How to Write a Paternity Leave Application: Templates and Examples [2024]

Paternity leave is a vital benefit for all working fathers. Fathers can take time off work to support their spouses and bond with their newborns.

How hard can it be to write a paternity leave application?

Writing a paternity leave application might seem frustrating, especially if you’re unsure what to include or if your company grants paternity leave at all.

It is crucial for family bonding and balanced parenting. Here’s what defines this leave and why it matters:

• Time for Father to Bond: It gives fathers a chance to build a connection with their children, which is essential for emotional bonding and psychological health.
• Available for Biological and Adoptive Fathers: It can apply to both biological and adoptive fathers as it recognizes the need for all parents to bond with their children.
• Typically Shorter Than Maternity Leave: It is often shorter than maternity leave, but it is still a valuable time for family bonding and recovery.
• Contributes to a Healthier Family Dynamic: With both parents available, the family structure becomes more balanced, reducing stress on the mother and creating a more stable environment.
• Encourages Work-Life Balance: It helps fathers balance their work and family roles, leading to increased satisfaction and reduced stress.
• An Evolving Policy: While maternity leave is standardized, paternity leave policies vary widely across India’s public and private sectors, and change is still underway.
• Supports Gender Equality: It emphasizes that both parents share responsibility in child-rearing, balancing traditional roles and expectations.

RELATED: Maternity Leave: What You Need to Know [2024].

This guide will show you how to write a paternity leave application, provide templates, and give sample letters to help make your application process easy and effective.

What is a Paternity Leave Application?

A paternity leave application is a formal request made to an employer, asking for time off to support a partner during the initial weeks after childbirth or adoption. The purpose is to allow fathers to bond with their children and provide needed support.

RELATED: Top 7 Benefits of Paternity Leave: Essential Rights and Policies, and Why It Matters for Every Dad.

Key Steps to Write a Paternity Leave Application.

Writing a paternity leave application is pretty simple if you cover the essential steps.

1. Subject Line (For Email Application).

The subject line should be direct and clear. Keep it brief and avoid unnecessary details.

Example:

• “Application for Paternity Leave”
• “Request for Paternity Leave from [Start Date] to [End Date]”

2. Salutation.

Greet the person you are addressing by their title and name. A general greeting like “Dear Sir/Madam” is acceptable if you are unsure of their name.

Example:

• “Dear Mr. Singh,”
• “Dear Sir/Madam,”

3. Opening Statement.

Begin with a polite statement. Clearly state the purpose of the application. Mention that you are requesting paternity leave due to the birth or adoption of a child.

Example:

“I am writing to formally request for paternity leave due to the arrival of my newborn child.”

4. Mention the Dates.

Mention the dates you intend to take off. Specify the start and end dates to avoid any confusion. If you are unsure about the exact dates, mention that you will confirm them.

Example:

• “I would like to request leave from 10th November to 24th November.”
• “My wife’s due date is around mid-November. I plan to take leave for two weeks starting around November 15. I will let you know the exact dates once I confirm them.”

5. Explain the Reason

A brief explanation of the reason for leave can make your request more empathetic. Add that you want to be present with your family during this crucial time.

Example:

“My wife and I are welcoming our first child, and I wish to be by her side to help and support her during this period.”

6. Show Willingness to Ensure Work Continuity.

Show that you are committed to ensuring your work continues. If you’ve already handed over duties, remember to mention this. You can also mention how you will ensure your absence does not disrupt the workflow.

Example:

“I have briefed my team members about my ongoing projects and will ensure a smooth handover before I begin my leave.”

7. Offer Contact Information.

Let your employer know that they can reach you in case of urgent needs, but emphasize that you will be focusing on family matters during this time. This is to avoid being called all the time.

Example:

“I will be reachable on my phone and email for any urgent queries, though I will have limited availability.”

8. Closing Statement and Sign-Off.

Close your application with a thank you.

Example:

“Thank you for considering my application. I look forward to your approval.”

Sample Paternity Leave Application Format.

Here are some sample templates to help you write your application. You can customize these templates to suit your needs.

Template 1: Formal Paternity Leave Application.
Subject: Request for Paternity Leave.

Dear [Manager’s Name],

I am writing to request paternity leave because my child is being born. I would like to take leave from [Start Date] to [End Date] to support my family during this important time.

I have arranged for [Colleague’s Name] to cover my duties while I am away.

Thank you for your understanding. I look forward to your approval.
Sincerely,
[Your Name]
[Your Position]

Template 2: Short and Direct Paternity Leave Application.
Subject: Paternity Leave Application.

Dear HR Team,
I am requesting paternity leave from [Start Date] to [End Date] due to the birth of my child.

I will be available for urgent matters and have arranged my work handover to keep things running smoothly.

Thank you for your consideration. I look forward to your approval.

Best regards,
[Your Name]
[Your Position]

Template 3: Paternity Leave with Unconfirmed Dates.
Subject: Paternity Leave Request (Tentative Dates).

Dear Sir/Madam,

I want to let you know that I plan to take paternity leave. My wife is expecting to deliver around [Expected Date]. I expect about [Number of Days] starting from [Start Date].

I will confirm the exact dates closer to the time and have arranged for [Colleague’s Name] to help with my duties.

Thank you for your consideration. I look forward to your approval.

Best regards,
[Your Name]
[Your Position]

Template 4: Paternity Leave Application for Adoption.
Subject: Paternity Leave Application for Adoption.

Dear [Manager’s Name],

I am happy to share that my wife and I are adopting a child, and I would like to request paternity leave from [Start Date] to [End Date].

I have coordinated with my team to cover my responsibilities while I am away and will make sure all my work is up to date.

Thank you for your consideration. I look forward to your approval.

Best regards,
[Your Name]
[Your Position]

Tips for Writing a Paternity Leave Application.

Here are five simple writing tips to aid your leave application;

1. Be Professional: Use a formal tone in your application. Start with a proper greeting and use clear and respectful language. Make your leave request straightforward, so your employer easily understands its purpose.
2. Provide Specific Dates: Clearly state the exact dates you want to take paternity leave, including your start and end dates. This helps avoid misunderstandings about your availability, allowing your employer to manage the workload effectively.
3. Say Thank You: Take a moment to thank your employer for considering your leave request. Showing appreciation for their support demonstrates your professionalism and respect for company policies.
4. Notify Early: Submit your paternity leave application well in advance of your planned leave. Aim to provide notice several weeks ahead of time. This gives your manager and team time to prepare for your absence, ensuring everything continues to run smoothly.
5. Be Available for Urgent Issues: Mention your availability during your leave for urgent matters. You can specify if you will be reachable by email or phone, and let them know when. This reassures your employer that you are committed to a smooth transition.

Including these points in your paternity leave application will help you create a clear and professional request that meets your needs and those of your employer.

Frequently Asked Questions About Paternity Leave Applications

1. What is the ideal duration for paternity leave in India?

The typical duration ranges from 7 to 15 days in India, though it can vary depending on the employer’s policies.

2. Do I need to provide any proof when applying for paternity leave?

Most companies do not ask for proof, but it’s best to confirm with your HR or company policy.

3. When should I apply for paternity leave?

Ideally, submit your application 1-2 months before the expected date. If the date is uncertain, inform your employer in advance and follow up with exact dates.

4. Is paternity leave paid in India?

Some companies offer paid paternity leave; however, it largely depends on the employer’s policy.

5. Can I extend my paternity leave?

You may request an extension, but approval depends on company policy and the availability of leave options.

6. Can I take paternity leave for an adopted child?

Yes, most companies extend paternity leave benefits for adoption cases as well.

7. Is it mandatory for Indian companies to offer paternity leave?

Currently, paternity leave is not legally mandated for private-sector employers, but government employees do have leave entitlements.

8. How do I arrange for work coverage during paternity leave?

Coordinate with a colleague or team member to take over your responsibilities and brief them on key tasks.

9. Can I take paternity leave in multiple installments?

Check with your employer, as some companies allow paternity leave to be taken intermittently.

10. What if my paternity leave application is denied?

If your request is denied, you may try negotiating or consider other leave options like casual leave or annual leave.