to work on [return date].

Please let me know if you need any additional information or have any concerns with this request. I have attached the medical certificate from my wife's doctor confirming the pregnancy and estimated due date.

I will ensure all my ongoing work is properly handed over to [backup staff member] before commencing my leave. Please confirm my paternity leave request at your earliest convenience.

Thank you for your understanding and support.

[Your Name]
[Job Title]
[Contact Information]

Sample 2: Paternity Leave Application

Subject: Paternity Leave Application

Dear Mr./Ms. {Recipient’s Name},

Trust this mail finds you well.

I am happy to inform you that my wife, {Wife’s name} and I have been blessed with a baby boy/girl. Therefore, I request you to grant me paternity leave from {start date} to {end date}.

I have requested my colleague, {colleague’s name}, to address any client queries and issues on my behalf while I am away. I have also handed over all ongoing work on my current project to him/ her.

In case of an emergency, I can be reached on {Sender’s Phone Number} and {Sender’s email}. I will resume work on {enter date}.

I request you to approve my leave so that I can duly inform the Human Resources department that I am availing of my paid Paternity leave.

Thank you.
Yours sincerely,
{Sender’s Name}

Sample 3: Paternity Leave Application

Subject: Paternity Leave Application

Dear Sir/ Ma’am,

This is to inform you that my wife is in her final stages of pregnancy and is due to deliver by the end of this month.

She has been facing some minor complications and has been unwell for the past few days. As we do not have parental support at this time, I need to stay with her until she delivers, and for the next few weeks after delivery.

I, therefore, request you for paternity leave for a period of {No. of days} days, beginning from {start date}.

I have approached Mr./Ms. {enter name} to take care of all the important pending tasks, and he/she has very kindly agreed to take over my job responsibilities until I return.

In case I am able to return from my leave earlier than the expected date, I will inform you in advance.

I request you to sanction my leave at the earliest.

Thanking you,
Yours sincerely,
{Sender’s Name}

Sample 4: Paternity leave application

Subject: Paternity Leave Application

Dear Mr./ Ms. {Recipient’s Name},

I hope you are doing well.

This letter concerns my application for paternity leave, as my wife’s due date is nearly here. As this is our first baby, I am excited to remain by her side during the last stages of her pregnancy, and for a few weeks post the arrival of the baby.

As per company policy, I am entitled to {number of days} days of paid paternity leave. I would, therefore, appreciate it, if my leaves between {start date} and {end date} are adjusted towards my allotted paternity leave.

I have completed my responsibilities towards my current project well in advance so that the delivery of the project does not get delayed in my absence. In case any further inputs are required from my end, I will be available at {enter contact information}.

I look forward to your authorization of this leave as soon as possible.

Warm regards,
{Sender’s Name}

Sample 5: Paternity Leave Application

Subject: Paternity Leave Application

Dear Mr./Ms. {Recipient’s Name},

I am glad to share with you the news that my wife and I are expecting our second child towards the end of this month. As our first child is still very young, I need to spend some extra time with my family, so as to take care of their needs over the next few weeks.

In this regard, I request you to sanction me paternity leave for a period of {number of days} days, beginning {enter date}.

As I will be away for a longer time than expected, I am in the process of handing over my responsibilities to {enter name} from my team. All project details, as well as email communications regarding the project, should be with him/her by the end of the day.

I hope you understand my situation, and grant me leave between {start date} and {end date}.

Thank you.
Yours sincerely,
{Sender’s Name}

Read Maternity Leave Application

FAQs about Paternity Leave Application

Here are 5 common FAQs regarding paternity leave applications:

1. How soon should I submit my paternity leave application?

You should submit your paternity leave application to your manager as early as possible, at least 30-60 days in advance of the expected birth or adoption date as per company policy. This provides them sufficient notice to prepare for your leave.

2. What documentation do I need to provide with my application?

Check your company's paternity leave policy. Some common documents required are a medical certificate confirming the pregnancy/birth or official adoption papers to validate your request.

3. Can my paternity leave be denied?

Paternity leave can be denied if you do not meet eligibility requirements, do not provide sufficient notice, or if there are pressing business needs at that time. However, it typically must be granted if you follow company policy.

4. Will my paternity leave be paid or unpaid?

Most companies offer paid paternity leave for 1-4 weeks, depending on their benefits. Check with your HR department on the specific compensation you can expect. Some paternity leave may be unpaid.

**5. Can I extend my paternity leave if needed? **

You will need to submit an additional leave request form to extend paternity leave beyond the standard company policy duration. It may be treated as unpaid personal leave and require further manager approval.

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